Quick tip: Granting privileges using a Security Role in CRM Online 2011
In today’s post, we’ll discuss Security Roles in Microsoft Dynamics CRM Online 2011 and explain how to manage them using an example. xRM Guy, a Salesperson at xRM.com, will soon be promoted to a Microsoft Dynamics CRM sales manager. With his new title comes new responsibilities, and he will require elevated privileges in CRM Online to match these new work responsibilities. Follow along below, and we will show you how to grant these increased privileges by applying an additional Security Role to his User record.
Microsoft Dynamics CRM Online 2011 databases are made up of several different pieces. Accounts, Contacts, Users, and other various system objects are stored as records in databases. Security roles are lists of configurable privileges that specifically detail what types of records can be modified and to what extent. When a user signs in to CRM Online, his or her ability to interact with records in the database is determined by the Security Roles applied to his or her User record. Security Roles can be applied to multiple Users and Users can have multiple Security Roles.
You will need to have a Security Role of System Administrator or equivalent privileges to perform the following steps.
Navigate to Settings > System > Administration (see below) and click Users.
The view pane refreshes (see below). Open the user you are going to modify, “xRM Guy” in our example.
The User record opens for xRM Guy (see below). Navigate to Related > Common > Security Roles.
When the view pane refreshes, click Manage Roles.
The Confirm Security Role Assignment dialog opens (see below). Let’s add the Security Role of Sales Manager to xRM Guy, as it has elevated privileges on several different entities when compared to the Security Role of a Salesperson. Scroll down and check the box next to “Sales Manager” to select it, and click OK to apply this role to xRM Guy.
When the view pane refreshes (see below), you’ll see that xRM Guy has two Security Roles, both “Sales Manager” and “Salesperson”.
The next time xRM Guy signs in to CRM Online 2011, he will have the privileges of both a Sales Manager and Salesperson. CRM Online 2011 automatically selects the highest privilege available from all applied roles when determining privileges. For example, a Salesperson cannot write or edit Sales Literature records in CRM Online 2011, but a Sales Manager does have the elevated privileges necessary to do that, so xRM Guy is automatically granted the privileges of a Sales Manager.
If you’re looking to learn more about CRM Online, you can find helpful tutorial videos on our Success Portal by xRM.com for CRM Online.