Microsoft Dynamics CRM includes a robust security model that allows an administrator to set up and configure which users can view or perform actions on the different types of records in a system. If you want to share a particular account or contact record with a different user because he or she cannot access it, Microsoft Dynamics CRM allows you to easily share records, assuming that your system administrator has given you permission to do so. Microsoft Dynamics CRM allows your organization to create teams of users, which can be beneficial when your organization wants to share records, because team members can belong to any business unit within your organization.
Important
Microsoft Dynamics CRM allows you to share records on an ad-hoc basis with a specific user or a team of users. When you share records, you can also determine which types of security privileges you want to grant with the shared record(s). You can grant privileges to other users only if you already have those permissions on the shared record.
In this example, you will share a contact record with two different users so that they can view and edit the record. You can follow a similar process to share account records.
Note
USE the Ben Burton contact record you created earlier in this chapter.
BE SURE TO use the Internet Explorer Web browser to navigate to your Microsoft Dynamics CRM Web site, if necessary, before beginning this exercise.
Navigate to a contact view, and open the Ben Burton contact.
In the toolbar, click Actions, and then click Sharing.
A new window opens.
In the Common Tasks pane, click Add User/Team.
A new window opens.
Because you are sharing this contact record with a user, leave the Look for list value set to User. Select any two active users in your system, and then click the >> button.
Click OK.
Microsoft Dynamics CRM lists the selected users. Within this window, you can decide what types of privileges you want to grant each user for the Ben Burton contact record.
Because you want these users to have permission to edit the contact record, select the Write check boxes for both of the users you selected.
Microsoft Dynamics CRM updates the security permissions and closes the sharing window.
To view the current share permissions on a record, click Actions, and then click Sharing.
A new window opens that displays the sharing information that you just configured.
Tip
When you are working collaboratively with other users on a record, you might want to send someone a specific record to review. To simplify the process of referencing a specific record, Microsoft Dynamics CRM offers a Web address shortcut (URL) for each record. Users can click the record shortcut to automatically open that record in the system without having to look for it in the user interface.
To copy the shortcut address to your Clipboard, click Actions on the toolbar, and select Copy Shortcut. Now you can paste the record’s address into another application, such as an e-mail message or a document, by using Ctrl+V. Microsoft Dynamics CRM includes shortcuts for almost every type of record in the system, including accounts, contacts, cases, and activities.