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Wednesday, April 20, 2011

Whats new in Dynamics CRM 2011 Series: Wonders of Role Based Forms and Views

Well, we can create multiple forms in Dynamics CRM 2011 and guess what, we can also control access over them based on the roles of the users. One can imagine what all it requires to avail the same in CRM 4.0. But not anymore, it is here in new version - just simple and effective.

here are the details, you should know -

1. One can create more than one form for any entity. The form is of two categories – Main Form and Mobile Form. As name suggests, the Main Form is used to display information on web client while the mobile form is used to display information on mobile express [CRM in mobile]. [We will talk about mobile express in a separate post]

2. One can control access over Main Forms using role based access. Open a main form in design and configure role based access to it [using “Assign Security Roles” option].

3. When someone opens form for entity for new or update instance, she/he will see the form entitled based on role. if she/he is lucky to be part of many roles and is entitled to access more than one form then it provides option to select one of the main form from the list. [I am not sure why someone will enable security like this but anyway...]

4. The settings mentioned for main form above are also applicable to Mobile Form and Views.

Simple Right :) Hope you find it useful.

Whats new in Dynamics CRM 2011 Series: How field level security works?

In Dynamics CRM 2011, one can define access control at field level for an entity. This feature has not been in previous Dynamics CRM version and one had to use Java Script to achieve this task.

The following are things one need to know about field level security in Dynamics CRM 2011 -

1. To start field level security, first you have to mark fields for which you want to enable the field level security. By default, the field level security is disabled for every attribute one creates for an entity. This security enabling, one can do from entity customization area.

2. Next, Go to “Settings >> System >> Administration >> Field Security Profiles” and create security profiles for access control for fields. These security profiles are like security roles in nature. One can add users, teams or both into Field Security Profiles.

3. When creating or changing "Field Security Profile", one can see list of all field security enabled attributes under field security profile. One can go and provide permission on attributes for read, update and create operations.

4. Thats it. Based on which "Field Security Profile" the user belongs, he/she will have required access on the fields/attributes for entities as per permission.

Hope it was useful.