2011 Administrator’s Guide Copyright

Set system-wide privacy preferences

This task requires the System Administrator security role or equivalent permissions. More information about specific permissions and performing this task while offline: Configuration Permissions

Your organization can participate in the Customer Experience Improvement Program for Microsoft Dynamics CRM. If you participate, Microsoft collects anonymous information about your hardware configuration and how you use Microsoft hardware and services in order to identify trends and usage patterns. No personal information is collected. Microsoft uses this information to improve the products and features you use most often.

1. 
   In the Navigation Pane, click Settings, click Administration, and then click Privacy Preferences.
   

2. 
   Select or clear the check box.
   
3. 
   Click Save or Save and Close.
   

Determining E-mail Access for Your Organization

Controlling Data Access

Business Units

Security Roles

Security role privileges are cumulative: when a user has more than one security role, the user will have any privilege allowed in any of the assigned security roles.

Each security role consists of record-level privileges and task-based privileges. The access level for each privilege determines which records can be accessed: None, User, Business Unit, Parent: Child Business Unit, and Organization.

Each type of record is either user-owned or organization-owned. Record-level privileges define what tasks a user with access to the record can do, such as Read, Create, Delete, Write, Assign, Share, Append, and Append To.

Overriding Security Roles

Teams are used primarily for sharing records that team members ordinarily couldn't access. More information: Work with Teams (on page 14)

It is not possible to remove access for a particular record. Any change to a security role privilege applies to all records of that record type.

Securing Custom Fields

Field security profiles are similar to security roles in Microsoft Dynamics CRM. Both specify what users or groups of users can see, modify, or create in Microsoft Dynamics CRM.

When creating a custom field on a form, you have the option to use field security. Using field security for a field limits access to a field based on a user's field security profile. Not using field security for a field bases any restrictions to the field only on a user's security role.

Work with Security Roles

This task requires the System Administrator security role or equivalent permissions. More information about specific permissions and performing this task while offline: Configuration Permissions

Before editing a security role, you should understand how data access is controlled. More information: Controlling Data Access (on page 8)

The recommended way to create a new security role is to copy an existing security role and modify it. More information: Select the Copy a security role option.

4. 
   In the Navigation Pane, click Settings, click Administration, and then click Security Roles.
   
5. 
   To edit a security role, double-click the security role.
   

To create a new security role, on the Actions toolbar, click New, and on the the Common tab, type the name of the security role.

Tip

You cannot modify the System Administrator security role. To create a security role similar to the System Administrator security role, copy the System Administrator security role to a new security role, and make changes to the new security role.

6. 
   Set the privileges on each tab.
   

Tip

7. 
   Click Save or Save and Close.
   

If you need to back up your security role changes, or export security roles for use in a different implementation of Microsoft Dynamics CRM, you can export them as part of exporting customizations. More information: Export Customizations and Configurations

Related Topics Controlling Data Access 8 View Your User Profile 25 Work with Security Roles 9

This task requires the System Administrator security role or equivalent permissions. More information about specific permissions and performing this task while offline: Configuration Permissions

If you want to create a security role that is similar to another security role, you can copy a security role with a new name and then modify the privileges and access levels for the new security role. You cannot copy a security role to a different business unit.

1. 
   In the Navigation Pane, click Settings, click Administration, and then click Security Roles.
   
2. 
   Select the security role you want to copy.
   
3. 
   On the Actions toolbar, click Actions, and then click Copy Role.
   
4. 
   In the Copy Security Role dialog box, in the New Role Name box, type the name for the new security role.
   
5. 
   If you want to change the privileges for the new security role, select the Open a new security role when copying is complete check box.
   
6. 
   Click OK.
   

If you need to back up your security role changes, or export security roles for use in a different implementation of Microsoft Dynamics CRM, you can export them as part of exporting customizations. More information: Export Customizations and Configurations

Related Topics Controlling Data Access 8 Manage a User's Record 16 Work with Security Roles 9

This task requires the System Administrator security role or equivalent permissions. More information about specific permissions and performing this task while offline: Configuration Permissions

1. 
   In the Navigation Pane, click Settings, click Administration, and then click Users.
   
2. 
   In the list, select the user to whom you want to assign a security role.
   
3. 
   On the Actions menu, click Manage Roles. The security roles listed are those that have been created for the business unit associated with the user or users. Note that this means users can be assigned only the security roles for the business unit with which they have been associated.
   
4. 
   In the Manage User Roles dialog box, select one or more of the security roles that you want to assign to the user or users, and then click OK.
   

Related Topics Controlling Data Access 8 Manage a User's Record 16 Work with Security Roles 9 Work with Your User Record and Work Hours 17