Share CRM records with team members

This week in Microsoft Dynamics Support, I will show you how to enable access teams in Microsoft Dynamics 365 for Sales CRM.

Members of access teams can see records that are shared with the team even if they don’t own those records or have security roles that would normally grant them access to the records.

In this example I’m going to show how to give a team access to an account record. See below for video and instructions:

Enable and Create an Access Team Template

1.) To enable access teams, go to Settings > Customization > Customize the System > Entities > Account, and enable the checkbox for Access Teams. Then Save and Close > Publish.

2.) To create a new team template, go to Settings > Security > Access Team Templates > New.

3.) Enter a Name for your team, and select an Entity from the dropdown.

In my example, I named my team “Account Access Team” and chose Accounts as the entity.

4.) Enter a Description of your group (optional), then select Access Rights by enabling the appropriate checkboxes. Your options are Delete, Append, Append To, Assign, Share, Read, and Write. Then Save and Close.

Your new template should now appear in Access Team Templates.

Add Users to Your Access Team

Next, you need to give users access to the account record. To do this, you will need to create a sub-grid and add users to it.

5.) To add a sub-grid, open the account record and click Form > Insert > Sub-Grid.

6.) Set the sub-grid properties. Enter a Name (with no spaces!) and a Label for the sub-grid, then choose your data sources: All Record Types for Records, Users for Entity, and Associated Record Team Members for Default View, and the name of your account team template for Team Template (it should already be selected by default). Click OK.

Your new sub-grid should now be added to the form.

7.) Save > Publish the form.

Refresh your screen and go back to the account record. You should see the new access team block in the account record.

8.) To add a user to the access team, click the + icon and add users to the team. Then Save the record.

Congratulations! You now know how to enable access teams in Dynamics 365 accounts.

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