Securely share records across business units

This week in Microsoft Dynamics Support, we’re going to talk about creating owner teams and assigning security roles to them in Microsoft Dynamics 365 for Sales CRM.

Owner teams let you collaborate within or across business units easily while maintaining data security. An owner team can own records (unlike access teams), and has team-specific security roles. The team’s privileges are defined by these security roles.

Team members have the privileges and restrictions defined by the owner team. They also have those defined by their individual security roles and by the roles from other teams in which they are members.

See below for video and instructions on how to create an owner team in Microsoft Dynamics:

Create an owner team

1.) Go to Settings > Security > Teams.

On this screen, you’ll see a list of teams that have already been set up.

2.) Click + New on the top left of your screen.

3.) Enter a Team Name, then choose the Business Unit and Administrator. Leave the Team Type as Owner.

If you want to, you can give your new owner team a short description to describe what it will be used for.

4.) Click Save on the top left of your screen.

Add users to an owner team

1.) Open the owner team you wish to add users to.

2.) Click on the + icon to add a user.  

You will see a field with a magnifying glass icon.

3.) Click on the magnifying glass icon or start typing a name, then select a user to add them to your team.

Repeat these steps for each user you want to add.

Assign security roles to an owner team

1.) Open the owner team you wish to add users to.

2.) Click on the down arrow next to the name of your team and choose Security Roles.

From here, we’ll be able to assign a few different security roles to this team. Those security roles will apply to all the team members we have added.  

3.) Click on Manage Roles.

This is a list of all your currently set up security roles.

4.) Add as many security roles as you would like, and click OK.

Refresh your browser to see the changes.

Now that we have added security roles to our team, they will apply to all the users on that team. To see what each of these security roles does, you can click into them from the user team security roles page.

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