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Shafdev
Helper V
Helper V

App in Dynamics 365

Hello,

 

I want build app in dynamics 365.

‘There are 3 departments 

 

Department A: Will create new record and enter information (read only for dept B and Dept C), and after Entering information they will submit record to dept B for review. Record will become Read only for Dept A

 

Dept B: Will receive record and they will enter in comments section only , everything else will be read only for them( record read only for (dept A and Dept C), after completing review they send to record to dept C for approval.

 

Dept C: will receive record and they can approve and Reject record.

 

what will be best Approach to implement this? What will be security roles?

How to make record readonly for other departments if records is with one department?

 

Thanks,

 

 

 

1 ACCEPTED SOLUTION

Accepted Solutions
thomasfnorthrup
Resolver III
Resolver III

Hello, thanks for reaching out. 

My recommendation would be to use ownership as the indicator for assigning the record from one department to another. I have outlined below how you could solve this, of course particular requirements would require some changes, but this is the best out of the box solution. 

  1. Create three business units one for each department
  2. Create two security roles
    1. Security role 1 to allow creation of primary record in your scenario
      1. Set the create permission to BU level
      2. Set the read permission to org level
      3. Set the write permission to BU level
      4. Set the assign permission to BU level
      5. Set the delete permission to whatever is appropriate
      6. Set the append and 'append to' to org level
    2. Security role 2 No create permissions
      1. Set create to none
      2. Set read to BU level
      3. Set write to BU level or none if they should never edit primary, comments are handled below in another table.
      4. Set delete appropriate permissions
      5. Set assign to BU level
      6. Set append and 'append to' to org level
  3. Are individual user assigned ownership of the primary record?
    1. If so nothing more for security needed
    2. If the department as a whole will be assigned
      1. Assign the Security role 1 with create permissions to the team for the BU representing department A
      2. Assign the other security role to the other teams for each department
      3. This will allow the team to be assigned as the owner of the record and anyone within that BU will follow the security role setting.
  4. Create a custom table for comments
    1. You could create a specific security role for permissions to this record or adjust security role 2 to have the appropriate permissions
    2. Give Department A Security Role 1 only Read org level for this comments table
    3. Give Department C another security role that has same as security role 2 but has Read org level for the comments table
    4. Give Department B a security role that has create and write permissions set to BU level and Append and 'append to' org level for this comments table. You will also need to give read permissions to org level and assign to BU level
  5. Add 1:N relationship from primary record to comments table
    1. Add subgrid to primary record form
  6. Process
    1. Department A will create primary records and edit them
      1. Since Department A is a separate BU the other Departments/Business Units will not be able to edit while Department A team or user is the owner
    2. Department A user will assign the record to Department B
      1. Same as above, since Department B is a separate Business Unit once assigned Department A and C will only have read privileges.
    3. Department B will create new comment records and then assign the primary record to Department C
      1. Same as above, separate BU means Department B will loose edit privileges once assigned to another user or team BU
    4. Department C will change the status reason on the record to Approve or Reject
      1. This can be done as a status reason under active and inactive records.
      2. An inactive records becomes read only but can be reactivated by anyone with edit permissions to the record. So you can create the "Accept" status reason under the Inactive Status, then when Department C user needs to accept the record the would deactivate and choose the reason "Accepted" 
      3. This would mean only another user in Department C could reactivate the record to edit since upon deactivation Department C will be the owner.
      4. Then for Reject, that can be a status reason under "Open" status. Department C user could set status reason to Reject and change the owner back to Department A starting the process all over.

The reason you need to create custom table for comments is because you cannot limit just one specific field easily. So if primary record has a comments field and you wanted Department B to be able to edit only that field you would have to apply field level security to all the other fields and that is a bit much to manage. 

I hope this helps, please mark as a solution or give kudos if this points you in the right direction. 

Good Luck, Have a great day!

View solution in original post

1 REPLY 1
thomasfnorthrup
Resolver III
Resolver III

Hello, thanks for reaching out. 

My recommendation would be to use ownership as the indicator for assigning the record from one department to another. I have outlined below how you could solve this, of course particular requirements would require some changes, but this is the best out of the box solution. 

  1. Create three business units one for each department
  2. Create two security roles
    1. Security role 1 to allow creation of primary record in your scenario
      1. Set the create permission to BU level
      2. Set the read permission to org level
      3. Set the write permission to BU level
      4. Set the assign permission to BU level
      5. Set the delete permission to whatever is appropriate
      6. Set the append and 'append to' to org level
    2. Security role 2 No create permissions
      1. Set create to none
      2. Set read to BU level
      3. Set write to BU level or none if they should never edit primary, comments are handled below in another table.
      4. Set delete appropriate permissions
      5. Set assign to BU level
      6. Set append and 'append to' to org level
  3. Are individual user assigned ownership of the primary record?
    1. If so nothing more for security needed
    2. If the department as a whole will be assigned
      1. Assign the Security role 1 with create permissions to the team for the BU representing department A
      2. Assign the other security role to the other teams for each department
      3. This will allow the team to be assigned as the owner of the record and anyone within that BU will follow the security role setting.
  4. Create a custom table for comments
    1. You could create a specific security role for permissions to this record or adjust security role 2 to have the appropriate permissions
    2. Give Department A Security Role 1 only Read org level for this comments table
    3. Give Department C another security role that has same as security role 2 but has Read org level for the comments table
    4. Give Department B a security role that has create and write permissions set to BU level and Append and 'append to' org level for this comments table. You will also need to give read permissions to org level and assign to BU level
  5. Add 1:N relationship from primary record to comments table
    1. Add subgrid to primary record form
  6. Process
    1. Department A will create primary records and edit them
      1. Since Department A is a separate BU the other Departments/Business Units will not be able to edit while Department A team or user is the owner
    2. Department A user will assign the record to Department B
      1. Same as above, since Department B is a separate Business Unit once assigned Department A and C will only have read privileges.
    3. Department B will create new comment records and then assign the primary record to Department C
      1. Same as above, separate BU means Department B will loose edit privileges once assigned to another user or team BU
    4. Department C will change the status reason on the record to Approve or Reject
      1. This can be done as a status reason under active and inactive records.
      2. An inactive records becomes read only but can be reactivated by anyone with edit permissions to the record. So you can create the "Accept" status reason under the Inactive Status, then when Department C user needs to accept the record the would deactivate and choose the reason "Accepted" 
      3. This would mean only another user in Department C could reactivate the record to edit since upon deactivation Department C will be the owner.
      4. Then for Reject, that can be a status reason under "Open" status. Department C user could set status reason to Reject and change the owner back to Department A starting the process all over.

The reason you need to create custom table for comments is because you cannot limit just one specific field easily. So if primary record has a comments field and you wanted Department B to be able to edit only that field you would have to apply field level security to all the other fields and that is a bit much to manage. 

I hope this helps, please mark as a solution or give kudos if this points you in the right direction. 

Good Luck, Have a great day!

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