{"id":2552,"date":"2020-03-16T12:31:11","date_gmt":"2020-03-16T07:01:11","guid":{"rendered":"https:\/\/w.indiaondesk.com\/crmjetty\/how-to-role-based-access-dynamics-crm\/"},"modified":"2021-08-13T18:12:23","modified_gmt":"2021-08-13T12:42:23","slug":"how-to-role-based-access-dynamics-crm","status":"publish","type":"post","link":"https:\/\/w.indiaondesk.com\/crmjetty\/how-to-role-based-access-dynamics-crm\/","title":{"rendered":"How to Assign Role Based Access for Dynamics 365 Contact Entity"},"content":{"rendered":"<p>As an enterprise organization, you have a number of people who have access to your CRM. But that doesn\u2019t mean all of them have to have equal access. For this you need to use a portal with role based access.<\/p>\n<p>With this, you can set entity access permission for different sets of user groups so that each group gets the entity that they need, without you having to share the data with everyone. If you are using Dynamics\u2019 PowerApps portal, here are the step-by-step instructions to enable the role based access for the Contact entity:<\/p>\n<h2><b>Power Apps portal Role Based Accessibility for Dynamics 365 contact entity<\/b><\/h2>\n<h3>Steps to create web roles:<\/h3>\n<p><b>Step 1: <\/b>Open PowerApps, then from Apps open <b>Dynamics 365 Portal<\/b> management app.<\/p>\n<p><b>OR<\/b><\/p>\n<p><b>Step 1:<\/b>\u00a0 In Dynamics 365 Go to Sales -&gt; Portal<\/p>\n<p><b>Step 2:<\/b> Go to\u00a0 Portal -&gt; Web Roles -&gt; Click on <b>New<\/b><\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3087\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/image-1.png\" alt=\"click on new\" width=\"660\" height=\"340\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><b>Step 3: <\/b>Enter a Name &amp; fill up other details. Then click on <b>Save.<\/b><\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3088\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/image-2.png\" alt=\"click on save\" width=\"660\" height=\"400\" \/><\/p>\n<p>&nbsp;<\/p>\n<h3 style=\"text-align: justify;\">Steps to assign roles to portal users:<\/h3>\n<p style=\"text-align: justify;\"><b>Step 1:<\/b> Open PowerApps, then from Apps open <b>Dynamics 365 Portal<\/b> management app.<\/p>\n<p style=\"text-align: justify;\"><b>OR<\/b><\/p>\n<p style=\"text-align: justify;\"><b>Step 1: <\/b>In Dynamics 365,\u00a0 go to Sales -&gt; Portal<\/p>\n<p style=\"text-align: justify;\"><b>Step 2:<\/b> Go to <b>Portal -&gt; Contact<\/b>, open the user account for which you want to assign a role.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3089\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/image-3.png\" alt=\"assign roles to portal users\" width=\"660\" height=\"362\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><b>Step 3: <\/b>Click on <b>Related -&gt; Web Roles<\/b><\/p>\n<p><b>Step 4:<\/b> Click on <b>Add Existing Web Role, <\/b>select roleswhich you want to assign to portal users then click on <b>Add.<\/b><\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3090\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/image-4.png\" alt=\"add web role\" width=\"660\" height=\"422\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>The role based accessibility in the default portal has multiple layers and it can become cumbersome to navigate the complex set of permissions.<\/p>\n<p>However, if you want to go with a third party solution, you can opt for the <a href=\"https:\/\/www.crmjetty.com\/dynamicscrm-wordpress-customer-portal.htm\" target=\"_blank\" rel=\"noopener noreferrer\">Dynamics 365 Customer Portal<\/a> for WordPress. Compared to the default solution, the third party solution is simpler to navigate and the hierarchy is easier to understand. You don\u2019t need to take multiple steps and instead you can focus on just a few steps and get the desired results.<\/p>\n<h2><b>Dynamics 365 Customer Portal for WordPress Role management:<\/b><\/h2>\n<h3><b>Steps to create web roles:<\/b><\/h3>\n<p>You can create <b>Roles<\/b> and assign accessible modules to that role, then follow the steps given below:<\/p>\n<p><b>Step 1:<\/b>To create a role in CRM Click on <b>Sales <\/b>-&gt; <b>CRMJetty <\/b>tile.<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3091\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/image-5.png\" alt=\"create web roles\" width=\"660\" height=\"450\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>For Unified Interface, click on <b>Sales <\/b>-&gt; <b>CRMJetty <\/b>from bottom left.<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3092\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/image-6.png\" alt=\"for unified interface\" width=\"219\" height=\"264\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3093\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/Image-7.png\" alt=\"for unified interface\" width=\"930\" height=\"587\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><b>Step 2:<\/b> Click on <b>Roles<\/b>. There will be a Default role already existing along with default layout; you can create a new role by clicking on the <b>New<\/b>button. This will open up a page to add roles.<\/p>\n<p><b>Step 3:<\/b> Fill role details like Role name, Is Active, Description and Accessible Modules. Click <b>Save<\/b> to create the role.<\/p>\n<p>To disable a module, select <b>Disable <\/b>option from the status dropdown. To provide dynamic access rights of <b>Create<\/b>, <b>Edit<\/b> or <b>Delete<\/b> check the boxes against the respective module.<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3094\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/Image-8.png\" alt=\"select disable\" width=\"879\" height=\"711\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><b>Note:<\/b> By default, <b>Default<\/b> groups will be assigned to a newly created contact record.<\/p>\n<p><b>Note:<\/b> Access rights of the default user group cannot be changed.<br \/>\n<b>Step 4:<\/b> You can also define advance configurations for different user groups for the features like case deflection and calendar accessibility.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3095\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/Image-9.png\" alt=\"case deflection\" width=\"967\" height=\"498\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>&#8211; While creating cases from the portal, <b>Case deflection<\/b> feature helps your customers find probable solutions. If no relevant solutions are found, then the customer can proceed by adding a new case.<\/p>\n<p>&#8211; It will search for a solution for the enabled <b>Case Deflection subject <\/b>\u00a0(which belongs to articles or Knowledge articles categories of CRM). So, on enabling <b>Case deflection<\/b> option, you will be setting entities and respective categories to be searched from while the portal user looks for a solution.<\/p>\n<p><b>Note: <\/b>Case Deflection will only work if Articles or Knowledge Articles module is enabled and the Category is selected.<\/p>\n<p>&#8211; For adding articles either for article entity or knowledge article entity navigate to the role page and click on the <b>Add Article<\/b> button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3096\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/Image-10.png\" alt=\"knowledge articles\" width=\"660\" height=\"380\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>&#8211; Add the existing article to this user group and it will get visible on the portal side. Note: For adding data from article entity, you need to switch to classic interface.<\/p>\n<p>&#8211; You can also enable calendar for specific user groups. Note: Calendar can only be enabled if Phone Calls or Appointments module is enabled.<\/p>\n<h3><b style=\"font-size: 29px;\">Steps to assign roles to portal users:<\/b><\/h3>\n<p><b>Step 1:<\/b> In Dynamics 365 Go to <b>Sales <\/b>-&gt; <b>Contact<\/b><\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3097\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/Image-11.png\" alt=\"select sales contact\" width=\"660\" height=\"480\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><b>Step 2:<\/b> Open portal user account (contact) for which you want to assign a role. There will be a field\u00a0 called <b>Role Code <\/b>you can change\/assign a role form that field.<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-3098\" src=\"https:\/\/w.indiaondesk.com\/crmjetty\/wp-content\/uploads\/2021\/06\/Image-12.png\" alt=\"role call\" width=\"660\" height=\"480\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>&#8211; The portal you choose depends on your workflow. There are steps for two options here to help you choose between the complexity you want to deal with while enabling the feature you need.<\/p>\n<p>&nbsp;<\/p>\n<p><em>All product and company names are trademarks\u2122, registered\u00ae or copyright\u00a9 trademarks of their respective holders. Use of them does not imply any affiliation with or endorsement by them.<\/em><\/p>\n<!-- AddThis Advanced Settings generic via filter on the_content --><!-- AddThis Share Buttons generic via filter on the_content -->","protected":false},"excerpt":{"rendered":"<p>As an enterprise organization, you have a number of people who have access to your CRM. But that doesn\u2019t mean all of them have to have equal access. For this you need to use a portal with role based access. With this, you can set entity access permission for different sets of user groups so [&hellip;]<!-- AddThis Advanced Settings generic via filter on get_the_excerpt --><!-- AddThis Share Buttons generic via filter on get_the_excerpt --><\/p>\n","protected":false},"author":5,"featured_media":1323,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[24],"tags":[6],"class_list":["post-2552","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-dynamics-365-portal","tag-dynamics-365-portal"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v16.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Assign Role Based Access for Dynamics 365 Contact Entity<\/title>\n<meta name=\"description\" content=\"Not everyone needs to have access to all parts of the CRM. Here\u2019s how to let the role of a person decide the access they have. 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