Access Teams are a new type of team in Dynamics CRM 2013. Fundamentally they are different from the traditional owner teams we know in CRM 2011 in that they are not used to grant ownership to a record but instead they grant access to records via sharing. In addition, with access teams, you can create multiple teams that can each be granted varying levels of access to a single record. As we know, in CRM 2011, only a single team could be provided ownership (and thus access) to a record.
Access teams provide an alternate way of exposing and sharing records across functional teams without the need to modify or update the base security model in CRM via Business Units, Security Roles, or Teams.
To create an access team, you first have to enable the use of access teams on the entity for which you want to use them. To do this, go to Settings > Customize the System and select the entity for which you’d like to enable access teams. In the entity’s Information screen, select Access Teams. Note, once you enable access teams for an entity, you cannot disable it.
Implementing Access Teams
To utilize access teams you first create an Access Team Template for specific entities and, from within the entity form, manually add users to the access team on the fly. With this approach, you can have specific users assigning other team members to access teams on the fly as necessary, granting and removing access to records as needed.
To use access team templates and have teams created automatically, do the following:
- Create the access team template and define the access rights and for which entity the template will be used. This is done by going to Settings > Access Team Templates.
- Next, add a subgrid to your respective form that will be used to assign users to this access team. By doing so, each user added will be granted the team’s respective access rights for that record. Pay special attention to the subgrid settings in the Data Source section.
- Once the subgrid is set, remember to publish the changes.
- Open a record for the entity (in this case an opportunity) and use the + button and the lookup icon to add users to the access team.
- By adding users, you are granting them the access rights to that record that are defined within the access team template, even if their base security role does NOT grant them those rights. Note, the access rights are ONLY being granted for that specific record.
It is important to note that when using access team templates, a new team is created based on the template EACH time the first user is added for a record. If you change the access rights for an access team template subsequent to teams having been created based on it, those new access rights will only apply to future teams, not previously existing teams.
Since access teams do not determine ownership, it does not mean that records assigned to users via access teams will not show up in the default My Views. They are not owned by the users of the access teams, just shared. However, there is a way to create a view to show both records you are the owner of and records shared with you. Learn how to do that in our blog Access Team View in Dynamics CRM.
Dynamics CRM 2013 Online only allows a single access team template per entity. On-Premise CRM will allow more than one.
Now you know the process for creating and implementing access teams in Dynamics CRM 2013. Looking for more 2013 CRM tips and tricks? Check out our blog and other resources!