Dear Joe CRM,
I’m at my wits end! We recently started using the Invoice entity in our CRM 2016 Online deployment. It’s pretty awesome! However, I want to restrict my user’s ability to make changes to Invoice records. I was able to figure out how to restrict Read access on the Invoice entity, but I can’t find security settings for Invoice Products like I can for Invoices!
So tell me Joe CRM, how do I restrict users from deleting Invoice Products?
Help me Joe CRM. You’re my only hope.
Sincerely, Wits End in Wayzata
Dear Wits End,
I totally understand where you are coming from! It can be frustrating to spend time setting up a clean Invoice integration from your back-end accounting system in CRM only to have end users sabotage the data!
Lucky for you, I’m here to help, Wits End, and if you follow the steps below, you can get your Invoice Products (or Quote Products/Order Products/etc.) locked down!
Step 1: Restricting Edit
As you have already noticed, Invoice Products (and Quote Products/Order Products) are not listed as entities in the CRM security role definitions. This means that we can’t just remove the Read permissions on the entity and be done with it. We need a different approach. There are two ways we can “lock down” the contents of these records:
1. Mark the fields on the Invoice Product entity as Read Only.
Or, you can try:
2. Use Field Security Profiles to restrict edits on the Invoice Product fields.
Step 2: Restricting Delete
You may think you are done after completing Step 1 above, but we still have a problem on our hands. Even when we have all the fields on the Invoice Product marked as read only, you will still see a trash can icon present when you hover over the Line Item in the Product sub-grid on the form! Uh oh!
You don’t need any magic to hide the trash can icon, you just need to know what to do!
1. Download the Ribbon Workbench for CRM (or another Ribbon editor program of your choice).
2. Mark the Delete button on the Invoice Product entity as Hidden.
3. Publish the changes.
The trash can icon no longer appears in the grid!
By following both of the steps above, we have successfully locked down this important entity; all without interacting with the CRM security roles! Remember, subscribe to my blog, where I answer questions about CRM weekly!
Happy CRM’ing! Your CRM BFF,