Dynamics Tutorial: teams – owner vs access Teams

What are teams?

Teams are a way of giving large groups of user’s access to records or making them owners of records using a bulk method. A user can belong to single or multiple teams.

What sub areas are found in the Teams settings area?

Sub areas in team settings

Define what an owner team is and when you would use it?

What is an owner team

Define what an access team is and when you would use it?

What is a user team

Delving into the finer points about an Access Team

Think of using an access team for example if you had an important celebrity customer in your CRM system and only a particular set of users should have access to this record. Create an access team and make that record available to said access team.

Hint! When you go to Settings and Teams you will not see teams under the All Teams view as it is only really used by the internal system. You will find it under the Access teams view.

You must do the following when creating an Access Team

  • Enable the entity for access teams
  • Setup access team template (The default allowed amount is two but you can change the maximum limit to be increased).
  • Add sub grid to the entity form to view team members
  • Add members to your newly created sub grid

Perfect example of use:

Buckingham Palace is a VIP record where nobody except a System Admin will have access to this record or may have a maximum of read access.

We want to quickly allow a particular user write access to the record or append access and then remove them again without messing with teams and roles. We have a sub grid based on a template which determines the privileges and can quickly add the user here and then remove them.

Access team grid is near the bottom right – If I add User A to this grid they will be able to write on this record then I could remove that user again.

Access team grid example

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