Team based Security in Microsoft Dynamics 365 CE : Access Team (Part 3)

Certainly, role-based security provides a great security model and the owner team is a another powerful security component in this series. In Dynamics CRM 2013, Microsoft introduced a new security team called the Access Team. This new security team has not been additionally added while it complements the CRM security model. due to scarcity of knowledge, CRM professionals do not use properly. this is my small endeavor to collect entire information and trying to explain this security component in the my words.

In a statement definition:

Access teams provide an alternative way of  share business objects and collaborate with users across business units, security roles, or teams without the need to modify or update the basic security model in CRM.

As the Microsoft white paper on Access Team:

When to use Access Teams:

• Teams are dynamically formed and dissolved. This typically occurs when explicit criteria for defining teams, such as established territories, products, or quantities, are not provided.
• The number of teams at the design time of your Dynamics 365 for Customer Engagement system is not known.
• Team members are required to have separate access rights on record. You can share a record with multiple access teams, with each team granting different access rights to the record. For example, one team is given the right to read directly on the account and the other team is given the right to read, write and share on the same account.
• A unique group of users requires access to a single record without owning the record.

Advantages of Access Teams:

• Access Team life cycle is automatically managed by the system.
• User can create custom permission set and re-use it.
• Grant different access rights to multiple teams for the same record.

There are two type of Access Teams:

1. User-created access team : Multiple records have to be shared with an Access Team with different access rights. 
2. Auto-created (system-managed) access team: each record has to be shared with a unique set of Access Team but with the same access rights

Access Team can create automatically and manually:

1. Manually : can be created manually through the teams user interface.

2. Automatically: there are few steps to perform:

1. Enable the entity for access teams

2. Set up an access team template

3. Add a subgrid to the entity form to view the team members

4. Add members to the subgrid

When access teams are enabled for an entity, the lifecycle of the team is managed automatically. 

Viewing the Access Teams: 

In normal operation, an automatically created access team, system generated, is hidden from use because it is Managed behind the scenes by a Microsoft Dynamics CRM application rather than requiring a manual Administration.

In order to view system generated teams, as these are deliberately withheld from standard views, you can use advanced find to query for teams of type ”Access” and that are ”Is System Managed” as shown here

Conclusion:

Access Team provides  alternative way of  mechanism for share and collaborate the business objects with each user in the granular level. Whereas, Owner Team is static, it is dynamically created and dissolved. With the help of Access Team, we can manage the large level of team with different permission set.

Please refer Team based Security in Microsoft Dynamics 365 CE : Owner Team (Part 2)