Control Navigation Area Using Security Role in Microsoft Dynamics CRM

The new feature of Apps in Microsoft Dynamics 365 is one of the time-saving features for Dynamics 365 developers who frequently get one requirement from their client like..

I am not doing campaign , I don’t need marketing to be seen on my navigation area

Why there are lots of option for my agent ? he only needs to create case, view his activity and monitor his dashboard.

There are three straight forward solution for this if your organization is running on older version which doesn’t support Apps.

1. Manage entity level access by Security Role
2. Disable Area by changing site map
3. Custom Site Map

But there is a catch

For first method, sometimes you must give read only access to some entity which is not required from user perspective but are being used in some Business flow. In such scenarios on navigation area it will show the entity.

In second method, disabling any area will be permanent and will be applicable for all user since it will permanently update the default site map. This solution can only be used if there is no other implementation and there is no requirement for Navigation according to user category i.e. Sales, Customer Service, Marketing and so on.

Third method is like the above-mentioned method, we can create a new custom site map where only hand-picked entity are shown. This can be ideal solution for those who need very specific navigation area, but again it will be standard for everyone.

So now what?

There is one simple solution for Site map customization where you can achieve role based navigation.

The recipe : we will be hiding sales Area for Service Area for Sales User

Ingredients

1. Dynamics 365 instance
2. One Custom Entity
3. XRM Toolbox
4. Clear requirement ( 🙂 we all know what pain it is if the requirement is not clear)
5. List of User
6. User Specific Security Role

 

Step 1 : Create Custom Entity

Create one custom entity name it “Hide Module”

Step 2. Update Security Role

• Bifurcate user who will see sales and who will see services
• Update Service user’s security role and give Read access to the custom entity Hide Module
  

  Note: Keep in mind sales user must not have any access to the entity Hide Module

 

Step 3. Update Site Map

• Connect to your organization in XRM Toolbox

• Use site map editor in XRM Tool box to edit the site map.

• Load Site map

• If you are still running older version of Microsoft dynamics 365 your default Site Map will be loaded other wise you will get a prompt to choose site map

It is strongly recommended to use App rather than using Site Map Customization approach for role based navigation

• Right click on the Sub area under CS Area
• Select Add privilege.
• Provide logical name of the entity created in step 1 , here it will be “new_hidemodule” and check  read privilege

• save and repeat it for all  for which you want to configure role based navigation area
• updated site map.

 

How it works is simple . Sales person will not have read access to entity Hide module so it wont be able to access. once this step is applied to each sub area then the complete Area will be removed for the user having the specific role.

 

 

 

 

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