This is another new feature addition
in CRM 2013.
What are Access
Teams?
In the previous
versions of CRM record could be shared to other users or team to provide them
access to the records. While sharing the records you could specify the
permissions provided to the shared users to that record. The shortcomings here
were either you add one user at a time and then specify the permissions for
each user at the time of adding (repetitive work) or else pre-create teams and
then share the record with the team. If you had a dynamic setup where you could
have different set of users working on different records, it would require
creating of those many teams to use team sharing. This was not a feasible idea.
Access Teams are
based on these same concepts but without the limitations of the earlier Share
options.
You can user Access
Teams to provide access to records to more than one user and have teams created
on the fly as the users are added.
How does it
work?
- Enable
the Access Team feature for the desired entity.
- Define the Access Team Template
Navigate to
Settings --> Administration -->
Access Team Templates
In the
Access Template you define the permissions to be assigned to the users selected
for this Access Profile
The entity
will only list those entities for which the Access Team feature is enabled.
You can
create multiple templates for any entity. You can then select appropriate
template on the entity form.
Add the Access Teams grid on the desired entity form.
Add a subgrid control and set the following properties.
In the Team
Template select the Access Template that would like to apply.
All users included in the team grid would be controlled by the access template selected for the grid and would be provided permissions accordingly.
If a user that has user level access permission logs in, they would still be able to view records that were made accessible to them through the Access Teams.
The Team profile defines the privileges assigned.
Behind the
scenes
- For every record
that you assign team members, a team record is created. So it creates one team
per record.
Programmatically
Add/Remove users from a records Access Team
Read the Access
Template ID using the Template name.
The entity that
stores Access Template is “teamtemplate”
// Query using ConditionExpression and
FilterExpression
ConditionExpression condition = new ConditionExpression();
//attribute name add to condition
condition.AttributeName = "teamtemplatename";
//operator add to condition
condition.Operator = ConditionOperator.Equal;
//values added to condition
condition.Values.Add(_accessTeamTemplateName);
// filter creation
FilterExpression filter = new FilterExpression();
//condition added
filter.Conditions.Add(condition);
// create query expression
QueryExpression query = new QueryExpression("teamtemplate");
//filter added to query
query.Criteria.AddFilter(filter);
//retrieve all columns
query.ColumnSet
= new ColumnSet("teamtemplatename");
// execute query which will retrieve the Access team
teamplate
accessTeamColl = service.RetrieveMultiple(query);
Add user to the
Access Team for a record
//Request to create the Access team and add the user in that access team
AddUserToRecordTeamRequest adduser = new AddUserToRecordTeamRequest()
{
Record = entityToAdd,
SystemUserId = UserId,
TeamTemplateId = teamTemplateId
};
// Execute the request.
AddUserToRecordTeamResponse response = (AddUserToRecordTeamResponse)service.Execute(adduser);
Similarly you can
use the RemoveUserFromRecordTeamRequest to remove users from a particular
records access team.
