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Control access to forms

29-03-2019  0 Comment(s)

Applies to Dynamics 365 for Customer Engagement apps version 9.x (on-premises)

There are two ways you can control access to main forms:

  • Make a main form inactive

    You can set an active or inactive state to main forms. This feature was included primarily to manage new forms included when organizations upgrade but you can use it to prevent people from being able to use any main form.

  • Assign security roles to the main form

    Use this to make a main form available to specific groups.

    Different people in your organization may interact with the same data in different ways. Managers may depend on being able to quickly scan information in a record and service people may require a form that streamlines data entry. You can accommodate different requirements by assigning forms to the security roles that different groups of people belong to.

    For step-by-step procedures, 

    When you have more than one main form defined for an entity, you can select which forms users will be able to use based on their security roles. Because each entity must be able to display a form for any user, at least one form must be designated as a ”fallback” form – a form visible to users whose security roles do not have any forms explicitly assigned to them.

Strategies to manage the fallback form

Strategies to manage the fallback form include the following:

All users view the same form

If you do not require multiple forms for an entity you do not need a fallback form.

 

Create a contingency form

If you are using role-based forms because you want to restrict the information people might view or edit, consider creating a form that has a minimum of information displayed. Then, in the Assign Security Roles dialog box, select Display only to these selected security roles, but do not select any roles except System Administrator, and select Enabled for fallback. The result is that this form will never be seen by anyone except the System Administrator and anyone whose security roles have not been associated with a specific form. You could include a HTML web resource in the form with information about why little information is visible in the form and a link to information about how to request being added to a security role that is associated with a from or to include a new security role for a form.

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