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Microsoft Dynamics CRM 2011 - Role Based Forms

Post Author: Joe D365 |

Another exciting new feature in CRM 2011, is the ability to have different forms for different security roles. For Example: You may want the Account form show different fields, for different security roles to maximize the important information that is displayed for each role.

Each Entity has two forms created by default: A "Main" Form and a "Mobile" Form. (Mobile Express)

By Default, the "Main" form is set so that all security rolls use this form whenever they access the Entity. However, with a few minor changes, additional Forms can be created to Rearrange/Add or Remove Information to maximize productivity for different users in CRM.

Let's take a look at the Account Form:

Let's say we would like to move some of the billing information to the top of the form for our Customer Service Reps and add a grid that shows all of the invoices related to the account record.

The first thing we want to do is make a "Copy" of the original form so that we don't have to start from scratch.

Double click the "Main" form, when it opens click "Save As", choose a Name and click Save.

Notice that our new Form is listed in the Form list

Customize the new Form:

  1. Drag and drop the Administration portion of the form to the top

  1. Click Insert and select Sub-Grid

  1. Choose what you want to display in your sub-grid

  1. Hit "OK", then save and close the form. Last but not least, we need to assign the security Role(s) to the form.

Highlight your new form, and click "Assign Security Roles"

Choose the "Customer Service Representative" and "CSR Manager" Roles and click OK.

All we have left is to publish the Account Entity! Our new Form is Live!

**NOTE: If a security role has not been specifically assigned to a Form, the default form for the entity will display for that user.

As always we are here and willing to help with all your Microsoft Dynamics CRM needs!

Happy CRM'ing!

By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

6 comments on “Microsoft Dynamics CRM 2011 - Role Based Forms”

  1. I am Using CRM Mobile app
    Task: want to hide Opportunities form mobile app for selected users
    I assign the security role to Mobile from by selecting check box "only dispaly to selected user "
    but it not hide the opportunity for unselected user

    1. Hi Yasmin - CRM does not enforce the rights/rules that are associated with a basic/essential. However, if a user has read only rights, regardless of the form they are on they will still have read only rights and can not modify any data.

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