Blogs & News

Back to articles

What does the ‘Check Access’ button do in Dynamics 365 CRM?


Check Access in Microsoft Dynamics 365 CRM

In short, the ‘Check Access’ button will show you what security roles have been allocated to yourself and what access level you have to the data on the screen in front of you.

Conversely, you might want to know if your colleague has access to this data, or any other data on the system.

What is Access and CRUD (Create, Read, Update, Delete)?

The button ‘Check Access’ is available in the ribbon when you have opened a specific data record/row such as an Opportunity. The access information is then relevant to that specific data record type, e.g., Opportunity.

User access in Dynamics 365 CRM

The first 4 buttons relate to amending the record. Having all 4 ticked means that you are allowed to Create an Opportunity, Amend it (write), delete and also View the Opportunity.

NOTE: In most cases, users will not have a tick against the Delete action.

Append and Append To relate to attaching other data (e.g., an Email) to the original record (Opportunity).

In the example above, the user is also allowed to Assign this Opportunity record to another user and Share the content with another user.

What does the security role mean?

The security role section lists all the security roles which have been assigned to you.

Security roles in Microsoft Dynamics 365 CRM

Security roles are the mechanism used to group together all data access permissions for all record types. As in this example, the security role (BasePack Pro – Salesperson), will quite often reflect your job role in the company.

How do I check another user’s access?

By default, the system will display access information for yourself. However, by selecting another user’s name in the Check Access section, you will be able to see similar information for your colleagues.

Check user access in Microsoft Dynamics 365 CRM

Additional information

Additional information can be found on the Microsoft learn page: Check your user access to a row.

Further Information

If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or

Microsoft Dynamics 365 CRM

Deliver dynamic insights to transform your sales team and build lasting customer relationships.

Microsoft Dynamics 365 CRM is a comprehensive customer relationship management software, used by small medium & enterprise sized businesses, to give you and your team the power to drive sales growth.

Connect your sales, marketing, and service teams with Microsoft 365 CRM – breaking down any data silos.

Dynamics 365 CRM offers a choice of role-based CRM modules: sales, marketing, customer service & field service – simply choose which modules are needed for your business.

This progressive technology helps you to:

  • Generate insights
  • Analyse performance
  • Attract new customers
  • Retain existing customers

Speak to a member of the GCC team to find out more.