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What does the ‘Check Access’ button do in Dynamics 365 CRM?
17 August 2023
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.
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 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.
Additional information can be found on the Microsoft learn page: Check your user access to a row.
Microsoft Dynamics 365 CRM
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