CRM 2013 Access Teams in a Nutshell

In CRM 4 and before we had Teams. These provided a way to share records with a number of users in a single operation. As members were added to or removed from a team, their access to the records shared with the team would be granted or removed. With the advent of CRM 2011, teams were given the additional ability to OWN records as well as being granted access via sharing. In CRM 2013, these are now termed “Owner Teams”.

In CRM 2013, Access Teams have been added. These implement the same functionality as teams in versions before CRM 2013, with a few new wrinkles. There are three ways an Access Team can be created. First, an Owner Team can be converted. This allows upgrade capability from CRM 2011 teams that may have been created just to have records shared with them, rather than owning records.

Access Teams can be manually created, much as they were in previous versions. And much as Owner Teams are created, selecting Access instead of Owner creates an Access Team. Manually created Access teams, as mentioned above, function just like teams of old, they can have members added or removed and records may be shared with the team. Each sharing describes the specific privileges the sharing provides to each member of the team.  This is how teams worked before CRM 2011.

New to CRM 2013 are System Generated Access Teams. These are based on an Access Team Template which describes the permissions granted to members of the team. Users must have at least User level access to each of the permissions granted by the template to be added to the team. But users aren’t added to a system generated team the same as a manual team.

System generated teams are formed by first having, or creating an Access Team Template which describes the actions (Read, Write, Delete, Append, Append To, Assign, Share…) that the team provides, then adding a sub grid to the form of the entity that it applies to. The sub grid needs to display User records that will be team members FOR THIS RECORD.  Other resources can provide you the details for implementing this sub grid.

When you access a record that has an Access Team sub grid included on the form, and there are no members of that Access Team, the team does NOT yet exist. Having the team on the form allows us to add members to the team. When the first user is added as a team member, a system generated team is created with the privileges granted by the Access Team Template. The team will provide access to THAT SPECIFIC record only. The name of the newly created team will include the GUID of the SPECIFIC record it was created to share. When the last user is removed as a member of the team, the team will be deleted.

So, system created Access Teams are formed automatically for a record when the first user is added as a member, and removed when the last user is removed. The access permissions are those specified in the template.

So, why so many team types? Well appears each has different affects upon the system overhead. Owner teams have much more than Access teams.

To learn more about Access Teams, download Access Teams with Microsoft Dynamics CRM 2013 at  http://www.microsoft.com/en-us/download/details.aspx?id=41190

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