Published: January 1, 2008
To perform an action in Microsoft Dynamics CRM, you must first be assigned one or more security roles. A security role is a defined set of privileges. The security role assigned to you determines which tasks you can perform and which parts of the user interface you can view. For example, if you are a salesperson, you probably have permission to create and view the opportunities, quotes, orders, and invoices entities because your system administrator assigned the Salesperson security role to you. On the other hand, your organization's sales managers likely have permission to create products in the Product Catalog area, because the system administrator assigned the Sales Manager security role to them.
If you do not have permission to access a Microsoft Dynamics CRM entity, you cannot access that entity and, in many cases, you cannot view that entity either. For example, because the Salesperson security role does not have the Create (create a record) privilege for the Product Catalog entity, if you are assigned the Salesperson security role, you cannot view the Products area. However, that security role does grant Read (view a record) and Append (add a note or activity to a record) privileges for the Product entity. It also grants Write (change a record) and AppendTo (relate one record to another) privileges for the Quote, Order, Invoice, and Opportunity entities for the user's business unit. Therefore, if you are assigned the Salesperson security role, you can add products to quotes, orders, invoices, and opportunities, even though you cannot create or change data in the Products area.
For more information about security roles and privileges, see the online Help topic: "Controlling Data Access."
Microsoft Dynamics CRM does not automatically assign security roles to users. Your system administrator must assign the appropriate security role to your Microsoft Dynamics CRM user account. Additionally, he or she can assign more than one security role to you and can modify existing security roles for you by adding or removing privileges. Therefore, this article provides information on the system defaults.
The following table lists common actions, the security roles that have permission to perform the action, and the security roles that do not have permission to perform the action.
| Action | Missing Area | Correct Security Role | Incorrect Security Role |
|---|---|---|---|
|
Create a price list in the product catalog |
The Product Catalog area in the Settings area does not appear. |
Sales Manager, Marketing Manager, CSR Manager |
Salesperson, Marketing Professional, Customer Service Representative |
|
Create a quote |
The New button on the Actions toolbar in a Quotes list does not appear. |
Salesperson, Sales Manager, Customer Service Representative, CE0–Business Manager , CSR Manager, Marketing Manager, Marketing Professional, System Administrator, System Customizer, Vice President of Marketing, Vice President of Sales |
Scheduler, Sales Manager |
|
Create an announcement |
The Announcements area in the Administration area under Settings area does not appear. |
Sales Manager, Marketing Manager, CSR Manager |
Salesperson, Customer Service Representative, Marketing Professional |
|
Customize an entity |
The Customization area in the Settings area does not appear. |
System Customizer, System Administrator |
Salesperson, Customer Service Representative, Marketing Professional |
|
View another user's calendar |
The Service Calendar area does not appear. |
CE0–Business Manager, CSR Manager, Marketing Manager, Sales Manager, Schedule Manager, Scheduler, System Administrator, Vice President of Marketing, Vice President of Sales |
Salesperson |
|
Create an article |
The Knowledge Base area area in the Service area does not appear. |
Customer Service Representative, CSR Manager, Marketing Manager, Sales Manager |
Salesperson, Scheduler, Marketing Professional |
|
Bulk import my list of contacts, accounts, leads, or campaign responses |
Import does not appear on the Tools menu. |
Salesperson, Customer Service Representative, CE0–Business Manager, CSR Manager, Marketing Manager, Sales Manager, System Administrator, System Customizer, Vice President of Marketing, Vice President of Sales |
Scheduler, Schedule Manager |