Rajeev Pentyala – Microsoft Power Platform

As we know “Access Teams” are one of the new feature in CRM 2013.

Let’s see how this is different from Legacy Owner Team and finally how is it different from “Access Team Templates”.

Consider a scenario, Where we need to change the Accessibility of ‘Account’ records frequently

• I have 3 Accounts in my system
• Account 1 can be (Read/Write/Delete) only by User 1,User 2, User 3
• Account 2 can be (Read/Write/Delete) only by User 4,User 5, User 6
• Account 3 can be (Read/Write/Delete) only by User 6,User 7, User 8

We can achieve above requirement by below approaches.

Approach 1:

• Create 3 teams with a Security role having Read, Write, Delete Privileges to Account
  • Team 1 (User 1,2,3), Team 2 (User 4,5,6), Team 3 (User 6,7,8)
• Change the Ownership of Accounts to
  • Owner of Account 1 = Team 1; Account 2=Team 2 and Account 3 =Team 3
• Or Share the Account records to Teams instead of Ownership.

Drawbacks of Approach 1 :

• Sharing records to a Team with the same sets of users, with the same rights is a performance over head.
• Add/remove users from team require CRM to reset the Cache and must be recreated by querying the SQL next time the user tries to perform any action.
• We cannot show who all are working on the Account on the form (Only was is to open Share window and go to the Team to see the list of Users).

Approach 2:

• Using Access Teams; Let’s see how it is different from old Team approach.

Access Teams :

• In simple terms, Access Team is a kind of Team with no security role (i.e., No specific privileges at that time of Team creation)
• Privileges are determined when you align the Access Team to a record via Sharing.

Share Access Team

Access Team Templates :

• We define a set of privileges while creating ‘Team Template’

Access Team Template

• Add a “Access Team” sub grid on the form. (How to create and add as Sub grid)
• Add different Users to the “Access Team Sub Grid” for different Accounts. (i.e., User 1,2,3 for Account 1;User 4,5,6 for Account 2…).

Access Team Sub Grid On Account Form

Access Team vs Access Team Templates :

• Underlying principle for both Access Team and Access Team Templates are same that No associate security role.
• With ‘Access Team Templates’ privileges are pre-determined, but the people are not. With Access Teams, the people are pre-determined, but the privileges are not.

Team vs Access Teams :

• Teams associated with a Security Role but not the case with Access Teams.
• Records cannot be owned by Access Teams.

Access Teams Are Not For Ownership

• You can create views or reports on Access Team Members but not with Teams.

Few more points :

• Users have to have to Share privilege to add Users to “Access Team” sub grid.
• We can have more than 1 Access Team sub grid on a form
• The default number of access teams templates for each entity is two
• The number of access team templates you can have for each entity is controlled by the MaxAutoCreatedAccessTeamsPerEntity deployment setting.
• MaxEntitiesEnabledForAutoCreatedAccessTeams deployment setting has a default value of 5. This controls the number of entities it’s possible to enable for auto-created access teams.
• We can change the MaxEntitiesEnabledForAutoCreatedAccessTeams , MaxAutoCreatedAccessTeamsPerEntity only on Premise installations and cannot edit them for Online.
• To delete a Access Team Template, we need to remove all the associated ‘Access Team Template’ sub grids before.
• A system generated Access Team isn’t created for each record until you add a user to the sub grid on the entity.
• We can covert normal Teams to Access Teams.

🙂