As a standard practice, whenever I set up a new CRM organization I don’t modify the out-of-box configuration of Security Roles. Instead, I make a copy of a role I want to use and then add or remove permissions as deemed necessary. This helps if you remove a permission, and it inadvertently affects something you didn’t realize it would within CRM. If it’s been a while since you modified that role when you discovered the permission issue, it becomes a guessing game if you indeed did modify the out-of-box role. If you made a copy, you can simply do a comparison between the two roles and have a much easier time of narrowing down that mystery permission.
With that being said, there is a downside to using custom Security Roles, and that becomes evident when you are upgrading your CRM. In Microsoft’s constant effort to improve the application or inadvertently make it more of a hassle (CRM 2013 navigation, I’m talking about you), the structure of certain components are going to change. This is evident in the Business Process Flow data being moved from the record to their entity. One other culprit, which you might not be aware of, is the Property Instance. There are four additional entities in the Sales tab of a Security Role that relate to the Property Instance and affect OpportunityProducts, QuoteProducts, etc. Because Microsoft doesn’t know what your custom roles are doing, it does not populate the permissions for these entities. This can cause a salesperson not to be able to convert a quote into an order.
I would recommend referencing the out-of-box Salesperson Security Role to provide any custom Security Roles with the appropriate permissions needed for moving through the sales process of Opportunity > Quote > Order > Invoice.
Want to learn more about setting and using out-of-the-box security roles? Contact KTL Solutions and our consultants are 301.360.0001 or email us at [email url=”email@example.com” class=””]firstname.lastname@example.org[/email].
SCOTT FLORANCE | Business Software Consultant
Scott Florance is one of the CRM Consultants at KTL, and has proven his value as a member of the team since September 2013. Whether implementing a new CRM organization or adding to existing configurations, Scott has engaged clients with a positive and enthusiastic demeanor to help them meet their organizational needs. With six plus years of experience, Scott is familiar with CRM as both a power user and administrator. Scott received his Bachelor’s Degree in Business Administration from the University of Central Florida. He is a Microsoft Certified Technology Specialist for Dynamics CRM, as well as a Certified Scribe Technician.