The following table shows the default security roles Defined sets of privileges.The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system. required to perform each task, and whether the task can be performed while using the Microsoft Dynamics CRM Online for Outlook offline. Some tasks require special privileges A user's rights to perform specific actions on specific record types or to perform tasks. Privileges are assigned by system administrators to security roles. Users are then assigned security roles. Examples of privileges include Update Account and Publish Customizations..
Tasks for Working with Records
Default Security Roles and Special Privileges
Can Task Be Done Offline?
Print things
Security roles: Any
Privileges: Any record type: Read A privilege required to read a record. Which records can be read depends on the access level of the permission defined in your security role.
Yes
Edit records in bulk
Security roles: Any
Privileges: Bulk Edit A privilege required to select multiple records and edit them at the same time. This privilege is on the Business Management tab in Security Roles.
Yes
Work with local data offline
Security roles: Any
Privileges: Go Offline A privilege required to use in offline mode (disconnected from the Microsoft Dynamics CRM Online server). This privilege is on the Business Management tab in Security Roles.
Yes
Create a contact, lead, account, activity, opportunity, note, or personal e-mail template
Security roles: Any
Yes
Create or edit an appointment
Security roles: Any
Yes
Add a note or attach a file
Security roles: Any
Yes
Create other types of records
Security roles: Depends on the type of security role
Yes
Delete a contact, lead, account, activity, opportunity, note, or personal e-mail template
Security roles: Depends on the type of security role
Yes
Assign a record
Security roles: Any
No
Share a record
Security roles: Any
Privileges: The person doing the sharing must have User User An access level that lets the user work with record types they own, record types that are shared with the user, and record types that are shared with the team of which the user is a member. For example, if a user is assigned the User access level on the Read privilege for Account records, the only accounts that can be read are those that are owned by or shared to the user. Read A privilege required to read a record. Which records can be read depends on the access level of the permission defined in your security role. and Share A privilege required to give access to a record to another user while keeping your own access. Which records can be shared depends on the access level of the permission defined in your security role. for the record type. The person to whom the record is being shared does not need Read A privilege required to read a record. Which records can be read depends on the access level of the permission defined in your security role. access.
No
Check for duplicates from a list of records
Security roles: Any
No
Merge two records
Security roles: Any
Privileges: Merge A privilege required to merge two records. This privilege is on the Business Management tab in Security Roles..
Yes. Only records that are saved as local data can be merged.
Apply a workflow rule to a record
Security roles: Any
Privileges: Execute Workflow Job A privilege required to apply a workflow rule to selected records. This privilege is on the Customization tab in Security Roles.
No
Convert an activity to a case
Security roles: Any
Yes
Convert an activity to an opportunity
Security roles: Any
Yes
Convert an e-mail to a lead
Security roles: Any
Yes
Find things
Security roles: Any
Privileges: None
Yes
Work with saved searches
Security roles: Any
No
Work with integrated instant messaging
Security roles: Any
No
Exporting and Importing Data Tasks
Default Security Roles and Required Privileges
Can Task Be Done Offline?
Export a list to Excel
Security roles: Any
Privileges: Export to Excel A privilege required to export data from a list to Microsoft Office Excel. This privilege is on the Business Management tab in Security Roles.
Yes
Import data
Security roles: For accounts, contacts, activities, e-mail templates: any
Other record types are only available for specific security roles.
Privileges:
User User An access level that lets the user work with record types they own, record types that are shared with the user, and record types that are shared with the team of which the user is a member. For example, if a user is assigned the User access level on the Read privilege for Account records, the only accounts that can be read are those that are owned by or shared to the user. Read A privilege required to read a record. Which records can be read depends on the access level of the permission defined in your security role., Create A privilege required to create a new record. Which records can be created depends on the access level of the permission defined in your security role., Delete A privilege required to permanently remove a record. Which records can be deleted depends on the access level of the permission defined in your security role., Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., and Append To A privilege required to associate the current record with another record. For example, a note can be attached to an opportunity if the user has Append To rights on the note. Which records can be appended to depends on the access level of the permission defined in your security role. on the Data Import record type A record type whose privileges control permission to import data. This record type is on the Core Records tab in Security Roles..
User User An access level that lets the user work with record types they own, record types that are shared with the user, and record types that are shared with the team of which the user is a member. For example, if a user is assigned the User access level on the Read privilege for Account records, the only accounts that can be read are those that are owned by or shared to the user. Read A privilege required to read a record. Which records can be read depends on the access level of the permission defined in your security role., Create A privilege required to create a new record. Which records can be created depends on the access level of the permission defined in your security role., Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., and Append To A privilege required to associate the current record with another record. For example, a note can be attached to an opportunity if the user has Append To rights on the note. Which records can be appended to depends on the access level of the permission defined in your security role. on the Data Map record type A record type whose privileges control permission to access data maps. This record type is on the Core Records tab in Security Roles..
For importing data, User User An access level that lets the user work with record types they own, record types that are shared with the user, and record types that are shared with the team of which the user is a member. For example, if a user is assigned the User access level on the Read privilege for Account records, the only accounts that can be read are those that are owned by or shared to the user. Create A privilege required to create a new record. Which records can be created depends on the access level of the permission defined in your security role. on the record type being imported.
Privileges: Go Offline A privilege required to use in offline mode (disconnected from the Microsoft Dynamics CRM Online server). This privilege is on the Business Management tab in Security Roles.
Yes
Set synchronization options Microsoft Dynamics CRM Online to Outlook
Security roles: Any
Privileges: Sync to Outlook A privilege required to synchronize Microsoft Office Outlook information to Microsoft Dynamics CRM Online information. This privilege is on the Business Management tab in Security Roles.
Yes
Set local data synchronization options
Security roles: Any
Privileges: Go Offline A privilege required to use in offline mode (disconnected from the Microsoft Dynamics CRM Online server). This privilege is on the Business Management tab in Security Roles.
Yes
Synchronize Microsoft Dynamics CRM Online to Outlook
Security roles: Any
Privileges: Sync to Outlook A privilege required to synchronize Microsoft Office Outlook information to Microsoft Dynamics CRM Online information. This privilege is on the Business Management tab in Security Roles.
Yes
Save and link Outlook tasks and appointments in Microsoft Dynamics CRM Online
Security roles: Any
Privileges: For the record type: Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., Append To A privilege required to associate the current record with another record. For example, a note can be attached to an opportunity if the user has Append To rights on the note. Which records can be appended to depends on the access level of the permission defined in your security role.
Yes
Save and link Outlook contacts in Microsoft Dynamics CRM Online
Security roles: Any
Privileges: Contact record type A record type whose privileges control permission to access and modify contacts. This record type is on the Core Records tab in Security Roles.: Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., Append To A privilege required to associate the current record with another record. For example, a note can be attached to an opportunity if the user has Append To rights on the note. Which records can be appended to depends on the access level of the permission defined in your security role.
Yes
Remove tracking in Microsoft Dynamics CRM Online from a record
Security roles: Any
Privileges: Contact record type A record type whose privileges control permission to access and modify contacts. This record type is on the Core Records tab in Security Roles.: Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., Append To A privilege required to associate the current record with another record. For example, a note can be attached to an opportunity if the user has Append To rights on the note. Which records can be appended to depends on the access level of the permission defined in your security role.
For the record type: Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., Append To A privilege required to associate the current record with another record. For example, a note can be attached to an opportunity if the user has Append To rights on the note. Which records can be appended to depends on the access level of the permission defined in your security role.
An access level that lets the user work with record types they own, record types that are shared with the user, and record types that are shared with the team of which the user is a member. For example, if a user is assigned the User access level on the Read privilege for Account records, the only accounts that can be read are those that are owned by or shared to the user.