To perform an action in Microsoft Dynamics CRM 3.0, you must first be assigned one or more security roles. A security role is a defined set of access 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 opportunities, quotes, orders, and invoices because your system administrator assigned the Salesperson security role to you. On the other hand, your company'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 CRM entity, you cannot access that entity and, in many cases, you cannot view that entity either. Here is an example. Because the Salesperson security role does not have the Create privilege for the Product entity, if you are assigned the Salesperson security role, you cannot view the Products area. However, that security role does grant Read and Append privileges for the Product entity. It also grants Write and Append To 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.
What Security Role Do I Need?
Microsoft CRM does not automatically assign security roles to users. Your system administrator must manually assign the appropriate security role to your Microsoft CRM user account. Additionally, he or she can assign more than one role to you and can modify existing security roles for you by adding or removing privileges. For more information about security roles and privileges in Microsoft CRM, see “Setting Security Roles, Privileges, and Access Levels” in Microsoft CRM online Help.
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.
If you want to…
You need one of these security roles…
Not one of these roles…
Create a price list in the product catalog, but the Product area in the Settings area does not appear.
Sales Manager, Marketing Manager, CSR Manager
Salesperson, Marketing Professional, Customer Service Representative
Create a quote, but the New button is not available on the Actions toolbar in a Quotes list.
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, Schedule Manager
Create an announcement, but the Announcements area in the Settings area does not appear.
Sales Manager, Marketing Manager, CSR Manager
Salesperson, Customer Service Representative, Marketing Professional
Customize an entity, but 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, but 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, but the Knowledge Base 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, but 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
