This tool will allow you to configure visibility and setting the default view of a logged in user based on security roles.

The basic provides the following functionalities

  • Set the default view for a user for a particular entity based on security role
  • Hide/ Show views for a user for a particular entity based on his security role
  • Choose the preferred role for a user for view configuration when the user have more than one security role in the system.
  • Ability to exclude/ include a user from view configuration as per business requirements

And all this can be achieved in few clicks.  The following steps shows how to use this tool.

 

1. Go to Downloads section and download the following files to a location of your choice.

  • Managed Solution
  • RolebasedViews_executables

2. Once you download you would find two zip files as shown in the screenshot below

Downloads

3. Import the managed solution RoleBasedViews_Managed.zip to your CRM environment. Please ensure that you import the solution before you perform any other steps mentioned below.

4. Unzip the folder RoleBasedViews_executable.zip and you will find the files as shown in the screenshot below

Executable

5. Double click to open the RoleBasedViews.exe and you will be presented with a screen as shown below.

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6. On the status bar at the extreme left hand corner, create a new connection to your CRM instance. The application makes use of the connection control available at the codeplex location https://connectioncontrol.codeplex.com.

This allows you to connect to any CRM instance. With this create a connection to CRM.

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7. There are two sections on the form. The first section allows you to configure the default view for entities and also to hide/ show views of an entity for various security roles in the system. Click on Load Data image and then all the customizable entities will load. Selecting on any entity will load the corresponding views for the entity. Please note that the associated and the quick find views will not be loaded. In the screenshot below, I have selected the contact entity and the Salesperson security role.

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8. By default, all the views for a particular entity and security role would be visible and initially no default view has been selected. Select the view that should be set as the default view for the user with that security role and the views that should be hidden for a user with the Sales Manager security role for the contact entity. In the screenshot below the default view has been chosen to be ‘Contacts I follow’ and the views ‘My Active contacts’ and ‘Active contacts’ has been hidden for this security role.

Please note the following:

  • In my system for the contact entity, the system default view has been set to ‘My Active Contacts’
  • The default view configuration would work only if the user has one security role in the system –‘Sales Manager ‘. If the user has more than one security role in the system, please check point 11 on how to handle that scenario.
  • The security roles for a user in this tool is derived from the security roles assigned to the user directly plus the security roles that the user derives from the teams the user is associated with.

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9. Click on “Save Changes”. Once “Save Changes” has been clicked, I have logged in to CRM as a user who only has Sales Manager role in the system. As configured the user can see ‘Contacts I follow’ as the default view and the views ‘Active Contacts’ and ‘My Active Contacts’ has been hidden from the user.

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10. The logged in user is now given another role of ‘Schedule Manager’ in CRM. Now when the user logs in he could see that he could view that views ‘Active Contacts’ and ‘My active contacts’ which were previously hidden from him. This is because the user have two security roles in the system and view configuration has not been enabled for the Schedule Manager role for the contact entity. Hence the system was unable to decide as to which role should be preferred for view configuration for the user. So it fall back to the system default view.

 

11. To handle the situation above, click on the Load User Data image on the bottom section of the tool. This will load the user with their security roles in the system. Here you can set the preferred role for which view configuration would work.

Also you can set the option whether to bypass view configuration for a particular user in the system by unchecking the ‘View configuration Enabled’ checkbox. The screenshot below shows that for the “Sales Person user” the preferred role has been set to ‘Sales Manager’ and view configuration is enabled for the user.

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12. Now when the user logs in again in the system, the default view is again set to ‘Contacts I follow’ but the user can view the ‘Active Contacts’ and ‘My Active Contacts’. This is because the application handles the view visibility in a cumulative way for all the security roles in the system. For e.g –> If a user has two roles i. Role A and ii. Role B. For Role A two views are hidden –> i. View 1 and ii. View2. For Role B, two view are hidden i. View 2 and View 3. So when the user logs in, only View 2 would be hidden.

13. If for the user, the entire view configuration needs to be disabled, then uncheck the ‘View configuration enabled’ checkbox and click on ‘Save Changes’. Now when the user logs in, the entire view configuration for the user is by passed as shown in the screenshot below.

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Last edited Nov 4, 2013 at 5:49 PM by debajdu, version 1