Changes to Microsoft Dynamics 365 Security Roles in Business Process Flows


In the upgrade to Microsoft Dynamics 365, Admins or users who can customize Business Process Flows will notice a new way to manage changes to Microsoft Dynamics 365 security roles. In earlier versions of CRM (2013-2016) the option in Dynamics CRM was to open a Business Process Flow, then chose “Enable Security Roles” in the ribbon. Post upgrade, Security controls for certain Business Process Flows have moved to their own tab in the “Security Roles” area in Settings.

Below is a table explaining the differences in security for TASK (TBX/Activity) Microsoft Dynamics 365 Business Process Flows and BPF (Business Process Flows) provided by Microsoft Support:

8.1 Dynamics 365 (8.2)
TBX No security roles functionality Enable security roles functionality has been added; only the selected security roles can see the TBX
BPF Simple security roles functionality; only selected security roles can see the BPF New advanced security roles functionality; permissions on BPF in 8.2 are controlled like those of a regular data entity through access levels for each security role

 

To control Security for your non-activity Microsoft Dynamics 365 Business Process Flows, go to Settings > Security > Security Roles. Then select the Security Role to work with.

Dyn365Pros Microsoft Dynamics 365 Partner Microsoft Dynamics 365 Security Roles

Dyn365Pros Microsoft Dynamics 365 Partner Microsoft Dynamics 365 Security Roles

Open the role and now there’s a tab for Microsoft Dynamics 365 Business Process Flows, which is where you can enable and disable the read/write/delete functions. Be sure to name the roles appropriately going forward as there’s less detail here than on the Process Views in Settings.

Dyn365Pros Microsoft Dynamics 365 Partner Microsoft Dynamics 365 Security Roles

Certain Process Security did not change, as noted by the table above. For any TBX (Task Flows) you will still find the option in the window where you can edit and work with the Process.

Dyn365Pros Microsoft Dynamics 365 Partner Microsoft Dynamics 365 Security Roles

This may add steps to controlling Microsoft Dynamics 365 Security Roles, depending on your org’s needs, but a straightforward change once you know where to look!

By Erin Karatkiewicz, Application Consultant, Dyn365Pros, Microsoft Dynamics 365 Partner, San Diego, Southern California.

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