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Share a record with entire organization RRS feed

  • Question

  • Hi everybody,

    In our CRM system users have 'user level' access for all rights(read, create, write, share etc..) for a specific entity.

    There is such requirement where they need to share their record with entire organization in one go (click), so that everyone in the organization can see that.

    What would be the best way of doing this ?

    Thanks in advance...

     

     

    Monday, December 12, 2011 6:44 AM

Answers

  • Create a team to include all members of the organization and then have teh user share the record with the team. That will let them share the record with the entire organization in one click.

    HTH

    Sam


    Web: http://www.inogic.com
    Blog: http://inogic.blogspot.com
    Email: news@inogic.com
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    Monday, December 12, 2011 7:18 AM

All replies

  • Create a team to include all members of the organization and then have teh user share the record with the team. That will let them share the record with the entire organization in one click.

    HTH

    Sam


    Web: http://www.inogic.com
    Blog: http://inogic.blogspot.com
    Email: news@inogic.com
    If you find this post helpful then please "Vote as Helpful" and "Mark As Answer".
    Monday, December 12, 2011 7:18 AM
  • But then I need to maintain that team as long as someone leaves or joins to organization. Any other option?
    Monday, December 12, 2011 7:25 AM
  • Write a custom code. Have the program read all active users defined in CRM and share the record with them.

    You can write a custom silverlight application and add this as a button on your entity form or may be a plugin that fires on a custom attribute that says share with all...

    Non-code solution would be to create a team and share it with the team. In CRM 2011, i think a default team based on the business unit it already created and it members already added as the users of that business unit.

    HTH

    Sam


    Web: http://www.inogic.com
    Blog: http://inogic.blogspot.com
    Email: news@inogic.com
    If you find this post helpful then please "Vote as Helpful" and "Mark As Answer".
    Monday, December 12, 2011 7:48 AM
  • Sharing a record with each and every user doesn't sound a good idea in terms of size and performance concern for POA table.

    Yes, 2011 has default teams for each business unit but that doesn't mean root business unit team contains all users of in the organization.

    Seems there is no out of the box functionality to provide such requirement...

    Monday, December 12, 2011 8:31 AM
  • Hi Onur,

    Sam's original answer is the correct one. To share globally using out of the box functionality you must create a team and add all your users to it then share the record with that team. You can add 250 users at once when adding members to teams so the initial setup even for 10000 users wouldn't take too long.

    As part of your procedure document that your admin users follow when creating new users, you could add the step to add the user to the 'global' team whilst also adding things like field security profiles etc. 

    If that is too much of a bind, you could also add a custom workflow activity to add users to a defined team (or use jscript/a plugin - see here). It depends how many users your admins are creating each day as to whether the time savings would justify the development cost.

    Rob


    Microsoft Certified Technology Specialist (CRM) GAP Consulting Ltd Microsoft Community Contributor Award 2011
    Monday, December 12, 2011 10:29 PM
    Answerer