Dynamics 365 Business Units, Teams and Security In Depth

In this post, we will look at Dynamics 365 Business Units, Teams, and Security, and how they work.

Let’s first look at an organization, that only has a root business unit. The organization wants to create business units for the East and West operations. We will create 2 child business units (East, West) off the parent root business unit, and then assign teams to the child business units.

Let’s create a new business unit. Go to the Power Platform Admin Center, select your Org, then Settings->Users + Permissions->Business Units:

Or, go to Settings->Security, and select Business Units:

We see our single, root business unit:

We can see there is no parent business unit, showing it is the root BU:

Let’s create a new BU, called Contoso East, and a new one called Contoso West:

Let’s assign some users to the org. In the Power Platform Admin Center, select the user and select Change Business Unit:

Note the message, then select the Business Unit and click Save:

We have 2 salespeople, David So in Contoso East, and Alicia Thomber in Contoso West.

Now, let’s look at what happens when these two use the system. Let’s save Alicia and David enter a Lead into D365:

Now let’s look at the security roles for the Contoso East business unit, for the Salesperson role that they are assigned:

On selecting the role, with Contoso East selected, we see the message “Inherited roles cannot be updated or modified”:

Let’s change the Salesperson role at the root business unit level:

We will change it so Leads are viewable to the Business Unit level only (it previously defaulted to Organization):

Now, when each user goes into Leads, they will only see Leads for their business unit. Below, David can only see the leads in his BU, and not Alicia’s Lead:

Also note, if we create a security role for a Salesperson in Contoso East, it will only appear in the Contoso East BU:

Not in Contoso West or the root BU:

Now, let’s say users across 2 business units to view the same information. Here, we can use Teams, or we can use a setting in Modern Business Units. First, let’s go to Security->Teams:

Or here:

We see the message “Manage teams to share business objects and collaborate across business units in a secure and easy manner”. Click Create Team:

Enter the team details, and click Next. We will select the root business unit, and Team type = Owner:

Click next, then add team members. We will add David (Contoso East) and Alicia (Contoso West):

And set the security roles to the team. We will set the role to Salesperson:

The team is created. Note, the teams also show the automatically created teams for the business units (root, Contoso East, Contoso West) and the new Sales Team:

If we open the team, we see it looks like this:

At this point, the sales people can only see leads in their business unit, e.g. David can only see:

Now, let’s say we want Alicia to share records with the team:

Select the Sales team:

Now give appropriate access, and click Share:

David now sees Alicia’s Lead:

And what’s useful is David can see how he can see this record by clicking on Check Access:

We can see it is because he is a member of the Sales Team:

Note also, we can change the owner of the record to be the Sales Team:

Now, let’s look at Parent-Child Business Units. We will create a new Business Unit, Contoso East Marketing:

When Jeff logs in, he sees no Leads:

Now, Jeff creates a lead:

With the Salesperson role for Leads set to Organization, we see that David can see his lead and Alicia’s lead (through the Sales Team), but not Jeff’s new lead:

Let’s change the Salesperson role for leads to be Parent-Child:

Now, David can see the child business unit lead, Jeff’s lead, as he is in the Parent business unit:

Jeff can only see his own lead as he is the child of the Business Unit:

Let’s look at another example.

Adding Users and Changing Business Units

Let’s now look at the scenario below:

When adding users to a Dynamics 365 org, you are adding them to the default business unit:

To change the business unit, select the User and from the toolbar click “Change Business Unit”:

Select a business unit and click Save. Note the option “Move records to new business unit”. As an example, Alan Steiner has created a case below:

We can see through Advanced Find that the owning business unit is the root business unit (Alan’s current BU before moving):

After the move, Alan’s business unit has changed:

And if Alan were to try to look at his cases records, he would now get the error that he does not have security roles:

And:

Once we add back his security role, we see the case record now has the owning business unit of his new BU (USA):

And Alan is still the owner of the record as he started:

Now let’s change the Customer Service Representative role in the root business unit to be business unit level, not organization level:

Alan can now only see the cases in his business unit, which in his case is just the one case he created:

Teams

If you find a user is assigned a role but they appear to have higher privileges, check the teams they belong to by going to the user and selecting Manage Teams:

Then for each team, go to the team and select Manage Security Roles and ensure that team does not have higher privilege roles assigned:

ABOUT CARL DE SOUZA

Carl de Souza is a developer and architect focusing on Microsoft Dynamics 365, Power BI, Azure, and AI.

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