Getting started with Field Level Security in Dynamics 365

Getting started with Field Level Security in Dynamics 365

As a CRM System Administrator, you have many incredible, out-of-the-box configuration super powers in your toolkit. Today, I want to focus on one of these super powers: field level security.

What is field level security and when would I use it?

Field level security gives you the ability to limit user groups who can read, create or update to a field. Here’s how that translates in the business world. In the following scenarios, adding Field Level Security can meet these business and user requirements:

  • Your organization has an approval process. Sales reps enter data into a Quote, then a special team of Approvers has the ability to add data in fields. Sales reps should only be able to view this data – never edit it.
  • Your organization stores confidential customer information in CRM. Only certain user types should be able to read and edit that data. All other users should never be able to see it.

In all of these cases, using simple out-of-the-box field level security can answer these requirements!

How do I get set up field level security in my Dynamics 365 system?

There are three steps to set up field level security:

Enable field security
Configure a field security profile and add users
Set permissions for a field
Enabling Field Security

The first thing we need to do is enable field security for a specific field. Open the field, and simply click Enable on Field Security (highlighted below).

Field security: Enabled
Enabling Field Security on an individual field in Dynamics 365.

Repeat the above process for any fields.

Attention Dynamics 365 Online Customers! As of today (December 13, 2019), I am unable to configure field security using the Maker experience (make.powerapps.com). To enable field security on a field, you will need to switch to the Classic Experience.
Configure a Field Security Profile & Add Users

After you have enabled field security on all fields, the next step is to configure a Field Security Profile. We will walk through the process of creating a Field Security Profile using the Maker Experience AND the Classic Experience.

Using make.powerapps.com:

  1. At the top, of your Solution, click +New
  2. Select Other, then select Field Security Profile
New field security profile
Configuring a new Field Security Profile in the Maker Experience.

Using Classic Experience

  1. In your solution file, click +New
  2. Select Field Security Profile
Classic Experience: New Field Security Profile
Configuring a new Field Security Profile in the Classic Experience.

Next Steps

Regardless of which experience you used to create your Field Security Profile, the remainder of the steps are identical:

  1. Name your Field Security Profile in the new window that opens, then click Save at the top.
Field Security Profile
Add a Name for your Field Security Profile, then click Save.

2. On the left-hand side of the Field Security Profile, you can now add Teams or Users. Add the appropriate users/teams to your Field Security Profile.

Add users to field security profile
Use the Add button highlighted here to select Users or Teams in your organization.
Set Permissions for Each Field

Now that you have set enabled Field Security on selected fields, built a Field Security Profile and added users, it’s time to set permissions for each field!

In your Field Security Profile, click Field Permissions on the left-hand side (highlighted below). A list of all fields with Field Security enabled will appear.

Add permissions in field security profile
Field Permissions within a Field Security Profile.

There are three permission levels for each field:

  • Read: Users belonging to this Field Security Profile will be able to read data in this field.
  • Update: Users belonging to this Field Security Profile can edit and update data in this field.
  • Create: Users belonging to this Field Security Profile can create data in this field.

To set permissions, open each field individually and set the appropriate permissions:

Apply permissions with field security

When you have completed this process for all fields, click Save and Close at the top.

Closing Thoughts

Field Security Profiles are powerful tools to lock down data when needed. If you need help getting started or setting up field security in your organization’s Dynamics 365 organization, feel free to reach out to reenhanced! Fill out our Contact Form with details about what you’re working on, or email me directly at heidi@reenhanced.com. Happy configuration!

Heidi Neuhauser
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Heidi is Director of CRM Projects at Reenhanced. With more than a decade of experience in CRM, she has a wide variety of industry and product knowledge working with organizations of all sizes (from small non-profit organizations to Fortune 100 companies) to implement and rescue CRM and train end users. Heidi is a Microsoft Certified Professional with numerous Microsoft CRM Certificates and a CRMUG All-Star.
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