Teams in Dynamics CRM puts a set of users in one group sharing a set of permissions.
With teams, you can easily share business objects and collaborate with users across multiple business units in the organization. A team belongs to a business unit.
However, users from different business units can be in a group, and a user can be a part of multiple teams at a time.
What you must know about Owner Teams and Access Teams?
Owner Teams can own records and security roles assigned to the team.
The team’s privileges are defined in the security roles assigned to it. Plus, every team member has his/her own security roles and the security roles assigned to the teams they are part of. An owner team has the full privileges on the records they own.
Access Teams cannot own records, and no security roles can be assigned to these teams.
The records can be shared with an access team; therefore, the team is granted access rights to the shared records such as Read, Write, and Append.
Top 6 scenarios to help identify when to use each team:
- The company wants to let a group of users or teams own entity records.
- The manager requires teams to report results daily.
- Team members are equally given access rights, there is no variation between any two users.
- The manager wants to give a team access rights to records without owning them.
- You want to grant multiple teams different access rights to the same records, for example: Team A has Read access right to a specific record, while Team B has Write and Append access rights to the same record.
- If you want to add team members to a team from different business units.
Two types of Access Teams:
User-Created Access Teams
By using the Team entity and by setting the Team type to Access, you can share multiple records with user-created teams, provide team members with different access rights to the records, create several teams, and grant each team a different set of access rights.
Auto-Created Access Teams
Created for a specific record and can’t be shared for other records.
To create an auto-created access team you have to use a team template. You can create team templates by using team template entity. In the new template entity, you specify the entity you want to create the team for and choose the access rights you want to grant the team members.
Auto-created access teams are created once you add the first user to the team record.
By adding users, you are granting them the access rights to that record that is defined within the access team template, even if their base security role does not grant them those rights. Note: the access rights are ONLY being granted for that specific record.
When using access team templates, a new team is created based on the template each time the first user is added to a record.
If you change the access rights for an access team template subsequent to teams having been created based on it, those new access rights will only apply to future teams, not previously existing teams.