Role-based security and Record-based security

| Faizan Ahmed

In Dynamics 365, there are two main types of security: role-based security and record-based security.

Role-based security is the traditional method of securing access to records in Dynamics 365. With role-based security, you can assign users to security roles that have different levels of permissions. For example, you can create a "Sales Representative" security role that has the ability to read and update records, but not delete them. You can then assign users to the "Sales Representative" role, and they will have the permissions associated with that role.

Record-based security is a more fine-grained method of securing access to records in Dynamics 365. With record-based security, you can specify which users or teams have access to individual records. For example, you can give one user the ability to read and update a specific account record, while another user may only have the ability to read that same record.

Both role-based and record-based security can be used together to provide a flexible and granular level of security in Dynamics 365.

Record-based security is useful in situations where you need to give specific users or teams access to specific records, rather than giving a group of users access to a set of records based on their role. It allows you to set more granular permissions for individual records, rather than for entire entities.

Imagine that you have a Dynamics 365 organization with three users: Alice, Bob, and Charlie. Alice is a sales representative, Bob is a sales manager, and Charlie is a system administrator.

You can set up role-based security by creating security roles for each of the users and assigning them the appropriate permissions. For example, you could create a "Sales Representative" security role for Alice that allows her to read and update records, but not delete them. You could create a "Sales Manager" security role for Bob that allows him to read, update, and delete records. And you could create a "System Administrator" security role for Charlie that allows him to do anything in the system.

Now, suppose you have an account record that you only want Alice to be able to access. You can set up record-based security for this record by giving Alice the "Read" and "Update" permissions for that specific record. Bob and Charlie, even though they have higher permissions in their roles, would not be able to access this specific record.

Join us next time, as we continue our journey of learning canvas apps.Click here to learn more about Imperium's Power Apps Services. We hope this information was useful, and we look forward to sharing more insights into the Power Platform world.

Chief Architect, Founder, and CEO - a Microsoft recognized Power Platform solution architect.

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