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Modernize Business Units

by Mo Faheem
Modernize Business Units

Modernize Business Units enables Dynamics 365 users to own records across business units. For years, sharing and owning records across business units was a requirement for many clients who want for example be able to get one of their salesmen to own an account across the border while their business units are divided geographically. In such cases, We used to either restructure the business units or come up with other solutions such as sharing the records or using access teams. Now, we can utilize Modernize Business Units to simply allow users to own records directly across business units.

For more information about Dynamics 365 security models and concepts, check Microsoft’s documentation.

Business units and owning business unit field

Business units are the building block of the security model. Meaning, The users who belong to a business unit by default the users’ records are owned by their business unit.’

Owning business unit field is a lucked field that exists on each table record. This field is set as explained earlier based on where the owner of the record exists. see the example below.

Business units and owning business unit field

To illustrate, as in the above snapshot, I made the owning business unit field visible on the form. Once I change the owner of the record in Dynamics 365 to a new owner in a different business unit, the owning field will be updated automatically to point out to the new user’s business unit.

Hierarchical data access structure

To understand Modernize Business Units work we need to be fully aware of how the hierarchical data access structure works first.

Each business unit that we can build has to have a parent business unit in a hierarchical structure as shown. By default Dynamics 365 comes with the main business unit that can be the main organization. Then we can create Division A and Division B as business units.

User A and User B in the example were given the same security role Y, however, their access to their business unit is limited according to the privileges role Y is giving them. But most importantly, they cannot own any records from the opposite business unit. User A can own contact own #1 and contact #2 but cannot be assigned the owner for contact record #3. The same rule applies to user B who is located in the business unit “Division B.

Also, we are required to know that if we move a user to another business unit, all related records will follow the user to his new business unit.

Modernize Business Units

The newly introduced approach or “modernize business units”, as Microsoft calls it, is allowing users to be able to own records outside of their business units.

This feature has great usability in many implementations. For example, a sales organization operating internationally across many countries and want to structure their business per country or region. However, they have global organizations that want to appoint and sign a single account manager to all their offices around the world. Now using “modernize business units”, they can!

The example to the right shows, user A owns contacts in business unit “Division A” where he is located and at the same time owns contacts across other business units “Division B” using the same role “Y”.

Enabling matrix data access structure

Matrix data access structure is a still in preview stage and my trial Dataverse environment is not yet rolled out. I will be posting soon on how to enable the matrix data access structure.

However, I believe that this new feature will give us flixablity especially with new implementations to fulfill clients requirments.

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