- Setting > Security > Teams
Here you can create and manage team for your organization as an admin.
- Why create a team?
If you have created and shared views (or charts, dashboards, etc) you know what a pain it can be to share each view you created with one person at a time – especially when there is a number of users to share them with.
For example, the marketing team may want to share a view of leads and prospects with the sales team of those who attended your in-person events, webinars or downloaded your latest eBook. Without using ‘teams’, you would need to add each user individually to the list to grant access to view, edit and/or share.
Then, two weeks later, sales decides to add another person to their team and they ask you; “Can you share all the views and dashboards that you created for the sales team with the new person?”.
Oh my. Yes, of course you can, but what a time sucking task.
If you utilize ‘teams’ within Microsoft Dynamics, when a new person is added to the team, they will automatically have access to all the ‘shares’ you have provided the rest of the users on that team. And not to mention that the act of sharing the view, record, chart or dashboard just became so much easier by selecting one user (in this case a team) instead of multiple users.
Teams can be set up any way you wish, as long as they are within the same business unit of CRM. Marketing, Sales, Product, Operations, Customer Service, Management and sub-segments of all these groups and many (many) more.
- Team is another level of grouping after business unit.
Dynamics CRM have different level where you can group up users in CRM
Single/Multiple Tenant > Single/Multiple Business unit > Single/Multiple Team.
- Although team is option, just like business unit, CRM create a default team which is linked to all the users of system.
- Whenever a new user is created, it is always mapped to default team and default business unit and user is enabled by default.
- This team is always associated with a queue, team members (Users) , business unit and team Type(which define the type of security role)
- When a Team is created
Why Queue – Queue plays an important role when your organization works with entity which are Queue Enabled,
When Entity is enabled for Queues, Entity records have option to be moved in Queue and which can be assigned to Queue of Specific team or User.
Queue itself is a big concept which include types and many other options, which can be explain in later blog
For Now, Queue is an entity which hold records of many other entities to be picked up by some of the team member or may be user itself.
Every User is linked to one queue which is default Queue, user can be part of team queue as well, if user is the member of that team.
Records are added to Queue from Queue Enabled Entities Record and its Team Member can pick any and start working on it.
Why Business Unit – To Manage Security, Those business unit are directly or Indirectly linked to Default Business unit and Security Roles is always managed or configure for default business unit.
Why Administrator – This is the actual owner of Team, Admin of current team who can add, remove users from team, change Queue, Assign records of Queue to Specific Users of team.
Why Team type – Owner Team and Access Team
As its named,
Owner Team has the users which can be owner of the record created by them.
Access Team has access to the record but are not the owner, the access is given by another user
Best Resource which Explain Owner team and Access Team
Why Team members – This is the list of user who share all the records which team has access to.
Converting Owner Team To access Team – One way conversion, Only Team of type Owner Team can be of type Access Team. Once Conversion is done, Access team is locked and this cannot be again changed to Owner Team.
- Deleting Team – Default Team Created by System cannot be deleted, Even Name cannot be modified.
- A Business unit can have user and team under it, but a team cannot have another team under it, Admin can just add Users as a team member.