Saturday, November 28, 2015

AX 2012 | Address Book Security Based on Team


In this tutorial we are going to discuss how to set security privileges to party records (Customers, Vendors, Workers, Contact, Prospect, Applicant... etc). Dynamics AX provide three ways as following :
  • Secure by legal entity
  • Secure by address book
  • Secure by both legal entity and address book.

In this post we are going to focus in how to secure Address book based on teams. which means that only workers who are assigned to a team that has access to an address book can view the party records in that address book.

when we select Secure by address book, access to the address books is restricted by team. You must select the teams that have access to each address book. For each address book, you can set security privileges that allow or deny access to specific teams. If you grant a team privileges to an address book, all members of the team can view the records in the address book. If you do not grant a team access to an address book, the team cannot view the address book or its contents.



The following table shows an example of two teams and the address books that they have access to.

Address book
Team
BTAB (Address book for blue team)
Blue Team
RTAB (Address book for red team)
Red Team
In this example, the Blue Team can view only the party records that are in the BTAB address book. The Red Team can view only the party records that are in the RTAB address book.

The following steps illustrate how to set up and process address book security based on team:

1- first create team type, to create teams go to Organization administration > Setup > Organization  > Teams > Team types. follow the steps in the screen shoot.



2- Next Create the Blue Team and assign the team members. follow the steps in the screen shoot.


3. Repeat step 2 to create the Red Team.


4-  Next, Create BTAB address book and assign Blue Team to it. Go to  Organization administration > Setup >  Global Address book > address books. follow the steps in the screen shoot.


5- Repeat step 4 to create BTAB address book and assign Red Team to it.


6- Next, Activate the Secure by address book parameters. go to Organization administration > Setup >  Global Address book > Global Address book parameters > Security policy options. make sure to select the Secure by address book checkbox.


7- Next, use the administrator user to create customer record and assign it to BTAB address book.


8- Repeat step 7 to create customer record and assign it to RTAB address book.


9- Repeat steps 7 and 8 to create two more customers. we will end with 4 customers records 2 of them was assigned to  BTAB address book and the others was assigned  to  RTAB address book.


10- Next, login with Alicia user (member of the Blue team ). 



11- Note that Alicia can only view the records in the BTAB address book.


11- Repeat step 10 but this time login using Ted user (member of the Red team).


12- Note that Ted can only view the records in the RTAB address book.


Enjoy :)