Support Portal ContactGet in touch

Ownership of Records in Dynamics CRM

   Words by CRM Consultancy

   on 06/01/2016 10:30:00

The ability to assign and share records in Dynamics CRM is a powerful area of functionality that can often be overlooked – and when we had a question this morning on whether records in CRM can have multiple owners, I thought this could be a handy area to record a quick article about.

(particularly as this can be a popular topic in the Dynamics CRM Customisation & Configuration Exam as we all get our certifications moved up to CRM 2015 and CRM 2016)

Ownership in CRM

Typically records in CRM can be owned by a particular CRM User, this is governed by the Owner field on the record.

Prior to CRM 2011, this limited each record to being owned by a particular User – however this was changed from CRM 2011 onwards to allow records to be owned by a particular Team in CRM as way of supporting multiple Owners. This allows shared working on a record across a Team in CRM.


Selecting a User or Team in CRM as the Owner of a particular Customer Account

From a security perspective, when a record is owned by a User, this gives that User rights over the record as dedicated by their Security Role(s). Whereas if the record is owned by the Team, this grants User-rights over the record to all members of that Team.


Permissions that a Salesperson might have when working with the Customer Account Entity – only able to Read, Write and Delete an Account record when that Account record is owned by their User, or owned by their Team.

This Owner field, and the ability to assign a record to a User or Team is applicable to any Entity created in CRM where the ‘Ownership’ is set to User or Team.

So if we look at the Entity Definition for the Customer Account Entity in CRM:


Reviewing the Ownership Setting for the Customer Account Entity

We can see here that this entity is configured to allow a Customer Account record to be either assigned to a User in CRM, or a Team in CRM.

As Customer Account is a System Entity in CRM, this cannot be changed – however when we create any new Entity in CRM, we can set the type of Ownership we want for that Entity:


Setting the Type of Ownership for a New Entity in CRM

Organisation Ownership here gives us the option of avoiding any User/Team assignment of records for this Entity – and instead simply have records generally accessible.

This is not ideal for any data that might be User-owned, but can be useful to simplify CRM for Entities that are used across a business, such as ‘base data’ or system-wide selections in the solution.

Understanding Ownership and the difference between User-owned, Team-owned or Organisation-owned records can appear in the Customisation & Configuration Training for Dynamics CRM and so can be a key area for any budding CRM Consultant or Developer to be up to speed on.

Further Reading

Introduction to Entities in Microsoft Dynamics CRM

Use Access Teams and Owner Teams to Collaborate and Share Information

How Record-based Security can be used to control access to records in Microsoft Dynamics CRM

Share this Article

Search Articles

Filter Articles

CRM Tech DocMan

Recent Articles

CRMCS Quick Start Guide: How To Produce a Microsoft Teams Live Event Dynamics 365 Marketing: Lead Scoring and Sales Acceptance Designing and Developing Microsoft Power Apps Portals Thank You for Attending CRMCS’ Webinar - Achieving B2B sales excellence with Dynamics 365 & Microsoft Teams Thank You for Attending Our Webinar - Achieving B2B sales excellence with Dynamics 365 & Microsoft Teams Webinar: Discover How CRMCS Have United Dynamics 365, SharePoint and Microsoft Teams To Create Sales Excellence Ignite your workflow by adding DocDrive365 to Office 365 The CRMCS guide to everything you need to know about integrating Teams with Dynamics 365 Saving Time By Keeping Documents In One Place TDE Database Encryption with On Premise Dynamics The Key to Successful Compliance in 2020 Part 2: Let’s get GDPR Compliant with Microsoft Power Automate Top 3 Essential Tips for Remote Working Dynamics 365 Marketing: Top 5 Best Features Dynamics Day in the Life - Puma Investments Can you use Teams to amplify collaboration in Dynamics? Part 1: Using a Scheduled Power Automate to Trigger Expiry Date Reminders The secrets of successful document collaboration in Dynamics CRMCS launches new AppSource approved DocDrive365 Dynamics Day in the Life - Moneypenny Release Management Add the App to Dynamics DocDrive365 Security: Day One - Getting Started with Dynamics to SharePoint Permissions Building a New Scheduled Process using Flow
  • "Paul has made a real difference to how my team of 24 people record and store valuable customer data and sales opportunities. Highly recommended."

    James, Operations Director

  • "Understanding your business allows us to advise when to implement aspects of CRM and, likewise, when not to."

    Paul McQuillan, Managing Director

  • "Dynamics 365 and CRMCS have made a real lasting difference to our business, allowing us to replace older systems that were holding back our performance."

    Grahame, Chief Operating Officer

  • "James worked well with us to help connect CRM with Outlook and relate how this might benefit our team using CRM for Property Care."

    Natalie, Property Care Supervisor

  • "Matt was really good with helping us run User Testing on the new Compliance Module of our CRM System."

    Tom, Compliance Administrator

Prefer to go old-school?

Write to us using the below addresses.

Head Office
CRM Consultancy
61 Oxford Street
M1 6EQ

London Office
CRM Consultancy London
Grosvenor Avenue

Content © CRM Consultancy.