Hot New Feature of Dynamics CRM 2011: Role-based Forms

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One of the new features in Microsoft Dynamics CRM 2011 that you will want to take advantage of is Role Based Forms.  Prior to Dynamics CRM 2011, it required a customization to hide fields based on a user’s security role.  Now this functionality is provided out of the box allowing you to have different forms that can be assigned to different security roles.  

For example, you may want the Account form to show different fields for different security roles hiding sensitive information that should be made visible to only certain roles.   Once you create a new form, you must edit the form to remove fields and then assign the form to a  specific security role. 

Once the user logs into the system in their security role, the form would appear with the appropraite fields.  For example, the screen that a Sales Manager sees will contain more information than one of his/her employees.  Certain fields will not appear for the Sales person since their security level is lower than that of the Sales Manager.  These security settings can be set across the organization, regardless of department.  It's often a good idea to meet with department heads in advance so they can decide who on their teams get what security level settings.  Security levels are easy to set up all at once, but can certainly be adjusted as needed as roles and employees change.

The role-tailored features offered in Microsoft Dynamics CRM 2011 ensure that business professionals in your organization have fast access to the relevant information they need.  Role-based forms are also helpful in preventing users from seeing data they are not authorized to view.  For more information, contact Steve Kane ( and 301-634-2404) at BroadPoint Technologies, the mid-Atlantic's largest Dynamics reseller.

by BroadPoint Technologies, Virginia Microsoft Dynamics CRM Partner

2 thoughts on “Hot New Feature of Dynamics CRM 2011: Role-based Forms”

  1. I don't agree with the statement that Role-based forms are helpful in preventing users from seeing data they are not authorized to view. Role-based forms are not doing that! They are only hiding the fields. If the end user has the ability to use advanced find, they can still get to the fields, even if they are not on the form. In order to lock it down completely you would have to put field security on the fields you don't want people to see and restrict access that way.

  2. Benjamin Rutledge

    What if a user has security roles that give them access to multiple role based forms?

    For example, the VP of Sales oversees multiple sales business units (Services, Products, and Investments). The new Lead form is customized and delivered to each of those groups based on security roles. There are now 3 new Lead forms that are distict from eachother. When the VP of Sales wants to enter a new Lead, which form does he get if his security role gives him access to all of those forms?

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