Access teams is one of the cool features in Dynamics 365. This allows us to assign records to multiple users. An access team is basically a collection of users who has access to a record. For instance, there could be a large account, which a team of account managers might be working for continuous business.
First you need to enable Access Teams for the entity. To do that, open the entity in the customization view and select “Access Teams”. Remember, that you must save and publish the changes. Otherwise the entity will not appear on the Access Team Template window.
Next step is to define an Access Team Template to set what level of access the users will have for the record. To create the template, you should navigate to Settings -> Security -> Access Team Template.
There is one template created by default for Opportunity entity.
Click on the New to create the template.
Set the Access Rights.
Click on Save And Close.
Next you must create sub-grid on the form to show the owners. Navigate to the Account form and add a new sub-grid. On the sub-grid configuration window, you should select All Record Types for Record dropdown list and you need to select Associated Record Team Members from Default view dropdown list which will automatically select the Team Template dropdown. Select the required view.
Click Ok to complete the sub-grid. Then Save and Publish the form. When you navigate to the account you can see the sub-grid.
You can remove the team access. But if there are any Team Templates associated, it will show the following error. So, you have to remove the team templates first and then remove the Record Access.
In the next article, I will be explaining how this is working.