Share Apps to User in Dynamics 365

How to Share Apps to User in Dynamics 365

Scenario | Intro 

Suppose you want to give a new salesperson access to the Sales App. The requirement is that the user should have read-only access to all entities in Dynamics 365 and be able to open the Sales App. 

Security roles in Dynamics 365 control what users can see and do. Without the right role, a user may not even see the app they need. In this video, I’ll show you step by step how to create a security role, assign it to a user, and make sure it’s connected to the right app.

Step 1: Create a Security Role 

• Go to Settings → Security → Security Roles. 
• Click New to create a role. 
• Enter a clear name. 
• Important: select the same Business Unit as the user. Roles from a different business unit cannot be assigned to that user. 
• Save the role.

Step 2: Edit Security Role Efficiently 

Instead of using the modern editor, use Advanced Settings → Advanced Find → Security Roles. 

Trick: on the Read/Write tab, when you click a privilege, Dynamics applies it to all related rows automatically. This saves you from updating each one manually. 

• Open Advanced Settings → Security → Security Roles (classic editor). 
• Open the role you created. 
• Use the Read/Write tab. Click the privilege you want once. Dynamics applies that privilege to all related rows automatically. 
• Repeat for other privilege groups you require. 
• Save and close. 

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Privileges: These define the specific actions a user can perform on a table or record. The major primary record-level privileges are:

• Create: To make new records.
• Read: To view the contents of records.
• Write: To edit or update records.
• Delete: To permanently remove records.
• Append: To attach another record (e.g., a note or activity) to a record 
• Append To: To be attached to a record.
• Assign: To change a record's ownership to another user or team.
• Share: To grant access to a record to another user while retaining one's own access.

Step 3: Link Security Role to the App 

Even if the role is assigned to a user, the app itself won’t show up until the role is linked to it. 

• Go to the app list (for example, where it shows ‘Sales Trial’). 
• Click the three dots next to the app name. 
• Select Manage Roles. 
• Assign your newly created role. 
• Now your custom role is connected to that app.

Step 4: Share the App with Users 

• Open the app (from maker portal or app designer). 
• Click the three dots (…) and select Share. 
• Search and select the user(s) to share with. 
• When prompted for security roles, select the new role. Assign and save. 
• Confirm the user record has the role assigned. 

Step 5 — Verify access 

• Confirm the role is listed on the user record. 
• Ask the user to sign into the correct environment. 
• Have the user open the App Launcher or model-driven app URL.
• Verify they can open the app and perform a representative task. 

Note: multiple roles can be combined for one user.

Conclusion 

That’s how you assign security roles to users and apps in Dynamics 365. With the right setup, users see exactly what they need, no more, no less.