How to Share Records on Microsoft Dynamics

Microsoft Dynamics has excellent and easy to use records sharing functionality that allows you to share just about anything. Records such as, Prospects, Applications, Accounts, Contacts etc. can easily be shared with multiple colleagues through the built in sharing function.

Sharing differs from "Assign" in that you retain ownership of the record, whereas the assign function transfers complete ownership of the record to someone else.

In this example, I will show you how to share a Prospect, but the steps are identical for sharing other records mentioned above.

Step 1

Open the Record you wish to share. In this case a Prospect and locate the Collaborate section of the top ribbon

Step 2

Click on the Sharing Button and click "Share"

Step 3

A window will open, in this dialog window please click on the Add User/Team icon on the left under "Common Tasks"

Step 4

Another dialog window will be shown with a list of users for selection, either select the name of the person you wish to share this with (Multiple selections are supported) or search for the name of the specific person. Once found, click on the username to select it, then click "Add" then "Ok"

Step 5

You are now able to assign different permissions for your shared record, each of which is explained below:

• Read - The person will only be-able to read the record and its information
• Write - The person will be able to read and edit the record and its information
• Delete - The person will be able to delete the record
• Append - The person will be able to add related records to this record
• Assign - The person will be able to re-assign this record to someone else
• Share - The person will also have the ability to share this record with someone else

Default values of Read and Write permissions are recommended here and should be sufficient for 90% of use cases.

Assign the necessary permissions by clicking the checkbox and clicking "Ok" once done.

Because we are merely Sharing the record and no assigning it, the record in question will not automatically show up in the list of the person it has been shared with. We need to send them a link to the record to access it.

Step 6

Under the same "Collaboration" section of the top ribbon, there are two buttons, "Copy a Link" and "Email a Link". These are explained below:

• Copy a Link - This merely copies a link to the record to your clipboard, which you can then paste in Microsoft Outlook in an email, or in a document for reference.
• Email a Link - This function opens your default email client which in this case is Microsoft Outlook, it then creates an email and automatically pastes the relevant link to your shared record in the body of the email. Insert the person/s name and a subject and click send.

By clicking on the link in the email, the person will be taken directly to the shared record in Microsoft Dynamics.