Dynamics CRM 2013 – Owner Teams and Access Teams


  • Provide an easy way to share business objects

  • and let you collaborate with other people across business units

  • can include users from different business units

Two types of teams

  • Owner Team

    • do own records

    • has security roles assigned to them

    • Team privileges are defined by

      • team’s security roles

      • security roles of the team members

      • has full access rights on the records that the team owns

  • Access Team

    • doesn’t own records

    • doesn’t have security roles assigned to them

    • records are shared with the access teams for Read, Write and/or Append access rights

    • members have privileges

      • defined by their individual security roles; and

      • by the roles from other owner teams in which they are members

Owner Teams or Access Teams?

The decision may depends upon

  • Business Goals

  • Nature of the project

  • Size of your Organization

When to use Owner Teams?

You may decide to use owner teams when the records are required to be owned by the teams. For example:

  • Your organization’s policies require the records be owned by teams

  • Your organization require the teams to report on the progress

  • and so on …..

When to use Access Teams?

  • The teams are dynamically formed and dissolved

  • The number of teams is not known at the design time of your Microsoft Dynamics CRM system.

  • The team members require different access rights on the records. You can share a record with several access teams, each team providing different access rights on the record. For example, one team is granted the Read access right on the account and another team, the Read, Write, and Share access rights on the same account.

  • A unique set of users requires access to a single record without having an ownership of the record

Converting an owner team to an access team

  • Owner team can be converted to an access team if:

    • it doesn’t own records

    • if it doesn’t have assigned security roles

  • It is one-way conversion (You can’t convert the access team back to the owner team)

  • All queues and mailboxes associated with the team would be deleted

About access teams and team templates

  • You can create an access team

    • manually – by choosing the team type access; or

    • automatically (in my term) – let the system create and manage an access team for you

System-managed access team

  • can be created for a specific record

  • other records can’t be shared with this team

  • Team template

    • you provide a team template that the system uses to create a (system managed) access team

    • team template contains

      • entity type

      • access rights on the record that are granted to the team members when the team is created

    • team template is displayed on all record forms for the specified entity as a list

    • you can add and remove members using this list

    • the actual access team for this record is created just when you add the first user to the list

    • team template applies to the records of the entity and related entities according to the cascading rules

    • you can provide several team templates to give team members different access on the record

    • a minimum read level access on the entity (specified in the template) is must required for a user to be added to the team

    • Deleting team template

      • all access teams associated with the template are deleted according to the cascading rules, when you delete a template

      • changing the access rights for the team template would affect only to the new auto-created access teams. existing teams are not affected.

    • Maximum settings for system managed access teams

      • Maximum number of team templates that you can create for an entity is sepcified in the MaxAutoCreatedAccessTeamsPerEntity deployment settings. Default is 2.

      • Maximum number of entities that you can enable for auto-created access teams is specified in MaxEntitiesEnabledForAutoCreatedAccessTeams deployment settings. Default is 5.

I have included the links below which were very helpful to me in understanding and consequently summarizing the concept in this blog post.

Happy Reading …. 🙂

Theory: Microsoft Dynamics CRM 2013 Implementation Guide

How-To: Create a team template and add to an entity form

Video: (From 28:30 minutes ahead)

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Posted in Dynamics CRM, Dynamics CRM - Applications

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