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Dynamics CRM 4.0 and Human Resources Data Permissions Scheme

Posted on 2008-10-22
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We are investigating the potential for using our current Microsoft Dynamics CRM 4.0 system to track human resources data for our business, including sensitive employee files that only the two HR user accounts should be able to access. What would be the best way to ensure that the HR data can only be read by the two HR user accounts?

Would it be possible to restrict administrator account access to this data as well? We have four user accounts with "System Administrator" privileges at the organizational level and nobody, including administrators, should be able to see said data except the two designated HR users.
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Question by:rdracer58
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by:WilyGuy
ID: 22776943
Administrators (if they are OOTB System Administrators) can see EVERYTHING. (or can make themselves able to see everything).

You could COPY the System Administrator Role and play with the settings to eliminate the ability to address some of that data, but again, if they can control settings they can create a new account or something similar).

Same with a Administrative Licensed System Admin (they can't see Data, but could create an account that could).

If you want this data in CRM, I would highly suggest a custom entity (as the ability to limit access is easier).
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by:rdracer58
ID: 22777174
I am assuming with a custom entity that one with an administrator role, as aforemenioned, could not necessarily see the data, but could easily grant themselves the permissions to see the data?
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WilyGuy earned 500 total points
ID: 22777280
Indeed.

This goes back to that "need to know" conversation between IT and Management.
I had to illuminate management as to all the things I had access to as a Domain Admin and that they needed to have a Trust Level with someone in that position.

If your CRM System Admins are NOT I.T. perhaps you SHOULD remove that level of CRM access from them and reserve that for either an IT person or a login known only to IT.

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by:WilyGuy
ID: 22777293
As an addendum, if they ARE IT staff, do they have access to OTHER HR files on the network based on those credentials?

Some HR people are protective of the "File Cabinet ONLY" mentality and likely that is a good thing....until they lose the key :)
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by:rdracer58
ID: 22777328
Good point--I think the conversation between IT and Management is one that we need to have--especially since IT has similar "access" to other HR related information on the network. Thanks for your help!
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