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thegiantsmurfFlag for United Kingdom of Great Britain and Northern Ireland

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Microsoft Dynamics CRM Online 2011 & Attaching Documents

We are in the testing stage of an CRM implemntation.
How do we attach documents into CRM securly. ?
In such a way that I can allow certain users access but not others.

(For example, we dont want the sales rep to see the workings out in a quote, therefore he could see our margins and offer the customer a lower price than appoved by the line manager)

We don't have Sharepoint and are confused on how this can be done.
Do we need sharepoint ?
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processguru
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Are you saying you need to attach documents to a Quote record in CRM that would show calculations/margins that you don't want the sales reps seeing? Do the Sales Reps need read permissions to the Quote record at all?
 
You could set your CRM security model so that Sales Rep users can have read/write permissions for Opportunity records, but not the quote records. If they can't see the quote record, then they won't have a direct way to get to the files attached to it.

The other option (say if they need access to the records the files are attached to but not the files attached) is to remove permissions to Notes for the Sales Reps. Attachments in CRM are actually held in Notes associated with records. So, if they can't read notes, then they cannot see the attachments. You could set these permissions at user level if they need to be able to write notes, but not see notes and attachments created by other users.
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ASKER

The rep would need to see the quote, but not be able to see specific attachments related to that quote.

Another example could be a customer complaint about the rep, you really woudn't want the rep to see that the customer's complaint.
Sounds like you need to limit note permissions to the user level for your sales rep users. That should do what you need.
The attached document's would need to have individual security not a complete access block to notes :-(
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processguru
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