Teams in Dynamics CRM puts a set of users in one group sharing a set of permissions. With teams, you can easily share business objects and collaborate with users across multiple business units in the organization. A team belongs to a business unit.

Teams can also facilitate sharing. When a user shares a record, it is an explicit action associated with a specified user. (For example, a user shares a record with a named coworker.) In some situations, users might have to share a record with several users, and this can be laborious for the users. A feature of sharing is that instead of sharing a record with a named user, you can elect to share the record with a team.

The key benefit of this approach is that if a new employee joins the organization, as soon as you add the new employee to the team, he or she is automatically shared with all the records that the team has been granted access to or owns. Similarly, if a user is taken out of a team, that user’s right to access those shared records is removed.

A user can be a member of several teams.

CRM will automatically create a team for each business unit created. When new users are created, they are automatically enrolled as members of the team associated with the business unit to which they belong. For organizations that prefer records to be owned by elements of the business (for example, branch, office, division, subsidiary) rather than being owned by individuals, the core record structures are already in place to facilitate that through the business unit/team/user relationships.

Defining and maintaining teams is a straightforward process. Team definitions are accessed via the Administration interface from the Settings menu.

On this screen, you can click the New button in the ribbon to create a new team.

  • Create a team

    1. Go to Settings > Security.

      (In Microsoft Dynamics 365 for Outlook, go to Settings > System > Security.)

    2. Click Teams.
    3. On the Actions toolbar, click the New button, complete the required fields, and then click Save.

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