Advanced Permissions: Salesperson View

Advanced setup to restrict visibility so salespeople only see their own customers and documents.

This article describes how to create a Permission Set so that a salesperson can only see records relating to their customers. The principal can be applied to any situation where you want to restrict records within a list.

Prerequisites

Understanding how permissions work. See links below for more details.

Assign Permissions to Users and Groups

Using Security Filters.

Setup

You need to create a Permission Set that allows salespeople to log on and navigate through the software correctly.

Start by taking a generic Permission Set, i.e. D365 TEAM MEMBER and copy it to a new permission set you can modify. Navigate or search for Permissions then select D365 TEAM MEMBER.

Permission Sets list showing the D365 TEAM MEMBER permission set

Select Copy Permission Set and give it an appropriate name, e.g. SALEPERSON BASE. This will be the parent permission set for all your salespeople.

On this new permission set, select Permissions from the ribbon and review its individual Object permissions. For example, it will have Insert, Modify, and Delete permissions which you may want to amend. It will also have Read permissions to areas you may not want them to (e.g. G/L Entry).

Permissions list for a permission set, showing object permissions

Once you have a Permission Set that allows the user to log on and navigate through the software as you want, you can create salesperson-specific permission sets that apply the salesperson filter.

Achieving a functioning Permission Set involves trial and error. After modifying the permission set, ask someone to trial it and report back on any restrictions they encounter.

Copy this permission set, SALESPERSON BASE, and call it e.g. SALESPERSON AH (where AH is the salesperson code, so it's easy to find)

On the new permission set, go back to its permissions and apply Security Filters on the relevant tables on the Object Type of Table Data. Click on the assist edit.

Security Filters assist edit for Table Data permissions

Select the Field Number for Salesperson Code and add a Field Filter for the value, in this case, AH.

Security Filter setup with Salesperson Code filtered to a single value

The tables which you will need to apply this to will need reviewing but as a minimum:

• 18 Customer
• 21 Customer Ledger Entry
• 36 Sales Header
• 37 Sales Line
• 112 Sales Invoice Header
• 113 Sales Invoice Line
• 110 Sales Shipment Header
• 114 Sales Cr. Memo Header
• 6660 Return Receipt Header