To control who can access restricted or sensitive data and resources and what they can do with them, assign users to security roles. This article provides an overview of security roles and their associated privileges.

Security roles define how different users access different types of records. To control access to data and resources, you can create or modify security roles and change the security roles that are assigned to your users.


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Team privileges only: A user is granted these privileges as a member of a team. Team members who don't have user privileges of their own can create records with the team as the owner. They can access records that the team owns if they're given the User access level for Create and Read privileges.

Direct User (Basic) access level and Team privileges: A user is granted these privileges directly when the security role is assigned. Users can create records with themselves as the owner. They can access records that they created or owned when the User access level for Create and Read privileges was given to them. This setting is the default for new security roles.

Tables: Table privileges define which tasks a user with access to a table record can do, such as Read, Create, Delete, Write, Assign, Share, Append, and Append To. Append means to attach another record, such as an activity or note, to a record. Append to means to be attached to a record. Set table privileges.

The following table describes the table privileges you can grant in a security role. In all cases, which records a privilege applies to depends on the access level of the permission defined in the security role.

The following table describes the levels of access. For organization-owned tables, miscellaneous privileges and privacy-related privileges only have access levels of Organization or None.

If the permission doesn't exist in the source but does exist in the target, then the depth of the permission is retained in the target. The copy for the remaining permissions is successful.

Record-level privileges define which tasks a user with access to the record can do, such as Read, Create, Delete, Write, Assign, Share, Append, and Append To. Append means to attach another record, such as an activity or note, to a record. Append to means to be attached to a record. Learn more about record-level privileges.

The colored circles on the security role settings page identify the access level assigned to each privilege. Access levels determine how deep in the business unit hierarchy the user can perform the privilege.

To make sure that users can view and access all areas of the web application, such as table forms, the navigation bar, and the command bar, all security roles in the organization must include the Read privilege on the Web Resource table. For example, without read permission, a user can't open a form that contains a web resource and sees an error message like this: "Missing prvReadWebResource privilege." Learn more about creating or editing a security role.

The following table describes the record-level privileges you can grant in a security role. In all cases, which records a privilege applies to depends on the access level of the permission defined in the security role.

*The owner of a record or a person who has the Share privilege on a record can share it with other users or teams. Sharing can add Read, Write, Delete, Append, Assign, and Share privileges for specific records. Teams are used primarily for sharing records that team members ordinarily can't access. Learn more about security, users, and teams.

User privileges: A user is granted these privileges directly when the security role is assigned. Users can create records with themselves as the owner. They can access records that they created or owned when Basic access level for Create and Read was given to them. This setting is the default for new security roles.

Team privileges: A user is granted these privileges as a member of a team. Team members who don't have user privileges of their own can create records with the team as the owner. They can access records that the team owns if Basic access level for Create and Read is given to them.

A security role can be set to provide team members with direct Basic-level access privileges. When a privilege inheritance security role is assigned to a user, the user gets all the privileges directly, just like a security role without privilege inheritance. The team members can create records with themselves as the owner and records with the team as the owner when Basic access level for Create is given to them. When the Basic access level for Read is given to them, they can access records that are owned by both themselves and by the team. This privilege inheritance role applies to Owner and Microsoft Entra ID group teams.

To change the access level for a privilege, keep selecting the access level symbol until you see the one you want. The access levels available depend on whether the record type is organization-owned or user-owned.

You can only select Basic-level privileges in the member's privilege inheritance. If you need to provide access to a child business unit, elevate the privilege to Deep. For example, you need to assign a security role to the Group team and you want the members of the group to be able to Append to Account. Set up the security role with a Basic-level member's privilege inheritance. Set the Append to Account privilege to Deep. This is because Basic privileges apply only to the user's business unit.

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