Friday, May 11, 2012

CRM 2011: Share specific privileges via Workflow

Some business processes require that you share a record with another CRM user automatically. However, there is no “Share” step in the workflow designer. This post introduces a utility that can be used for that purpose.

If you are facing a scenario for which you need to automatically share privileges to a specific record in CRM given a specific trigger then this tool can be quite useful. For example, let’s say you want to share “Read” access to your opportunities with your manager whenever they are marked as “Won”, but you don’t want to share Write or Delete privileges.

I have made an enhancement to the CRM 2011 Workflow Utilities project to be able to address that scenario. When you define a workflow, you can simply insert the “Share” step that comes with the utility and configure who you want to share the record with, and which record you want to share (can by dynamic or static values):

And additionally, now you can also select which specific privileges you want to share:


You can read the entire documentation in Codeplex.

How it works? You need to download the managed solution and install it in CRM, after you do this, you will notice that there is a “Share” step available in the workflow designer in CRM. The rest is history, have fun!


  1. Hi Gonzalo,

    The sharing functionality only works for 1:1 relationships right? You wouldn't be able to share something like a Note that's being appended to the Primary entity. Or am I missing something?


  2. In general, CRM workflow only supports N:1 relationships. You can always register a workflow on "create" of note and share it from there, it will be the primary entity and you can access the account to which it is associated from the workflow designer as well

  3. Good to see abt the tool availability, though i have to use it to understand the functionality. The most important thing that we just encounter a scenario which is applicable for this.