Why Do You Need An Automated Solution for Sharing Records
A territory changes. A team restructures. Someone new joins and needs access to work that already exists. In Dynamics 365 that means opening records and sharing them, one by one.
Do it for a few records, and it is a small job. Do it for a few thousand, and it stops being possible.
Record Sharing Settings does it from one request. You name the table, the record owners, and the users who need access. It works through the matching records in the background.
Ultimate Benefits of Our Record Sharing Settings
Record Sharing Settings runs inside Dynamics 365 as a model-driven app. There is no separate portal to open:
Bulk sharing by owner
Choose Contact, Lead, or Opportunity, choose whose records to share, and this tool works through every matching record. No record-by-record picking, and nothing to upload.
Read, write or revoke
Set the access each request grants: Read, Write, or Read/Write. Revoke does the opposite, and takes back the shared access those users hold on those records.
New Contacts shared automatically
When a chosen owner creates a new Contact, it is shared with the same users in the background, moments after it is saved. Nobody has to remember.
Requests you can follow
Each request is a record in the app and moves Submitted, In Progress, Completed. Run details and any errors sit in your environment's System Jobs.
How to Use Record Sharing Settings
Automated, Easy-to-Follow Steps for Sharing Thousands of Records in Microsoft Dynamics 365
Create the request
Open the Record Sharing Settings app, go to Sharing Requests, and select New. Give the request a name you will recognise later, and save it.
Choose tables and access
Pick the tables this request covers: Contact, Lead, Opportunity, or several at once. Then set the share type: Read, Write, Read/Write, or Revoke.
Pick owners and users
Name the record owners whose records should be shared, then the users who should get access. Access goes to users, not to teams.
Set it to Submitted
Change the status to Submitted and save. That is what starts the work. The request moves to In Progress on its own while records are being shared.
Track it to Completed
The request shows Completed when the run finishes. For run details or an error, open the matching job under System Jobs in your environment settings.
When You'd Use It
Territory and team changes
A realignment or a restructure moves who needs to see what. One request per group of owners covers the records that already exist.
Onboarding across functions
Someone joins a cross-functional team and needs the history, not just what comes next. Give them the existing records, at the access level you choose.
Admins with plenty of records
The manual route stops working somewhere in the thousands. This runs in the background inside the platform's own limits, from an app in Dynamics 365.