Identify users who do NOT have a certain security role

Identify users who do NOT have a certain security roleFollow
Laura Mortick
Laura MortickMar 31, 2022 01:24 PM
We layer multiple security roles. Is it possible to identify users who do not have a certain role? We …
1. Identify users who do NOT have a certain security role

D365UG/CRMUG ALL STAR
Laura Mortick
Posted Mar 31, 2022 01:24 PM
Edited by Laura Mortick Mar 31, 2022 01:24 PM
We layer multiple security roles. Is it possible to identify users who do not have a certain role? We need to add the role to these users. We could identify them via a VLookup but there are 350 uses. We do not want to manually add the role and if i can create an advanced find, I can add them in bulk. Any suggestions? thanks!

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Laura Mortick
Marketing Information Systems Manager
Terracon
Olathe KS
Kansas City CRMUG Chapter Leader
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2. RE: Identify users who do NOT have a certain security role

SILVER CONTRIBUTOR
Cristall Amurao
Posted Mar 31, 2022 08:53 PM
Hi Laura,

Have you tried Advanced Find? Filter would be “Security Role does not contain data”
AdvancedFind

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Thanks,
Cristall Amurao
Solutions Architect
ON, Canada
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3. RE: Identify users who do NOT have a certain security role

D365UG/CRMUG ALL STAR
Laura Mortick
Posted Mar 31, 2022 09:07 PM
Hi @Cristall Amurao,
Thank you for your reply. We layer on multiple security roles. These people do have other security roles, just not this one. Since it is a one to many relationship, i am not sure it is possible through advanced find. Maybe something in the XRM Toolbox?

thanks, Laura​

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Laura Mortick
Marketing Information Systems Manager
Terracon
Olathe KS
Kansas City CRMUG Chapter Leader
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4. RE: Identify users who do NOT have a certain security role

SILVER CONTRIBUTOR
Cristall Amurao
Posted Mar 31, 2022 09:14 PM | view attached (0)
Hi Laura,

You can use Does Not Equal and select the specific role. It will give you all users that does not have that specific role.

Definitely a lot of tools in xrmtoolbox. It may give you better options there.

 

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Thanks,
Cristall Amurao
Solutions Architect
ON, Canada
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5. RE: Identify users who do NOT have a certain security role

D365UG/CRMUG ALL STAR
Laura Mortick
Posted Apr 01, 2022 08:48 AM
This will still show people who who have a role other than the one I need to add, who he is everyone. we already tried this. Why does it have to be so hard. Darn.

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Laura Mortick
Marketing Information Systems Manager
Terracon
Olathe KS
Kansas City CRMUG Chapter Leader
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6. RE: Identify users who do NOT have a certain security role

TOP CONTRIBUTOR
Ron Goetz
Posted Apr 01, 2022 09:15 AM
Hi Laura-
You’re right on concerning XRM. Try User Role Manager as it says it can do Bulk role changes.

Ron

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Ron Goetz
Application Support Analyst
Goddard Systems, Inc.
Freeport IL
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7. RE: Identify users who do NOT have a certain security role

Jason McAndrew
Posted Apr 01, 2022 02:57 AM
Hi Laura,

Another option is to go to Advanced Settings > Security > Users and then Run report.

There is a system report that will show you all roles assigned to your users. I’ve found this useful in the past.

 

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Jason McAndrew
D365 Admin / Dev
Sheffield, UK
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8. RE: Identify users who do NOT have a certain security role

D365UG/CRMUG ALL STAR
Laura Mortick
Posted Apr 01, 2022 08:50 AM
Jason, we do not have a report to run. Also, I want to create a view, so I can update the 350 people all at once, not individually. Any other ideas?

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Laura Mortick
Marketing Information Systems Manager
Terracon
Olathe KS
Kansas City CRMUG Chapter Leader
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9. RE: Identify users who do NOT have a certain security role

Jason McAndrew
Posted Apr 01, 2022 09:07 AM
Laura,

Are the 350 users your entire user base and does the role need to apply to everyone? If so you can simply select all users and apply the required role. Forgive me if that’s not the case.

Thanks
Jason

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Jason McAndrew
D365 Admin / Dev
Sheffield, UK
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10. RE: Identify users who do NOT have a certain security role

Sailesh shah
Posted Apr 01, 2022 03:55 AM
You can use the OOB User Summary report. It shows you the information you require.

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Sailesh shah
City of London Corporation
London
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11. RE: Identify users who do NOT have a certain security role

SILVER CONTRIBUTOR
William Suycott
Posted Apr 01, 2022 08:44 AM
XRMToolbox tool “Users, Teams and Security Role Report” will provide a quick way to click on a security role and then see ALL of the users that are assigned to it. You can export the list of users – using this approach you can more quickly determine which users are and are not part of a given role. You can also use this tool to assign roles to users. We have close to 2900 users and 50+ custom roles, we too layer roles based on need and this is a go-to tool for us.

 

Bill Suycott

Director FIS Sales Tools

4900 West Brown Deer Road, Brown Deer, WI 53223

T: 414-357-3082

C: 414-651-7886

FIS | Empowering the Financial World

 

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12. RE: Identify users who do NOT have a certain security role

D365UG/CRMUG ALL STAR
Laura Mortick
Posted Apr 01, 2022 08:54 AM
Thanks for your reply William! So, we have identified the users by running two advanced finds and doing a v-lookup. I need to somehow get a list of those missing the role, so I can the role to the impacted users. With a list outside of CRM, I can’t create a view to bulk update them, can I?

 

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Laura Mortick
Marketing Information Systems Manager
Terracon
Olathe KS
Kansas City CRMUG Chapter Leader
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13. RE: Identify users who do NOT have a certain security role

Christine Mounts
Posted Apr 01, 2022 03:29 PM
There is a system report called ‘User Summary’ that will show you the security roles as columns, the users as rows and a dot in each role that the person is assigned to. This is not the most beautiful report on the planet, but it will get you what you need.

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Christine Mounts
University of Minnesota OCM-CTS
Minneapolis MN
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14. RE: Identify users who do NOT have a certain security role

D365UG/CRMUG ALL STAR
Laura Mortick
Posted Apr 01, 2022 03:34 PM
Christine,
From this report, can I select the users that need the additional role and add that role in bulk? Thanks!

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Laura Mortick
Marketing Information Systems Manager
Terracon
Olathe KS
Kansas City CRMUG Chapter Leader
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15. RE: Identify users who do NOT have a certain security role

Christine Mounts
Posted Apr 01, 2022 03:59 PM
Hello- no the report is read only but you could go to Security–>Users and multi-select the user records, then click on ‘manage role’ to apply the security role you want to all the selected rows.

If we are talking about a huge number, create a personal view within Security–>Users with a filter of ‘Security role’ ‘Does not equal’ and whatever you are trying to exclude. Then you will have your list of users that need the role and can bulk select the record, then apply the role.

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Christine Mounts
University of Minnesota OCM-CTS
Minneapolis MN
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16. RE: Identify users who do NOT have a certain security role

D365UG/CRMUG ALL STAR
Laura Mortick
Posted Apr 01, 2022 04:04 PM
Hey Christine, yeah I tried that in the advanced find but since it is a one-to-many relationship where a person has many security roles that person still shows up when I say show me anyone who doesn’t have the security role. And that’s because they have other security roles.

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Laura Mortick
Marketing Information Systems Manager
Terracon
Olathe KS
Kansas City CRMUG Chapter Leader
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17. RE: Identify users who do NOT have a certain security role

Christine Mounts
Posted Apr 01, 2022 04:35 PM
Yes, it is true- I had to select all roles that applied to a set of employees to exclude them. The report shows me who has what roles and then the view is built to exclude all those roles. I only have about 31 users I am working with so this is easy for me. I know what teams have which roles. If you have hundreds of users, this will be much harder.

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Christine Mounts
University of Minnesota OCM-CTS
Minneapolis MN
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18. RE: Identify users who do NOT have a certain security role

Jo Anslow
Posted Apr 04, 2022 04:23 AM
Hi Christine,
This is not the most elegant solution, but if you have your list of users to update in excel, I believe the following will achieve what you need:

1. Identify a field on the user table that is not in use by your organisation, and is editable. For example, we do not use the “Other Address” fields, so we could use Other Address Street 1
2. Using the export & reimport mechanism, use your excel list to populate this field with a key value e.g. “Update”
3. Create your Advanced Find using this new data, so you can pull a list of only those which need updating
4. Bulk update the users
5. Clear the temporary data in your field using export & reimport again

Hope that helps,
Jo

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Jo Anslow
Dynamics 365 Technical Consultant
Granta Design
Cambridge
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19. RE: Identify users who do NOT have a certain security role

SILVER CONTRIBUTOR
William Suycott
Posted Apr 04, 2022 08:36 AM
Using the XRMToolbox plugin ‘Users, Teams and Security Roles’ you can mass add or remove roles from users. In the screenshot here:
1) Click on Load Data – this will load all users and teams from your organization
2) You can either click on Check All or selectively check users
3) On the right side of the form click the Security Role or roles that you want to add or remove
4) Click on Add Roles

 

 

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William Suycott
FIS
Milwaukee WI
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