CRM Role Updater Codeplex

Those of us who deploy, administer or configure CRM know that updating Security Roles can be a time consuming process.  We also know that  It doesn’t take long for security role updates to become laborious, tedious and honestly, I make us wish we could spend our time doing other, more fun things in CRM.

So what’s a customizer to do?  You guessed it, my good friend and fellow MVP Tanguy to the rescue.  Tanguy created a nice Role Updater utility and made it available to the community for use.  I use it and love it so here’s a high level walk-through.

First,  you will need to download the utility and save it to a folder.  You can then open the folder and run the Role Updater application.


You’ll first receive a Welcome screen.  Here you will click on the Select your CRM 2011 Organization and create a New Connection:


Select the Create New Connection button and enter the information requested.  You can mouse over the fields to display information regarding the values needed for each field.


Your connection information will be saved for future use.

You will see a list of security roles available after the connection is made.  You can select All, one or hold the CNTRL key to select multiple.


You can now select Privileges you want to modify from the list on the right, choose the Level and select Next when you are finished.



It is that simple.  Once your updates are complete, in my case it took only a few seconds, you can continue configuring additional privileges or exit the tool.   Although it is not necessary, I generally like to spot check the roles to ensure updates were made as expected.

Let’s do a little calculation to discover how many clicks this tool save me.  In 99.9 % of my implementations, I recommend to the client that we remove the delete rights from all security roles for all entities and activities.  My recommendation is to use the Close / Cancel for Activities and Deactivate option to remove records from view rather than delete.  The reason is pretty obvious, deactivating or closing a record is recoverable, deleting is not.  Considering this change only, the tool saves me at least 20 clicks per security role.  If I have to change 10 roles, well, that’s 200 clicks.

This is a terrific time saver when implementing a new CRM system, a new Custom Entity or any time that you have multiple changes to Security Roles.  This is now my ‘Go To’ tool for Security Role changes.

Thanks again Tanguy for another great tool.



CRM Productivity Tip of the Day – Recently Viewed Records

Before jumping into the CRM ‘tip of the day”, I wanted to share something non-CRM related with you that I found interesting.  When I first considered providing a ‘Tip of the Day’ series on my blog, not to be confused with writing a “tip a day” series”, I contemplated giving the series a different name.  Whenever I’m searching for word-type ideas, I generally begin with the thesaurus or online dictionary so off to I went.  I did a search on the word tip.  Wow, I was surprised by the number of meanings applied to the word .  Check it out, I think there are over 20 different possible meanings based on the context of how it is used.  I think it is one of those words in the English language that we take for granted.  It is no doubt a versatile word and I am sure presents a challenge for those trying to learn the language.  Anyway I’ve digressed enough so on to the tip.

In my Helping Users with Lookup Options article, I mentioned that CRM 2011 was designed to deliver relevant data to the end user in a faster, intuitive and more intelligent way.  Today I thought I would share another tip on how CRM allows you to quickly view records you’ve recently visited.

As most know, we can access Dynamics CRM through the Web browser or Outlook Client.  The tip I will share today shows you how to view recently visited records from both.

From the Outlook Client right-click an entity like Contacts and select the Recently Visited list option


From the Outlook Client Select File, CRM Recent


From the Web browser right click an entity like Contacts and you will see a list of recently visited records at the bottom of the list


From the Web browser select the Recently Visited Folder icon.  The favorite folder icon is available from any entity


Saving several clicks a day and waiting for views to open, a search to run, or other items to display adds up and directly affects the amount of time you have available to do other more important things.  So get some time back in your day by using the recently visited options in CRM.