How many times while in your Microsoft Dynamics 365 CRM solution (otherwise known as CE) have you made a custom form, but you do not see the form available? This happens because every form has many different layers of security privileges to manage in order to appear in the user interface.
The 3 things to update and manage when creating or modifying new forms are:
- Security access for the form.
- Enabling the form on the unified interface app you are trying to access the form from.
- Form order on the entity.
Let’s review each option and how you can update the items:
Updating Security Access for the Form
Every main form for every entity has security roles to enable in order for users to access the form for the entity. If the user does not have the same security role assigned that is enabled for the form, the user will not see the form in the system.
Check the user’s security roles to see what roles are assigned:
Open the solution for the entity that contains the forms and check the form to see what security roles are enabled:
Some forms can be checked off for all roles, but custom created forms will only have a handful of security roles enabled for access. If the user trying to access the form does not have the security role that’s enabled on the form, the user cannot access the form.
Encore’s Best Practice Recommendation
If the access to the forms requires a security role or grants unnecessary security privileges for users other than just the form, it may be best to create a custom security role with no additional privileges other than using the check-off access to custom forms in an instance.
So you’ve now updated the user security roles and enabled the proper security roles on the forms, and you still do not see the form in your system. What gives?
Updating the Unified Client Interface App
The second layer of access for forms can be modified within the model-drive app you are using to access the system.
Each model-driven app has enabling privileges for each component for any user that is accessing the system. This could be the reason the user still does not have access to the form after updating the security roles.
Navigate to the model-driven apps of your system:
Find the entity the user does not have access to:
The model-driven app controls the different components per entity. If the form is not checked off for the app, then no user will have access to it.
Check the custom form off for the app and then users should have access to it.
Form Order on the Entity
Lastly, if the user goes to a record of that entity and still does not see the form, yet you followed the previous steps, it is most likely due to the form order of the entity. Now you may not want your custom form as the default form for the entity, and if that is the case, then I would instruct your users to change the form type to get to the custom. However, there are instances where you might want to make the custom form the default.
Go to the solution forms again from the solution:
Select the custom form and move the form to the top to make it the default form for users to access:
This should now resolve all form access issues in your Dynamics 365 CE environment.
41 pages of step-by-step instructions for 6 different key tasks in Dynamics 365 CRM apps. Includes interactions with Power Apps and Power Automate!