A great benefit of Microsoft Dynamics 365 is the ability to store all of an organization's data in a single system that allows multiple user groups to work together using the same data.
Most users, depending on security structure, are presented with every entity along with every system view in Dynamics 365. This leads to patchy user adoption along with frustrated end users attempting to scan through pages or lists for only the items that are relevant to them. These frustrated user groups want to see just the entities and information that pertain to their work.
The Dynamics 365 App Designer is a great feature that allows for the creating of custom apps that define which components of Dynamics 365 will be presented. Additionally, there are components within an entity such as Views which may not apply to all users.
In our scenario, we have a group of users (front-line support) who mainly work with servicing an account and utilize the Account and Case entities. They do not have any sales responsibility. Let's use the Account entity and remove unnecessary System Views so users will only see the views they need to service their customers efficiently.
The Account entity comes with these System Views by default. Clearly, there are many views that do not apply to our front-line support users!
Create a Custom App
To remove or "hide" the views from users, a custom App called "Front-Line Support" will be made specifically for them and the Views will be removed. For instructions on creating the app, please check out how to create a Custom App in Dynamics 365. After following the instructions in the link and adding the Account entity to your app's entity view and sitemap, navigate to My Apps and select the newly created app.
Go to Settings -> Application -> My Apps
Open the "Front-Line Support" App.
Update Account Entity Views
Click on the Views component in the Account row.
Select Active, All, and Inactive Accounts views.
Publish updated App and verify changes
Save then Validate and finally Publish your changes.
Now open the Front-Line Support app and navigate to the Account entity.
Check out the new shortened Account View list! And using ZERO code!
Additionally, you can isolate the Front-Line Support app so that only our front-line support users who are assigned the "Front-Line Support" security role can see the app (as will System Administrators and Customizers).
As demonstrated, Custom Apps can be very powerful in reducing the amount of clutter presented to a user – all while using tools that are out of the box! The scenario used in the post relates to System Views however, this can be expanded to also hide or show Forms, Charts, Dashboards, and even Business Process Flows. An advanced solution can even direct user groups directly to their custom App without ever having to see a "full" version of Dynamics 365.
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Happy Dynamics 365'ing!