Use Security Roles to manage access to views (preview)– Dataverse / Dynamics 365

Use Security Roles to manage access to views (preview)– Dataverse/ Dynamics 365

Sometimes, we might create a new view for a table, and not everyone in our organization needs to see it — or maybe, only a specific team should have access to the existing views, now we can achieve it through security roles.

This feature is governed by the EnableRoleBasedSystemViews property, which we can manage through the OrganizationSettingsEditor tool. 

Download and install the managed solution.

https://github.com/seanmcne/OrgDbOrgSettings/releases

Before we set the property as true, let us apply security roles to some of our views. 

To apply it, select the view in the PowerApps Maker Portal and click on View Settings. 

From the View Settings window, we can choose Specific security roles to apply to the views. Here we have selected the Vice President of Sales role for the All Leads Views. Save and publish the change.

Here we have repeated the same steps for the below remaining views.

Now if we open the leads view as System Admin, we can see all the views. This is because we have not yet set the EnableRoleBasedSystemViews to true.

Now let us set the property as true.

As soon as we set the property as true, we can see the views getting filtered for the System Admin user.

Only the below public view is visible. (along with the 2 private views at the top)

Now if we assign the “Vice President of Sales” role to the same user, he can then see the views on which security roles were applied.

The user can still see the remaining views through the “Manage and share views” option.

The records that the user can see in the views are still governed by security privileges.

Although the documentation mentions, that this feature only filters views in the table list view selector and not in associated grids or subgrids, we can see the same filtering applied. 

Below is the Lead Associated view in the Competitor table. 

When we enable the EnableRoleBasedSystemViews setting using the OrganizationSettingsEditor tool, it takes effect immediately. All table views, except the default one, start getting filtered based on assigned security roles right away. Assigning security roles to a view is also effective immediately after we save and publish the view. However, if we change a view’s access from ‘Specify security roles’ to ‘Everyone’, it might take up to 24 hours for the change to fully apply across the system.

Get all the details here – Manage access to public system views (preview)

More Power to you…

Happy Learning… 

Reference link: 

https://nishantrana.me/2025/04/29/use-security-roles-to-manage-access-to-views-preview-dataverse-dynamics-365/

Using gridContext.refreshRibbon() to Dynamically Show/Hide a Subgrid Ribbon Button – Dynamics 365 / Dataverse

 Using gridContext.refreshRibbon() to Dynamically Show/Hide a Subgrid Ribbon Button – Dynamics 365 / Dataverse

In Dynamics 365 / Dataverse, sometimes we want to show or hide a ribbon button based on a form field value. But when the button is on a subgrid, it does not refresh automatically when a field changes on the form. We can handle this requirement using gridContext.refreshRibbon(). It is a small but very useful method that helps to refresh the subgrid ribbon without saving or reloading the form.

Here we are taking a simple scenario to understand the usage.

We will only show the New Case button on the Case Subgrid if the Preferred Method of Contact = Any else we will hide it. 

Below is our JavaScript function to check the field value and return true or false. This function will be used as CustomRule for our Add Newbutton command’s EnableRule on the subgrid. This function checks if the Preferred Method of Contact is ‘Any’. If yes, it returns true. Otherwise, it returns false.

We are passing CRM Parameter = PrimaryControl here.

Depending on where the button lives (Form ribbon or Subgrid ribbon), the correct context is passed. 

• On a form: PrimaryControl is the formContext.
• On a Subgrid: PrimaryControl gives the context of the parent form hosting the subgrid.

Below we have customized the Add New Subgrid button for Case and added a new Enable Rule for its command.

Now on the form load, the Add New button on the subgrid will be hidden on the form load event. 

But when we change the value for the Preferred Method of Contact we will not see any effect on the Add New button. For it to work we need to use the refershRibbon method of the grid’s context as shown below. 

We added it on the onChange event for the Preferred Method of Contact field so that when a user changes it, the subgrid ribbon refreshes.

Now, when a user changes the Preferred Method of Contact, the subgrid ribbon will refresh and check again if the button should be visible.

As a result, now the Add New button appears on the Case subgrid when the Preferred Method of Contact is ‘Any’. 

The ribbon refreshes immediately when the field changes to Email or any other value except Any.No need to save or reload the form.

JavaScript – 

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function showAddNewButtonOnCaseSubgrid(primaryControl) {     var formContext = primaryControl;     var preferredMethod = formContext.getAttribute("preferredcontactmethodcode");        var preferredMethodValue = preferredMethod.getValue();     // Check if Preferred Method is 'Any'     if (preferredMethodValue === 1) {         return true;     }     else {         return false;     } } function refreshCaseSubgridRibbon(executionContext) {     var formContext = executionContext.getFormContext();     var gridContext = formContext.getControl("Subgrid_Cases");      if (gridContext) {         gridContext.refreshRibbon();      } }

Happy Sharing and Learning…

The reference post –

https://nishantrana.me/2025/04/22/using-gridcontext-refreshribbon-to-dynamically-show-hide-a-subgrid-ribbon-button-dynamics-365-dataverse/

 https://butenko.pro/2019/04/16/refreshing-the-ribbon-form-vs-grid/