Controlling Button Visibility Based on User Roles in Dynamics 365

Introduction

Customizing user interfaces to enhance user experience is a critical aspect of CRM systems like Microsoft Dynamics 365. One such customization involves controlling the visibility of buttons based on the user's security roles. In this article, we delve into a practical approach to achieve this using JavaScript within Dynamics 365.

Objective

The goal is to control the visibility of a custom button on a Dynamics 365 form based on specified security roles. The button should only be visible to users with certain roles, which are defined by a list of role names.

Prerequisites

XrmToolBox

Solution Overview

We use an asynchronous JavaScript function, checkUserRole, that retrieves the current user's roles and compares them with a predefined list of target roles. If the user has at least one of these roles, the button will be visible; otherwise, it will be hidden.

The Code

Here's the JavaScript function that needs to be added to your Dynamics 365 environment:

javascript
/**
 * Checks if the current user has any of the specified roles.
 * 
 * @param {object} primaryControl - The primary control, typically the form context.
 * @param {string} targetRoleNames - Comma-separated string of target role names to check against the user's roles.
 * @returns {Promise<boolean>} - A promise that resolves to true if the user has any of the specified roles, false otherwise.
 */
async function checkUserRole(primaryControl, targetRoleNames) 
{
  const fetchXml = `
  <fetch version="1.0" output-format="xml-platform" mapping="logical" distinct="true">
    <entity name="role">
      <attribute name="name" />
      <order attribute="name" descending="false" />
      <link-entity name="systemuserroles" from="roleid" to="roleid" visible="false" intersect="true">
        <link-entity name="systemuser" from="systemuserid" to="systemuserid" alias="ab">
          <filter type="and">
            <condition attribute="systemuserid" operator="eq-userid" />
          </filter>
        </link-entity>
      </link-entity>
    </entity>
  </fetch>`;

  try {
      const result = await Xrm.WebApi.retrieveMultipleRecords("role", "?fetchXml=" + encodeURIComponent(fetchXml));
      const userRoles = result.entities.map(role => role.name);
      const targetRolesArray = targetRoleNames.split(",").map(role => role.trim());
      return targetRolesArray.some(role => userRoles.includes(role));
  } catch (error) {
      console.error(error);
      throw error;
  }
}

Explanation

checkUserRole is an async function that accepts two parameters: primaryControl (the form context) and targetRoleNames (a comma-separated string of role names).
The function uses FetchXML to retrieve the current user's roles.
targetRoleNames is split into an array, and the function checks if any of the user's roles match the roles in this array.
If there's a match, the function returns true, making the button visible.

Implementation

Add the JavaScript Web Resource: Create a new JavaScript web resource in Dynamics 365 and add the above script.
Link to the Form: Edit the form where you want to control the button visibility. Add this new web resource to the form's libraries.
Set up the Enable Rule: In the form editor, select the custom button and set up an "Enable Rule" that points to the checkUserRole function.
Configure the Button: In the Enable Rule, pass the appropriate role names as a comma-separated string in the targetRoleNames parameter.

The command screenshot:

The enable rule screenshot:

Conclusion

This JavaScript-based solution offers a flexible and efficient way to control button visibility in Dynamics 365 based on user roles. It enhances user experience by tailoring the UI to match user privileges, ensuring a cleaner and more relevant interface for each user. Remember to test thoroughly in a sandbox environment before deploying to production.

MICROSOFT DYNAMICS 365