Restricting Access to Microsoft Dynamics CRM Direct E-mail

CRM MVP Joel Lindstrom, a Solutions Consultant for CustomerEffective, blogs about BI solutions.

clip_image002In Microsoft Dynamics CRM 4.0, when you open the Account or Contacts entity, you will see an e-mail button on the toolbar on top of the view.  This button allows you to select a group of contacts or accounts via a view or advanced find, and send them an e-mail.  This functionality can be a very useful way to communicate with a large number of people with a minimal amount of effort.  But it can also be dangerous, as a user can fairly e-mail every contact or account in your database, so you probably will want to restrict access to direct email to only those users who need to have access.

But restricting access to direct e-mail is not a very obvious process.  There is no permission in CRM security roles for “Direct E-Mail” or “Bulk E-mail.”  There is a permission option for E-mail; however, you won’t want to restrict users from creating e-mails—if you do, they will not be able to track their e-mail communications in CRM, which is a major reason to use CRM in the first place.

The answer lies in the way that Direct E-mail works.  Direct E-mail is dependent on templates—you can’t just hit bulk e-mail and type a message.  You have to first create an e-mail template, and then select that template from the Direct E-mail form.

So if you wish to restrict Direct E-mail functionality from a group of users, the following process will help:

1.  In CRM go to Settings—> Administration—> Security Roles

2.  Open the Security role of the group of users for which you wish to restrict Direct E-mail functionality

3.  Click the Core Records tab

4.  Remove permissions for E-mail templates

5.  Save and close the Security Role.


Now when the users with this role log in to CRM, they will no longer see the Direct E-mail button on the toolbar


Want to learn more about CRM bulk e-mail options?  Check out this fantastic post written by Jim Steger on the CRM Online blog.

Technorati Tags: Microsoft CRM,Microsoft Dynamics CRM,Bulk Email,E-mail,Direct Email


Joel Lindstrom

Comments (4)

  1. Is it possible to restrict this on a user group basis, rather than per-user?

  2. AviOvda says:

    how can i restrict access to price list


    thank you

  3. This restriction is by security group, not individual–you do it with the security group.

  4. AviOvda,

    If you want to restrict access to the price list, the best way to do this is to edit the CRM site map.  Export the sitemap from customizations, and comment out the product catalog entity, or use the privileges tag in the xml to make it only visible to certain users.

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