Dynamics CRM 2011 User and System Dashboards Usage and Security introduction

Microsoft Dynamics CRM 2011 has powerful Dashboard feature which allows the creation of user and system dashboards.

User dashboards are only seen by the user who created them but they can also be shared with other users or teams. System Dashboards are available to ALL CRM users.

User dashboards are created from within the Dashboards section in the workplace section of CRM 2011. They do not need to be published after creation and cannot be exported and imported using standard CRM functionality. A custom application is required for deploying user dashboards into another organisation.

System dashboards on the other hand are created from within the Settings –> Customisations section in CRM 2011. They are added to CRM Default and/or custom CRM solution packages. System dashboards need to be published after creation unlike user dashboards which do not need publishing.

User Dashboards security is controlled by the User chart and User dashboard entities. System Dashboards are controlled by the System Chart and System Form entities. For example: to deny users of a security role from creating dashboards, remove the create permission in the security role for the 2 User chart and dashboard entities. If, on the other hand, you want to deny users of a security role from viewing all system dashboards, then remove the read permission for the 2 system form and chart entities.

To lock down a dashboard to a specific group of user and to allow certain users to see specific dashboards and other users see other dashboards, the best way to do this is using User dashboards. Create a user dashboard and then share it with the team(s) or user(s) you want to allocate and assign this dashboard to.

One last point: If you go down the user dashboards route to assign dashboards to specific users or teams, you must take into account how you will be deploying these user dashboards as part of your deployment on system test servers, UAT servers, production servers, etc. This is because System dashboards can be exported and imported as part of standard CRM solution packages. User dashboards cannot be included in CRM solutions. You can export and import user dashboards as part of your deployment tasks by building a console application (a CRM App) that uses CRM 2011 API to export dashboards into a file and then import it into the new environment.

I have built a console applicaiton that does exactly that. Please leat me know via a comment if you would like a copy of this dashboards export and import application.

 

44 thoughts on “Dynamics CRM 2011 User and System Dashboards Usage and Security introduction

  1. Mark

    Hello! Can you please email me the console app or provide a download link for the import/export Dashboards tool? Thank you!

    Reply
  2. Tabish

    Hi, thanks for the article really useful. can you please email me the console app you have created? it will be really useful.

    Thanks

    Tabish.

    Reply
  3. Lee Marthers

    Thank you for the information, can I please get a copy of the application? I have looked all over for a solution!

    Thanks,
    Lee Marthers

    Reply
  4. Holly Myers

    Hi,

    Thanks for the great explanation of the difference between user and system dashboards. I would like a copy of the dashboards export and import application.

    Thanks!

    Holly

    Reply
  5. Yasmin

    Hi,

    Could you please provide me with the console app that imports/exports user dashboards into a solution?

    Thanks,
    Yasmin

    Reply
  6. Dan

    Hello!

    Thanks for the overview, we’re between using System or User Dashboards, could you please send me the app?

    Thanks!

    Reply
  7. Swapnil

    Hi,

    Nice post. Would you please provide me the application code for import/export of user dashboards?

    Thanks,
    Swapnil

    Reply
  8. Mark

    Great info — well done. I could definitely use a version of this if you have a chance to send my way. Thank you!

    Reply
  9. Doug

    Thanks for taking the time to put this together! I would love a copy of the app you created! Thank you!

    -Doug

    Reply
  10. harry

    Good Article!! Can you please send me the Console application? we have exactly same requirement. Thanks!!

    Reply
  11. Peter

    Hi

    Very informative article Mohamed. Please could you send a copy of that console app? Could really use your app as I need that exact functionality.

    Thanks
    Peter

    Reply
  12. Jason

    Hi Mohamed – brilliant article. Could you please send on a copy of the console app that exports and imports user dashboards – would be really useful. Many thanks Jason

    Reply
  13. Mat

    Excellent information, can you please send a copy of the cosole application you have implemented to import and export user dashboards to different environments please? Thanks Mat

    Reply
  14. Sven

    Hi,

    Nice post. Would you please provide me the application code for import/export of user dashboards?

    Thanks,

    Sven

    Reply
  15. Bactos

    Thanks for the information! I found it very helpful.
    I was wondering if you would be able to send me a link to the Console app that you mentioned in your article.
    Thanks in advance,

    Reply
  16. Guru

    Hi,

    Thanks for the great post. is there CRM API to export/import user dashboards? can you please provide me console app details which you have created.

    Thanks!

    Reply
  17. Paul

    Hello Mr. Mostafa,

    Does your console app also take into account the permissions for the user dashboard if they are shared between teams and users? If so could I get a copy of the app?

    thanks,
    Paul

    Reply

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