Show custom ribbon button based on Security Role of the logged in User in Dynamics 365 | Ribbon Workbench in XrmToolbox

In ribbon button customization, it is a common scenario to show the button only to a certain set of users who have a certain security role.

Security Role Scenario

  1. Let’s assume Subscription Manager is a security role in your Dynamics 365.

  2. And the Ribbon button will only be visible to the Users who have been assigned this Security Role.

  3. If they have this Role, they’ll be able to see the button as below

  4. And, if the Role is not assigned, the logged In user won’t be able to see the Button.

  5. See below that in this case, the button will not show up.


JavaScript Code to check assigned Security Roles to the logged in User

  1. Since we are going to use a CustomRule further in the Ribbon Workbench to pick a true or false value based on whether the logged in user has a Security Role or not, let’s write a quick JavaScript function to provision the same.

Tip: Make sure you now pass the PrimaryControl (context) to any JS functions and avoid using Xrm.Page since the same has been deprecated.

// JavaScript source code
contactFormCustomization = {
    checkSubscriptionAccess: function (context) {
        "use strict";
        debugger;
        var currentUserRoles = context._globalContext._userSettings.securityRoles;
        var roleId = "BA69EA1F-A76E-EB11-A812-000D3A1948AB"; // Subscription Manager role
        roleId = roleId.toLowerCase();
        // Get all the roles of the Logged in User.
        
        for (var i = 0; i < currentUserRoles.length; i++) {
            var userRoleId = currentUserRoles[i];
            if (userRoleId == roleId) {
                // Return true if the Role matches
                return true;
            }
        }
        return false;
    }
    
};

Refer this post which discusses a simple JavaScript function to use in order to check if the logged in User has a certain security role or not – https://medium.com/capgemini-microsoft-team/dynamics-365-v9-verify-logged-in-user-security-role-using-typescript-2de52f2ef04e

Explanation

  1. Hard-code the GUID of the Security Role which you are looking to check.
  2. Then read all the Security Roles assigned to the user.
  3. Once the Security Roles are found in the logged in User’s Security Role, return true. Else, return false.

Ribbon Button – Enable Rule

Let’s see how the button customization will look like in XrmToolBox’s Ribbon Customization –

  1. In Ribbon Workbench, you need to add a CustomRule under Enable Rules for the Ribbon button.

  2. Then, it asks for the JavaScript function (mention the function which returns a simple true or false based on above steps). and then mention the library –
    Also, pass the context PrimaryControl and using the same, pick the Security Roles of the logged in user as mentioned in the JS code explanation above.
    I’m naming my Enable Rule as SecurityRoleCheck.

    Now, the CustomRule I’ve applied will call the JS function and is expected to receive either a true or a false based on the code. If false – the button will not be enabled, if true – the button will be enabled.


  3. Now, make sure you add this Enable Rule to the Command (which is in-turn attached to the Ribbon Button itself)

Hope this was helpful. Here are some more XrmTool / Ribbon Button customization related posts you might find helpful –

  1. Ribbon button visibility based on a field value in Dynamics 365 | Ribbon Workbench
  2. Get GUID of the current View in Dynamics 365 CRM JS from ribbon button | Ribbon Workbench
  3. Pass Execution Context to JS Script function as a parameter from a Ribbon button in Dynamics 365 | Ribbon Workbench
  4. Pass selected rows’ GUIDs to ribbon button in D365 | Ribbon Workbench
  5. Debug Ribbon button customization using Command Checker in Dynamics 365 CE Unified Interface
  6. Show Ribbon button only on record selection in Dynamics CRM
  7. Hide Custom Ribbon Button [Easy Way] – Ribbon Workbench
  8. Enable Flow button on D365 Ribbon
  9. [SOLVED] Navigating URL from Ribbon’s custom button in Dynamics for Phones app
  10. Fix Ribbon icons on the Unified Interface in D365 CE
  11. Connecting XrmToolBox to an MFA enabled Dynamics 365 environment | Azure AD
  12. Find deprecated JS code used in your Dynamics 365 environment | Dynamics 365 v9 JS Validator tool | XrmToolBox

Thank you!!

Ribbon button visibility based on a field value in Dynamics 365 | Ribbon Workbench

Most times, requirement is as simple as being able to show or hide a ribbon button based on a value of the field on the record.

Scenario

Let’s consider this scenario, a button on Lead entity called as “Evaluate” exists. It should be only visible if the Lead Source (OptionSet) is set to Partner.


And the button should be hidden if the condition is not satisfied.

Enable Rule based on Value

Now, let’s see how we achieve this –

  1. In Ribbon Workbench, in your Command which is tied to the button, you need to add a Display Rule.

  2. In the Display Rule, you’ll need to select ValueRule.

  3. In the value Rule, you’ll need to specify the field name and the value to consider.
    So here, the field I want to consider is “leadsourcecode” i.e. “Lead Source” field on the Lead entity and 4 is the value of the Partner option.


  4. and finally make sure your Display Rule is correctly tied to the Command on the button (And yes, the Command should also be tied to the Button itself.)

  5. And finally Publish your changes.

Execution

Now, when the Lead has value as Partner, the button will be visible

And when the value is something else, it will be hidden once the record is saved.

Note: In this case if your condition is based on multiple values, consider adding more Display Rules and patch them together using OrRule as one Rule will cater to only 1 value.

Hope this helps!

Here are some more Ribbon Workbench related posts you might want to check out –

  1. Get GUID of the current View in Dynamics 365 CRM JS from ribbon button | Ribbon Workbench
  2. Pass Execution Context to JS Script function as a parameter from a Ribbon button in Dynamics 365 | Ribbon Workbench
  3. Pass selected rows’ GUIDs to ribbon button in D365 | Ribbon Workbench
  4. Debug Ribbon button customization using Command Checker in Dynamics 365 CE Unified Interface
  5. Show Ribbon button only on record selection in Dynamics CRM
  6. Hide Custom Ribbon Button [Easy Way] – Ribbon Workbench
  7. Enable Flow button on D365 Ribbon
  8. [SOLVED] Navigating URL from Ribbon’s custom button in Dynamics for Phones app
  9. Create a New Record button for Activity Type entity using Ribbon Workbench: D365
  10. D365 Ribbon Button shortcut to open a Document in SharePoint Online

Thank you!!