How to Display the ‘+New’ Quote Button Only for System Administrators Using JavaScript and Ribbon Workbench in Dynamics 365 CRM

Uploading and managing quotes efficiently is crucial for Dynamics 365 CRM users. However, sometimes you may want to restrict certain buttons, such as the ‘+New’ Quote button, to only users with specific roles, like the “System Administrator.” In this guide, I’ll walk you through how to achieve this by leveraging JavaScript and the Ribbon Workbench tool in Dynamics 365.

This method allows administrators to control button visibility based on user roles, ensuring that only users with the correct permissions can access sensitive functionality.

The Use-Case: Restricting Access to the ‘+New’ Quote Button for Non-Administrators.

Imagine a scenario where your organization needs to ensure that only users with a “System Administrator” role can create new quotes in Dynamics 365. This is crucial for maintaining control over who can initiate important processes within your CRM system. Using JavaScript and Ribbon Workbench, you can easily customize the UI to hide the ‘+New’ Quote button for non-administrators. Here’s how this use case can be implemented:

In this scenario, your team wants to ensure that only system administrators have access to the “+New” button for creating quotes in the system. For non-administrators, the button will be hidden from both the homepage subgrid and the main quote tab to prevent unauthorized users from creating quotes.

By using the Ribbon Workbench tool, a custom JavaScript function is created to check if a user has the “System Administrator” role. If they do, the “+New” button remains visible, and they can create a new quote. For all other users, the button is hidden.

Key Components of the Solution

1. Ribbon Workbench:

The Ribbon Workbench tool allows you to customize the Dynamics 365 ribbon, enabling you to create custom buttons and define their visibility and actions. It is used to create the new custom “+New” Quote button, which replaces the default button while maintaining system integrity.

2. JavaScript Customization: 

Custom JavaScript is used to manage role-based access for the “+New” Quote button. The script checks the user’s role within Dynamics 365 to ensure that only users with the “System Administrator” role can view and use the button. This helps enforce security and restricts unauthorized users from creating new quotes.

3. Enable Rule for Button Visibility: 

 An Enable Rule is set to control the visibility of the custom “+New” Quote button based on the user’s role. It ensures that only users with the “System Administrator” role can see and use the button, while hiding it for other users.

4. Custom Button Action (Command):

The command linked to the custom “+New” button triggers a custom action (JavaScript function) to open the quote form. This ensures that the action associated with the button aligns with the business needs and provides a seamless user experience for administrators.

Step-by-Step Process

Sign in to Dynamics 365 using your URL, such as abc.dynamics.com, and enter your credentials or login to make.powerapps.com

Create a solution and add the web resource.

Once it’s done login to ribbon workbench from XRM toolbox and connect to your organization.

After logging in, it is recommended to create a new solution for Ribbon Workbench in Dynamics 365. Ensure that no forms, views, charts, or other entities are included, as Ribbon Workbench may fail to upload the solution with excessive data. Only include the Quote entity with no additional dependencies.

Ensure the existing +New Quote button is hidden, as modifying Microsoft-standard buttons is not recommended. Instead, create a new custom button and implement the functionality for creating a new quote Form using custom JavaScript. I have provided the code for this functionality as well.

Ensure that the existing +New button for quote would be hidden from the homepage Subgrid and the quotes main tab.

Next step would be to create a enable rule. Enable rule is used to control the visibility and availability of a button or command of the button. Name the id of your choice but make sure to add the suffix Enable Rule. Here, un-customised is set to False.

By setting isCore (or Un customized) to false, you’re indicating that the button or element is a custom component, not part of the out-of-the-box (core) solution provided by Microsoft. This helps differentiate custom actions from the default ones in the system.

Below is the code for the new quote form create and user role-based code.

Make sure to select the Function name properly.

After setting the enable rule, go to the Commands section in Ribbon Workbench and rename the command. A command defines the action triggered by a button click. Since this is a new button, you’ll need to add the custom form opening code. Below is the function for creating the form.

Final Steps:

Once the command is added, don’t forget to add the Enable rule that you have created above.

Once the command is added, make sure to add all the rules we wrote into the custom button. The image also needs to be added so that the icon can be visible. My custom +New icon looks like this.

Testing:

Once everything is done, make sure Publish the changes. You can now try to log in from the user that has no System administrator role. Once logged in, you can see that button is not visible. Button will be only visible to user that have system Administrator role.

User having no System Administrator role. You can see below that there’s no +New button displayed.

To conclude, by following this guide, you can efficiently control the visibility of the ‘+New’ Quote button in Dynamics 365 CRM, making it accessible only to users with the “System Administrator” role. This ensures better control over who can create quotes in the system while maintaining the flexibility of user roles.

We hope you found this blog useful, and if you would like to discuss anything, you can reach out to us at transform@cloudfonts.com.