Provides steps on how to modify the navigation menu to only see what you need.


In Dynamics 365 there are several ways to control what appears in the navigation bar at the top of the screen. This is controlled in the SiteMap file which is not readily available to be modified in the app. Determine which option works best for you.

Option 1:

Use Security Roles in Dynamics 365.

This is the easiest way to control what appears in the navigation. By leveraging the Security Roles in Dynamics 365.  Microsoft has security configured in a way that users who do not have permission to an entity will not see that entity in the navigation and advanced find searches.  To remove security to an entity, follow these steps.

  1. Open the User entity under Dynamics 365 | Settings | Security.
  2. Click Users.
  3. Select the User for whom you wish to modify security.
  4. Click Manage Roles.
  5. Take note of all of the security roles assigned to the user account (Roles that are checked).
  6. Click Cancel.
  7. Open one of the security roles assigned to the user under Settings | Security |Security Roles.
  8. Unmark the Entity you wish to remove from the User.

  1. Repeat steps 7 & 8 for every security role that was assigned to the user.

Note: If a user has multiple security roles, security to a specific entity must be revoked from all the security roles they are assigned. Microsoft will allow permissions if any role that is assigned to a user has permission; it will allow access to the least restrictive permissions.

Option 2:

Use a SiteMap Editor tool.

Our recommended option is to use a SiteMap editor tool.  We recommend the SiteMap Editor that is included in the XRMToolbox. This is a free tool created by CRM developers and MVP’s and shared with the community.  The tool can establish a connection to on-premise  and online environments.

General Steps:

  1. Launch the XRMToolBox.
  2. Create a connection to your Dynamics 365 environment.
  3. Load the Sitemap Editor plugin.
  4. Next load the Sitemap and you should see a view such as the one below.

  1. Navigate to the different groups, areas, and subareas.
  2. Make the necessary changes. You may move things around, add or delete navigation items, rename or change the styling and icons.
  3. Click Update SiteMap to move your changes back into Dynamics 365. This will give you full control over the SiteMap and what users see for their navigation.

Note: When uploading new or updated solutions into Dynamics 365, these changes may be overwritten depending on the options selected when performing the Solution Import.

Option 3:

Using graphical SiteMap designer.

The last option only applies to users using Microsoft Dynamics 365 online using CRM as an App.  Microsoft has created a graphical SiteMap designer to control the looks of the navigation.  Detailed instructions on modifying the Sitemap using this method can be found here.

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