Security Roles in DefenseReady Webinar

March 18, 2026 

Security roles are the foundation of secure, efficient, and mission‑aligned operations in DefenseReady. They determine who can access what data, how users interact with records, and how organizations maintain accountability across complex workflows. Well‑designed security roles not only protect sensitive information—they streamline daily operations, reduce risk, and ensure users have exactly the access they need to perform their duties.

This webinar provides a comprehensive walkthrough of how to manage, optimize, and troubleshoot security roles in DefenseReady. The session covers out‑of‑the‑box IaaS roles, best practices for customizing and maintaining roles, access levels and permissions, field‑level security, Org Unit Admin configurations, and common pitfalls to avoid. Attendees gain practical guidance for designing secure, scalable role structures that support mission requirements while maintaining system integrity.                          

Webinar Video

Meeting notes:

• Access Levels and Permissions Overview: Jessica provided a comprehensive explanation of access levels and permissions in Defense Ready, detailing the different access levels (organization, business unit, user) and their implications for users, managers, and system administrators.
  • Access Level Types: Jessica described the four main access levels: Organization (full access to all records), Parent and Child Business Units (access to a user's business unit and subordinate units), Business Unit (access to records in the user's business unit), and User (access to records owned by or shared with the user). She clarified that the highest access level assigned to a user prevails.
  • Privileges Breakdown: Jessica outlined the main privileges—create, read, write, delete, append, append to, assign, and share—explaining their functions and noting that delete is typically reserved for system admins or customizers. She emphasized the importance of understanding append/append to for associating records.
  • Assigning and Sharing Records: Jessica explained the significance of assigning records, especially when users leave the organization, to maintain workflow continuity. She also discussed sharing records to provide access based on security roles.
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• Out-of-the-Box Security Roles: Jessica reviewed the primary out-of-the-box security roles provided by Permuta and Microsoft Dynamics 365, including System Administrator, System Customizer, Manager, Org Unit Admin, and Standard User, highlighting their intended use and scope.
  • Role Descriptions: Jessica described each main role: System Administrator (full permissions), System Customizer (configuration and development without full admin rights), Manager (manages records in specific tables), Org Unit Admin (specialized, limited to assigned org units), and Standard User (basic permissions, quarter-pie access).
  • Role Assignment Recommendations: Jessica recommended limiting the number of System Administrators to one or two per organization to reduce risk, and ensuring all users have at least the Standard User role for proper system functionality.
  • Role Precedence: Jessica clarified that when multiple roles are assigned, the role with the highest permissions takes precedence, and that Standard User is a foundational role required for other roles to function correctly.
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• Org Unit Admin Role Deep Dive: Jessica conducted an in-depth walkthrough of the Org Unit Admin role, explaining its dual requirements (security role and admin team assignment), the plugin-driven team creation, and the granular permissions available for managing records within organizational units.
  • Org Unit Admin Structure: Jessica explained that Org Unit Admins are specialized roles associating users with specific organizational units and functional roles, requiring both the security role and assignment to an admin team for privileges to activate.
  • Admin Team Permissions: Jessica detailed the different admin team permission levels (Admin Team, Admin Team Read Only, Limited Admin Team, Limited Admin Team Read Only), each granting varying degrees of access to org units and sub-orgs.
  • Assignment Process: Jessica demonstrated the process of assigning a user as an Org Unit Admin, including selecting the user, assigning the security role, and configuring the admin team permissions for specific tables such as service files.
  • Resetting Teams and Troubleshooting: Jessica advised that if users cannot see expected records, resetting the teams may resolve the issue, as the plugin can regenerate admin teams and permissions.
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• Custom Security Roles Creation and Management: Jessica guided participants through the process of creating custom security roles, emphasizing best practices such as copying existing roles, minimizing customization, and maintaining thorough documentation for support and troubleshooting.
  • Custom Role Creation Process: Jessica recommended starting with a copy of an out-of-the-box role (e.g., Standard User), making minimal changes, and avoiding building roles from scratch to ensure core system functionality is preserved.
  • Documentation and Support: Jessica stressed the importance of documenting the purpose and scope of each custom role, as Permuta support may be limited if custom roles are not documented or known to their team.
  • Role Updates and System Changes: Jessica warned that modifying Permuta-managed roles directly can result in changes being overwritten during system updates, and advised using custom roles for organization-specific needs.
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• Field Level and Form Security: Jessica explained the use of field-level and form security to restrict access to sensitive data within records, describing the process for enabling field security and assigning permissions through security profiles.
  • Field Security Enablement: Jessica described how to enable field security on specific fields, such as lookups, and assign permissions to security roles or profiles, ensuring only authorized users can read or update sensitive fields.
  • Field Security Profiles: Jessica demonstrated managing field security profiles, where users or teams are assigned specific permissions (read, update, create) for secured fields, and explained how these settings interact with table-level permissions.
  • Form Security: Jessica showed how to restrict access to entire forms, allowing only certain roles (e.g., managers) to view or edit specific forms, further enhancing data protection.
• Best Practices for Testing Security Roles: Jessica outlined a structured approach to testing security roles, recommending the use of development, test, and production environments, and emphasized the importance of documentation and user feedback.
  • Testing Environments: Jessica advised using three separate environments—development for configuration, test for validation with test users, and production for live use—to ensure changes are thoroughly vetted before deployment.
  • Documentation and Checklists: Jessica announced that she would provide example checklists and a role matrix template to help organizations document and track security roles, facilitating smoother transitions and support.
  • User Feedback and Training: Jessica encouraged participants to use the provided survey for feedback and to reach out for additional training or support as needed.
• Resources and Ongoing Support: Jessica concluded by sharing information about available resources, including the Permuta Knowledge Base, training academy, and upcoming documentation, and invited participants to complete a feedback survey.
  • Knowledge Base and Training: Jessica highlighted the Permuta Knowledge Base, which contains user guides and security documentation, and mentioned the Permuta Training Academy's courses on security roles.
  • Documentation Distribution: Jessica stated that she would distribute example checklists and a role matrix template via email to assist organizations in managing and documenting their security roles.
  • Feedback Mechanism: Jessica provided a link to a post-webinar survey for participants to share their feedback and additional questions.

• Post-Training Documentation Distribution: Send example checklists, role matrix template, and relevant documentation to attendees following the webinar. (Jessica)
• Webinar Recording Availability: Post the recording of this webinar to the Permuta Knowledge Base for participant access. (Jessica)
• Participant Feedback Collection: Review completed survey responses from attendees to gather feedback and address any additional questions submitted. (Jessica)
   

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