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Show Records for a security role in View Based on Dropdown selection

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Posted on by bstroescu

Hello,

I have a model driven app where I am looking to make a "Coordinator" security role that sees records in a table based on the selected value in a lookup. The lookup is called "Operating Area" and is a custom table.

Each coordinator is assigned to only one Operating Area and they will be able to see and update records that have only their own Operating Area assigned to them.

I also have other security roles like Admin where they can see all the records regardless of the Operating Area in the dropdown so I don't want to hide it for those users.

For example:

Coordinator John belongs to Operating Area A. There are 5 records with Operating Area A selected. John didn't create the 5 records with Operating Area A selected. He can only see those 5 records with Operating Area A selected.

Coordinator Mike belongs to Operating Area B. There are 3 records with Operating Area B selected. Mike didn't create the 3 records with Operating Area A selected. He can only see those 3 records with Operating Area A selected.

Admin Julie can see records with both Operating Area A and B, in total 8 records.

I already have the Admin role created which is simple, but looking for ideas how to incorporate the Coordinator role now.

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Microsoft Dataverse with Power Apps

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @bstroescu ,

To accomplish this type of security control you would want to look at Access Teams. Access Teams allow you to create Access Team templates that define the security for the table and you assign this template to the user and the record in the table. This can be automated through workflow and Power Automate. Example is if the record itself is in Operating Area A then you can assign John to the record with "update" capabilities in the Access Team template.

https://learn.microsoft.com/en-us/dynamics365/mixed-reality/guides/admin-access-teams

https://www.azamba.com/2018/02/15/how-to-enable-access-teams-in-microsoft-dynamics-365-for-sales-crm-share-records/

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AQattorah 7 on at

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Hi @bstroescu,

I'm facing the same issue and I can't figure out any solutions so far. I hope you found some and it will be much appreciated if you can share it with me.

Thanks in advance!

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thomasfnorthrup 252 on at

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Hi, Thanks for reaching out.
Another way to think of this is to create your business unit structure as the operating areas. That is if this works across the apps intended use. That way users placed in Operating Area / Business Unit A can have security roles set to allow them read access to only their business unit. And then for other tables you can ignore business unit on privileges if they don't apply.

Hope this helps, please mark as an answer or give a kudo if it did.
Tom

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bstroescu on at

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Hello @thomasfnorthrup and @AQattorah,

Apologies for the delayed response.

I did exactly what @thomasfnorthrup suggested and it works exactly how I wanted.

You have to configure a few things beforehand however:
- in Admin Center>[yourEnvironment]>Settings>Product>Features, turn on "Record ownership across Business Units"
This allowed me to be able to use Power Automate to assign the "Owning Business Unit" of the record to the corresponding Operating Area selected upon creation.
The field in Power Automate didn't show for me just from having the setting in the Admin Center on so I installed this solution "Organization Settings Editor (Dynamics 365)" then looked for the
RecomputeOwnershipAcrossBusinessUnits setting set to true.

- create the security role with Business Unit permissions, not organization.

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