Team level security on column (lookup?)

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Posted on by mrstian89

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Hi!
I am creating an app to keep track of equipment for different locations in the company and I need some help.

In my company the best way to group the right people together is with a teams (from a security group which one can request access to from a known system). Business Units are a bad idea at the moment for us.

I currently only have one Dataverse table.
I have a column named "Location". This is the one I want to add security to, and make sure only the right team has access to edit this data.

I briefly had a look at another app inside the company, which does something similar.

That app had a separate table called "Location".

Inside that table it was one text column (name) and one LookUp column called "Maintainer team".

I figure there is a lookup column or something in the main table pointing to this "location-table".

Any suggestions on how I can replicate something similar?

1. Someone form a team adds data.

2. I want to set this team as the owner of the location column.

Hopefully this is understandable! 🙂

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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 @mrstian89

I read through your request a few times and want to make sure I understand the business need here.

The field "Location" in your one table, what type of field is this? Do you currently have it as a Choice column? Are you trying to stop the user from changing this field to a different location on your table?

Couple approaches based on the answer to above...

Location Table

You can create a Location table like you saw in the other app (or if in same Dataverse environment use this table if same information) and then setup the table you have now with a Lookup column to this Location table. Add the columns you want around the location to the location table and set the Owner to the team that can maintain. The team would of course have the role with security setup to be able to create, update, etc. All other users would have a role that allows them to View but not maintain the location.

Lock down ability to change Location on your table

If you are trying to lock down users from changing the Location on your one table but have the ability to change other fields then you would be looking at "Field Level Security" to control this. https://docs.microsoft.com/en-us/power-platform/admin/field-level-security

Hope this helps. Please let me know if I am not understanding your question.

Please accept if answers your question or Like if helps in any way.

Thanks much,

Drew

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Ram Prakash Duraisamy 5,877 Super User 2026 Season 1 on at

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Hello @mrstian89,

Creating a Field Level Security will solve your issue.

Go to https://make.powerapps.com ---> Click on Gear Icon at the top --> Click Advance Settings --> Click Security --> Click Field Level Security --> Click New and Save the Record --> Then Click Teams as highlighted below

Then Add the Team if you want to Provide. Once Added Click Field Permissions and select the Respective Field and provide respective access for the team.

Note:

if the field is not visible here., go to https://make.powerapps.com --> Click Dataverse --> Click Tables --> Open the Location Field in which table it is available then Click Enable FIELD LEVEL Security --> then Save and Publish.

Please mark as Answer if it is helpful and provide Kudos

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mrstian89 319 on at

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Thank you for your response! I will try to specify!

I want the following security groups / roles for each location:
Location 1 - Read data (not loan or edit anything)
Location 1 - Loan/return role (write to the table when doing so, but not have access to edit items)
Location 1- Add and edit equipment, including the above
Location 1 - Administrator - All of the above + access to admin panel to add item categories / locations / etc.
Location 2 - Same as the above, but not allowed to do anything with location 1 (except maybe read data).
Test / Sandbox - Give groups access to everything besides the admin panel for testing.

I have one table which separates datatype with the following columns:
Location
Datatype
ItemNo
Example (all in the same table):
DIFFERENT ITEMS: Location 1 - Equipment - 1 - Headset... Location 1 - Equipment - 2 - Laptop.... Location 2 - Equipment - 1 - TV..... Sandbox - Equipment - 1 - TestTest... LOGS FOR THESE ITEMS: Location 1 - Log - 1 - Headset - Loaned.... Location 1 - Log - 1 - Headset - Returned.. Location 1 - Log - 1 - Headset - Repaired... Location 2 - Log - 1 - TV - Loaned ...

Inside the app, you will have a choice of which location you want the app to show data for.
This is a dropdown box which gets its items from this code:
ClearCollect(collectLocation,(Distinct(Filter('Equipment List',DataType = "Location"),Location)));

When the desired Location is chosen, the app will show data only from this location, until you change the location from the dropdown menu.

Each Location have the possibility to have its own categories, departments, etc. These are collected like this:
ClearCollect(collectPossibleDepartment,(Distinct(Filter('Equipment List',DataType = "Department" && Location = myLocation),Department)));

It is by design not possible to change the location for items inside the app.

The Location column is just a normal text column.

Problem 1:
Is it possible to exclude locations you do not have access to from being shown / chosen in the dropdown? That would make things a bit easier?

Problem 2:
How do I make sure that all rows with Location 1 is owned by the Location 1 team? And then a security role with user/team permission will be able to access this data.
This means all data for Location 1: Equipment, logs, categories, departments, etc.

Thank you again for your time! 🙂

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mrstian89 319 on at

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Would this solve my entire scenario, mentioned in my second post of this thread?

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