Change ownership of child records based on parent record automatically

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Posted on by EBMRay

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Hello,
I would like to know if the relationship behavior can achieve the below:

If a parent record owner is owner A, then all child records associated with the parent should be owned by owner A. So it inherits the owner assigned of the parent record automatically even if the records were created by different owner.

The scenario I am doing is:

The parent record is created by me, as owner B, when I change the parent record ownership to Owner A, I don't want to manually change the related child records to Owner A as it should automatically change the assigned user to Owner A.

In order to accomplish the above, what is the best approach? Can you provide an example?

Any help is greatly appreciated.

Best regards,
EBMRay

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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 @Julien2 ,

You can setup cascading rules to do this for you. Multiple cascading rules can be setup for different functions. https://joegill.com/the-implications-of-cascading-ownership/

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Fubar 8,346 Super User 2025 Season 2 on at

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A relationship Cascade Rule will cover the scenario where the Parent record is assigned to an owner it will cascade that new owner down to the Child records that exist when the assignment of the owner occurs.

What it will not do is set the Owner on a Child record when the child record is created - for this scenario you will need to use a Workflow, Flow, or write a Plugin to trigger on create of the child record and change the Owner to that of the Parent record.

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EBMRay 1,710 on at

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Hello @Fubar and @dpoggemann ,

The cascading rules work as needed in respect of creating first the parent record, changing the owner, and creating child records. However, if you create another child record with a different owner than the parent record, it is not automatically inherited.

It seems that one will require custom logic to handle it. I believe it will be hectic because take an example of having an employee table where you have multiple child tables associated with this table. So we would need plugins/workflow for each table to assign the records to the employee since the HR will be creating the records, otherwise the HR will be required manually assigning the records to each employee.

If I have 30 tables associated with the employee table and HR is creating the records for that employee and the employee should have visibility on his record it is needed to create 30 worfklows or plugin to achieve it.

Is there another alternative you could suggest?

Thank you,
Julien

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @Julien2 ,

Are many of these tables setup as "referential" relationships vs. "parental"? If it is true parental relationship then the owner of the parent record will have ability to view / edit etc. the child record by default even if they don't own the record. If this is a referential relationship then this is not the case.

If referential relationship then yes you would have to have another process that handles this to provide the visibility to the owner of the lookup record to view / manage these records. One idea here would be to leverage Access Teams if you don't want to change the actual owner of the related records but provide the ability of the user to view the records. This would be a setup of multiple access teams and real-time workflows that would add / remove the users from these records so not sure that would meet your needs.

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