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Assigning security roles in Dataverse not working

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Posted on by Farhanftp

I have created a new dev environment and added users to the environment.

The environment contains 5 custom tables. I have created a security role that provides full read/write/append/delete... access to 2 custom tables and read access to 1. i assigned this security for few of the users, but it is showing we couldn't load your data. When I gave them the admin access, they can view and edit all the data.

Then I created new security role by copying 'basic user' security role and adding the above permissions to custom table. Still no access to data.

Is there anything wrong the way I am assigning security roles?

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Microsoft Dataverse with Power Apps

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MichaelFP 1,847 Super User 2025 Season 2 on at

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It is a model driven or Canvas app?

if your license is Power App Per App you need to share the app for the user be able to view. Which is your license?

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Jonathan Manrique 2,687 on at

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Hi @Farhanftp

For users to access dataverse tables in an environment they need two requirements

1. Power Apps Premium License (this grants you access to use dataverse)

2. Security role (this grants access to the tables and the application)

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pavanmanideep 495 Power Up Champ - 2025 on at

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Hi @Farhanftp

Could you confirm if you have access to any of the tables?

If you were still facing any issue or challenge, please do let me know so that I can try to check for you. Happy to help you further.

Blog: https://ecellorscrm.com

Cheers,
PMDY

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Farhanftp 79 on at

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Hi @Pavan_Mani_Deep , @Michaelfp , @Jmanriquerios ,

I can give you more details about my issue.

I am working on a production type environment in dataverse(But purpose is dev. There will be a separated production environment). Currently I am on a testing phase building canvas applications, flows, tables etc.

My role is a system administration. There are few other users as well in which all have system administrator role. We all can access the tables easily with the current system administrator role.

What I have tried to assign security roles:
I created a new security role with which has full read/write/.. access to two of the custom tables. I didn't changed anything else in this new role, just changed the access level for these two custom roles. When I do like this, I am getting the error that I mentioned in my first question(as in the screenshot).
Then I copied the access privilages of Basic user role, added full read write access to the two custom entities, still facing the same issue.
Please note that I haven't created any business units or teams. I am directly adding the users and assigning them the security role.

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Jonathan Manrique 2,687 on at

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Hi @Farhanftp

Are non-admin users licensed for Power Apps Premium?

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MichaelFP 1,847 Super User 2025 Season 2 on at

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@Farhanftp , when you use System Administrator dataverse automatically give the access to all.

But when you have other roles instead of Sys Admin, the user must have the appropriate license for that. Which license are you using for those users?

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Farhanftp 79 on at

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Hi Both , currently all users including myself does not have the premium license. As I mentioned we are in a dev phase.

But one question, if I require premium license for security roles, it should be the same case for power apps and power automate, right? Because I am using premium dataverse connector in both and still able to test the apps and flows.

In my case, I am going with per app and per flow subscriptions. If I go with that, does that mean I will not be able to assign security roles in dataverse?

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MichaelFP 1,847 Super User 2025 Season 2 on at

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@Farhanftp , in power apps (without Dynamics 365) we have two types of licensing: Power Apps Per App And Per User

Power Apps per App you will able to assign App license to a user by sharing the app with the user.

Power Apps per User is a named licesing, in that case you will assign in Microsoft Entra ID the license for user.

We need to know which type the license are you planning to use, because both have difference with Power Automate, Premium connectors and so on.

But in summary you need to have at least on License assign to the user to the roles make affect.

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Farhanftp 79 on at

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We are planning to go with the per app license. Could you provide how will the affect the security role assignment?

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Jonathan Manrique 2,687 on at

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Hi @Farhanftp

Roles have nothing to do with licenses,
As I mentioned, there are two levels of access, the first is the license that gives you permission or right to use dataverse and power apps, with the license you indicate you will have that access. Then you must configure the security roles according to the security model you need for the CRUD application.

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