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How to use the Owner

Posted on 15 Nov 2024 14:59:48 by 2

Hey,

I'm new to Power Apps and am currently working on my first small app, an approval app. I discovered that RBAC (Role-Based Access Control) is already built into Power Platform, but I'm not entirely clear on how to use it.

My app receives invoices, which are stored in a Dataverse table and need to be approved. Each invoice has a designated approver, identified through a Power Automate flow. Only the assigned approver or an admin should be able to approve each invoice.

I thought about using the "owner" field to restrict approval access, ensuring only the designated person can approve the invoice. However, I'm unsure if this is the right approach or if I should instead create a dedicated "approver" column for this purpose.

 

Any thoughts? 

  • Daniel Winter Profile Picture
    Daniel Winter 2 on 26 Nov 2024 at 14:57:10
    How to use the Owner
    Thanks for your support. I have built a canvas app. For now I'm not using the owner etc but rather have a dedicated table that holds the users and I'm using the User() within the canvas app to filter out respective invioces
  • Suggested answer
    Fubar Profile Picture
    Fubar 7,552 on 20 Nov 2024 at 03:03:26
    How to use the Owner
    The Owner works in conjunction with the Security Role Privileges for each Table.
    Its not simple to explain fully, but an Owner can be a User or a Team (that has security role privileges that allow it to own the record).
    User's and Teams have a Business Unit.
    Each Table that was defined as Organization, cannot be owned and the Security Role privilege will only have the None/Full option.
    Each Table that was defined as User or Team, has 5 levels for each of the Security Role Priviles (none, user, BU, BU and below, Organization/full)
     
    Think of Business Units (BU) as an Organization Hierarchy, when an owner is set or changed for a record the record essentially becomes part of that user/teams BU (i.e. can move within the hierarchy) - then what the user can do depends on their levels of privileges. 
     
    It depends on what you need things to be and how complicated your system is as to what you need e.g. you could give a user or team update privilleges to their Secuitiy Role, and then have a Column Level Security Profile for a specific field so that only those uses with the Profile can update the field. Or you could build a separate approval process using related records, or use an Approval process in Flow.
     
  • truc binh Profile Picture
    truc binh 17 on 20 Nov 2024 at 02:47:16
    How to use the Owner
  • Mark Nanneman Profile Picture
    Mark Nanneman 324 on 20 Nov 2024 at 02:10:11
    How to use the Owner
    Do you know if you're going to be building a Canvas App or Model-Driven App?

    IMO it's best to try and do things in a Model-Driven App first--they're quicker and easier to spin up and maintain.

    If you go with a Model-Driven App you can limit it to only "My Active Records" type views so that the user only sees records they own.  You see these on the default tables like "Contacts" and "Accounts".  These views are filtered on "Owner" = "Current User".  And of course, you can make your own views with these filters on any table.




    There's also a built-in "Assign" button in Model-Driven Apps to let you assign a record (or even a batch selection) to another user/team.  This is great for managers/admins.  This OOTB feature would be an arguement against using a custom "Approver" column.






    Of course, if you use a Canvas App you can still limit the user to only records assigned to them by writing the filter formula that way, or using a saved view that already filters on the owner column to do so.



    If this helped you, please click "Does this answer your question" and give it a like to help others in the community (+ close the ticket)!

    Power Platform Developer | LinkedIn: Mark Nanneman | Blog: Power Stuff  | YouTube: Mark's Power Stuff  | Buy me a coffee


     

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