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Hi everyone 🙋
I'm new working with Dataverse in a canvas Power App, and I have a question regarding the User system table.
User
I assumed this table would include all users from my company's tenant, but when querying it from Power Apps, I can only see a limited number of users. Many others that I know exist in the organization don’t show up at all — even when I search by name or email.
Is this expected behavior? Is there a reason why certain users aren’t listed in the User table? Is there a way to include or enable them so they appear there?
My end goal is to allow the app user to select people from the company and store them in a custom Dataverse table. I'm unsure if I should use a Lookup field to User, or if it would be better to store the person's name and email as plain text.
I also want to make sure that, if the selected user ever leaves the company and is removed from the directory, the app can still show their name properly (for example, in historical records or signed documents).
Any clarification or advice would be greatly appreciated.
Thanks in advance.
Hi, thanks a lot for your response! In my case, the user who operates the Power App needs to search and select any person from the company, and I have no way of knowing in advance who that might be. That’s why I wanted to ensure they could search across the entire tenant directory.
I'm currently doing this using the Office365Users.SearchUserV2() connector, which works well. However, my original idea was to store the selected person in a Lookup column pointing to the User table, so I could leverage relationships and consistency within Dataverse.
That leads me to two follow-up questions: 1) If I store a user in the User table (lookup) and that user later leaves the company or is deactivated, will I still be able to retrieve and display their name? 2) Would storing the user as plain text (DisplayName and Email) be a more future-proof approach in these cases?
Thanks again for your reply! It helped, but I’d appreciate a bit more detail given the nuances of this scenario.
Hi, thanks again for your reply @MS.Ragavendar
I’ve done a bit more research in the official documentation and confirmed that the User table (systemuser) does not include all tenant users, but only those who have access to the Dataverse environment. This seems to be related to the origins of Dataverse within Microsoft’s CRM (Customer Relationship Management) ecosystem, which explains why many system tables — including User — are designed to store only users who are active on the platform (have assigned roles or have accessed the environment).
systemuser
I tried to implement what you suggested by creating a Power Automate flow to sync users from the directory, but I ran into a significant limitation: I couldn’t find any action in the Microsoft Entra ID or Office365Users connectors that allows listing all tenant users.
Do you have any alternative suggestions to perform this kind of sync? Have you implemented a working flow for this scenario, or would you be able to share an example, a screenshot, or any details about how you did it?
I’d really appreciate any additional guidance.
In my case with respect to earlier engagement, the sync activity which is done by the Azure AD team they get the all users from Microsoft Entra ID table and copy to the users table accordingly.
You don't need to find Entra ID action in the flow, in the dataverse can you able to see (as below).
From this table only we have performed the batch job for sync the data to the users table.
Note : Instead of User Table you can also create a custom table and perform the sync too.
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