How is User table generated in Dataverse?

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Posted on by VilPel

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Hello Power Users,

I have a few questions regarding the Dataverse database. As far as I know, Dataverse is using a common data model to create default tables in my environment and one of them is the Users table as shown below.

How is this table generated? Does the table only list only the active users in my organization depending on what licenses they have?

Also, some of these rows are listed in the table. What is the meaning of these # "Users"?

Thank you in advance,

Ville

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Microsoft Dataverse with Power Apps

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cchannon 4,702 Moderator on at

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The systemuser table contains every user that has ever held a license to this org, whether active or not. This way, if a license-holding user owns a record, then you take away their license, the user record still exists and still owns the record, even if the actual person cannot log in to the system any more.

The user table is pre-populated by D365 when you create an org with all the licensed users in the security group you choose when creating, so when you select a security group during creation it just adds them all instead of asking you to add them manually.

The user names with # signs are system user records of some kind, specific to the D365 solutions you can add to your Dataverse Db. I believe MSFT uses them as contextually-relevant service accounts, much like SYSTEM so that their solutions can take administrative actions such as updating records with a user name that makes sense to end users (i.e. my sales Opportunity probability was updated to 70% by #EnterpriseSales).

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Fubar 8,344 Super User 2025 Season 2 on at

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If when you create your Dataverse Instance you do not assign a Security Group, then all licenced users plus some additional users such as Office 365 Global Admins (and some default system users) will sync down to the instance. If when you create your Dataverse Instance you do assign a security group, then rather than all the users only those that belong to the Security Group will sync down to the instance along with the Global Admins and default users etc.

Also, if you don't assign a Security Group when you create the instance but assign a Security Group to your instance later, those users that are not in the Security Group will become deactivated in the instance.

The '#' actually means that the user does not have a first name. Some will be 'Application users" typically used for some type of integration (there are a number of ones installed by Microsoft, but you can create your own also), others can be normal users where someone did not set the first name in the users Office 365 /Azure AD user profile

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KoenL 7 on at

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Thanks for the info mentioned above.

Some things that are not quite clear to me:
- users with a O365 licence (not a Power Apps licence), that are in the righ security group, are not being synced to the systemuser table
- what's the sync frequency?

At the moment is seems that we need to manually add Users through the PP admin portal for a certain environment. This is ok for testing purposes, but not a feasible solution for production where we need to set up a centralized user management through AD/O365.

Any help would be greatly appreciated.

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Ram Prakash Duraisamy 5,593 Super User 2025 Season 2 on at

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Hello @KoenL

As per OOB Behavior when ever you add PowerApps license to the user that will sync in 10 min Max.

The Second Screenshot which you have shared is for Dataverse App users etc.

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swapnilkaware 35 on at

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Hello
Actually the user does not have a first name. Some will be 'Application users" typically used for some type of integration (there are a number of ones installed by Microsoft, but you can create your own also), others can be normal users where someone did not set the first name in the users Office 365 /Azure AD user profile

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Gyllentid 894 on at

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@cchannon are you sure every user is listed? Our systemuser table contains 119 rows but in azure ad we have over 250 distinct users. Or am I misunderstanding you somewhere...

I tried creating an azure user and checking if they showed up in this table a day after, and no they hasn't. I wonder so how it's being populated.

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cchannon 4,702 Moderator on at

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Every licensed user.

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Gyllentid 894 on at

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@cchannon Here is a licensed user I created in Azure ad. It is not listed in the systemuser table in dataverse. Is it some other kind of license you mean?

Licensed users in azure is still many more than listed in systemuser for us.

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cchannon 4,702 Moderator on at

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They need to be licensed for power Platform somehow. There are many licenses that might do this, depending on what you've bought from MSFT.

Also, if there is a Security Group associated with the Environment, that will trim the list of users you see.

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