Assign new record to a team automatically

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Posted on by Community Power Pla... Microsoft Employee

Hello

I am using a Canvas app connected to a table in the Dataverse.

When my users add new records, the Owner field shows their name.

I'd like the Owner field to be a team. The goal is that if people change from a business unit to another, the records stay in a team.

I know there are Owner/Access/AAD/O365 teams that exist but I'm not sure how this fits with my requirements.

Any help is appreciated! Thanks!

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Microsoft Dataverse with Power Apps

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Prakash4691 1,332 on at

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@Anonymous ,

Using power automate create automatic flow, that triggers when new record gets created. Update owner to a team.

Even if user moves from one business unit to another still that record belongs to team not to a user. Whoever part of that team will have access to that record based on security role.

If it answers your question, give kudo and mark it as solution.

Regards,
Prakash

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Community Power Pla... Microsoft Employee on at

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Sure but I would need the flow to be able to determine that User X belongs in Team X dynamically. How can I do that?

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Prakash4691 1,332 on at

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@Anonymous ,

Do you want to find user's team or want to associate user to a team?

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Community Power Pla... Microsoft Employee on at

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Let's say User A is part of Team A, then I want the Flow to change the ownership of the record to Team A.
If User B, who is part of Team B adds a record, then the Flow would have have to change the ownership of the record to Team B.
In other word, it should be able to detect the Team the user is in and change the ownership of the record to that Team right away.

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Prakash4691 1,332 on at

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@Anonymous ,

In power automate use list rows action of dataverse for Teams table. Generate fetch xml from advanced find. Attached screenshot below.

Remove uiname, uitype and in value pass dynamic "Owning User (Value)" is nothing but unique identifier which you get from trigger stage of the flow(create of record). Set Row count to 1 in list rows action, hoping user belongs to one team. If not loop and get the required team.

In select columns include team id and add another action to update owner of the record.

If you are not familiar with using fetch xml in power automate. Please find below link
https://carldesouza.com/use-fetchxml-the-in-power-automate-cds-connector-for-list-records/

If it answers your question, please mark it as solution.

Regards,
Prakash

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