Set visibility of records between business units based on the value of a field

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Posted on by Gprior

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Hi,

I developed a model-driven power app that is to be used by several offices, in each record you define which product is involved, each office has to see its own records. To do this I used parallel business units. Now however I would need to make the visibility matrix driven, let me explain.

When I create a new record, I define which product I am doing it for.
There are business units for products A, B and C. Then there are the business units by geographical area North, Centre, South. Is it possible to make it so that if a user from business unit North creates a record for product A, then the manager of business unit A can also see that record?

Thank you very much for any help.

Giovanni

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Connecting to Data

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MichaelFP 1,831 Super User 2025 Season 1 on at

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Set visibility of records between business units based on the value of a field

To have the outcome that you expected you will must need to use the share record feature, you can share the record for a team or specific user. You have to options on that. You can create an plugin that will share the record based on the product on the creation process or create a power automate every time that the record is create you will share the record.

For the power automate you will need to use unbound action "Share record"
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Giraldoj 561 Super User 2025 Season 1 on at

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Set visibility of records between business units based on the value of a field

Hi,

To achieve the visibility matrix you need, you can set up a Power Automate flow. Keep the current ownership of the records based on who creates them, and use the flow to share the records with the relevant business units based on the product.

Create a Power Automate flow that triggers when a new record is created. Use a switch action to decide which team or business unit to share the record with. This can be achieved using the Dataverse unbound action.

Here’s an example of what the flow might look like:

Trigger: When a new record is created.

Switch Action: Evaluate the product type and geographical business unit.

Action: Use the Dataverse unbound action to share the record with the relevant product manager.

For instance, if a user from the North business unit creates a record for Product A, the flow will share the record with the manager of the business unit responsible for Product A.

You can find more information on how to implement this using the Dataverse unbound action in this article.