Power Apps

authority to change status field

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Posted on by CU10061210-0

Releases statuses and stages:
- 1. Requested -> Everything can be changed on release level, like dates.
- 2. Planned -> Only ADMIN is authorized to put it from 2 (Planned) to 1 (Requested)
- 3. In progress -> Only ADMIN is authorized to put it to this stage
- 4. Completed > Only ADMIN is authorized to put it to this stage
Authorizations on the release statuses:
- In status 1. Requested, it is possible to update all fields by everyone who has access to the release. In other statuses, all fields are 'read only'.
- Only ADMIN has the possibility to change the status of a release. The following changes are possible:
  - 1. Requested -> 2. Planned
  - 2. Planned -> 1. Requested
  - 2. Planned -> 3. In Progress
  - 3. In Progress -> 4. Completed

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Microsoft Dataverse with Power Apps

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1. Status Reason Transitions (restrict which transitions are allowed)

Dataverse supports defining status reason transitions — this restricts which status values a record can move to from a given state. For example, you can configure it so that from "Planned" the only valid transitions are to "Requested" or "In Progress".

2. Column-Level Security (lock the status field for non-admins)

Per Column-level security – Microsoft Learn: enable field-level security on the status column, create a Field Security Profile for admins with Read + Update access, and assign all other users to a profile with Read-only access on that field.

3. Business Rules (make fields read-only based on status)

Use Power Apps Business Rules to lock fields when status is not "Requested": set the condition to Status != Requested and the action to set all other fields to Locked (read-only).

Recommended architecture

Requirement	Tool
Restrict which status transitions are valid	Status Reason Transitions
Only ADMIN can change status	Field Security Profile (column-level security)
All fields read-only in non-Requested status	Business Rules

References

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WarrenBelz 155,638 Most Valuable Professional on at

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Hi @CU10061210-0,

You can control this in Power Apps by controlling what the user can do. Firstly you would create a Boolean Variable varAdmin, which would be either true or false (you did not state the rules here, but I can assist if required).

Then the DisplayMode of all the Data Cards needing restriction would be: -
If( varAdmin || ThisItem.Status.Value = "Requested", Parent.DisplayMode, DisplayMode.View )

I am assuming that Status is a Choice coilumn - if not you do not need .Value

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Vish WR 3,507 on at

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@CU10061210-0

@CU10061210-0

In-app, use the DisplayMode pattern — set a varAdmin boolean, then on each card that needs locking:

If(

varAdmin || ThisItem.Status.Value = "Requested",

Parent.DisplayMode,

DisplayMode.View

)

That handles the form, but on its own it's just UX, not real security. Pair it with column-level security on the status field (admins get Read + Update, everyone else Read-only) so it's enforced at the data layer too.

For the allowed transitions, drive your status dropdown's Items dynamically off the current status and varAdmin, so users only ever see the valid next steps.

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