How to make sections (or fields) of a Entity Main Form only visible (or editable) for specific users (or specific security roles)

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Posted on by Arioule

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Hi,

I have created a Entity Main Form with 3 different sections : Employee, HR and IT sections.
I have also created a Business Process Flow associated to my Entity with 3 Stages that will help to gradually fill in the form.
I would like first the employee to fill in the Employee Section, then HR to fill in its dedicated section and finally IT to complete the form through the implemented Business Process Flow.

Also, I would like the Employee, HR and IT to be the only ones to be able to see (or to edit) their dedicated section.

How can I achieve this ?

Thanks,

Arioule

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Microsoft Dataverse with Power Apps

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Hamish Sheild 3,005 Most Valuable Professional on at

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Hi @Arioule

There are multiple ways you could achieve this but what I would do is create a different form for each of the different user roles and assign security roles to those forms. That way, when a user with a particular role opens the record they only see the form that is relevant to them. If you keep it as one form like you have at the moment then you are going to need JavaScript and some custom logic to show and hide the sections based on some parameter of the user. I would avoid this.

As for the business process flow. A user can either see the entire business process flow or not see it. You can't hide sections of a business process flow. What you could do is use Field Security to hide the details of fields that each role should not see, but this is a lot of work and maintenance. If you went with the 1 form per user role then I question the need to have a business process flow. Business process flows are designed to guide a user through the steps of a process whereas in your situation each user is just doing 1 part of the process and sounds like they do not need to know about the other steps.

Hope this helps

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Arioule 156 on at

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Thanks a lot for your help

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