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Create joint view of records made by external users of same organization

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Posted on by mvdb

I have a portal where external users can create, view and edit their own records. Now I want a secundary view where the external users can view all of the records of the external users related to their organisation.

I added a field 'organisation' to combine the records at the 'contact'-level, but it doesn't seem to work. Should I add a field to my records-entity (that contains the organization) and fill it with a script, but than the script would have to know to which organisation a contact-user belongs. How can I best address this problem? Thank you.

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Power Apps portals

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oliver.rodrigues 9,368 Most Valuable Professional on at

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Hi, is your "Organisation" represented by the Account table?

and if yes, are you using the OOB relationship "Parent Customer" to assign an Organisation to a Contact record?

if yes to all above, you can resolve this issue with Entity Permissions + Web Roles.

Create an additional Entity Permission and a new Web Role, set the entity permission scope to Account and point to your Organisation relationship. Assign the new permission to a new Web Role (a new Web Role might be required so it won't conflict to the existing one).. also you probably want only a certain group of users to have the "extra" access, so you might have to work a process/workflow to assign the Web Role to specific users

hope this makes sense

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mvdb 64 on at

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Thank you for answering @OliverRodrigues
My external users are by default saved as a contact in the Contact-table, the users that are connected to the records created by these external users is 'SYSTEM' by default for ALL external users. So the answer to your first question is unfortunately: No.

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Fubar 8,338 Super User 2025 Season 2 on at

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You can use Metadata on the forms (its a related entity to the Entity Form etc) to save the portal user (contact) and their account.

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oliver.rodrigues 9,368 Most Valuable Professional on at

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please take a look at this video: https://www.youtube.com/watch?v=R_l_AXBJjxo

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