do access teams get an automatic queue?

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Posted on by halifaxious

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In my model-driven app I have the following 3 4 tables:

Opportunity
Assessment (activity table)
Profit Centre (has access teams with the "assessor" role)

Opportunity has a business process flow in which the user creates an Opportunity record and associates it with a Profit Centre. When the user is ready, they submit the Opportunity for Assessment. The Assessment task is assigned based on which Profit Centre the Opportunity is associated with.

I would like the Assessment tasks to be put in a queue that only members of the assessor access team for that particular Profit Centre have access to.

Questions:

do I need to build a flow to create the appropriate queue each time a new Profit Centre record is created?
do I need a flow to edit the members of a record's queue each time its assessor access team list is edited?
does each assessor team member require user-level permissions for records that show up in their queue?
would it be better to assign the Assessment task to the Profit Centre owner's queue and let them delegate if they so choose?

Permissions and queues are really giving me a headache. I've read all the MS docs and I'm still confused. If anyone has concrete examples similar to my use case, please share them. TIA

Categories:

Microsoft Dataverse with Power Apps

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @halifaxious ,

I read through this a few times. Looking at your business case you might want to explore something like the following solution. I had to do something like this for one of my customers that had multiple plant locations and then had multiple teams within each location that needed to take ownership of different tasks created in the lifecycle of the business process.

1. Create one or many owner team for each profit center. These will drive who works on the activities related to the opportunity based on the Profit Center. Each team will get a default queue assigned and this queue will have an email related to it (in case you want to email them to let them know they are assigned the activity from a workflow 😀)
2. When Opportunity moves stages to "Submit for Assessment" or whatever the stage is then add the activity to the appropriate queue through workflow or flow.
3. You can then show all the records that are in the queue and users can "Pick" the activities and it will assign the owner temporarily to them and complete the activity or "release" which will put it back into the queue.

Hopefully this is close to what you were looking for. Please accept if answers your question or Like if helps in any way.

Thanks,

Drew

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @halifaxious ,

I read through this a few times. Looking at your business case you might want to explore something like the following solution. I had to do something like this for one of my customers that had multiple plant locations and then had multiple teams within each location that needed to take ownership of different tasks created in the lifecycle of the business process.

1. Create one or many owner team for each profit center. These will drive who works on the activities related to the opportunity based on the Profit Center. Each team will get a default queue assigned and this queue will have an email related to it (in case you want to email them to let them know they are assigned the activity from a workflow 😀)
2. When Opportunity moves stages to "Submit for Assessment" or whatever the stage is then add the activity to the appropriate queue through workflow or flow.
3. You can then show all the records that are in the queue and users can "Pick" the activities and it will assign the owner temporarily to them and complete the activity or "release" which will put it back into the queue.

Hopefully this is close to what you were looking for. Please accept if answers your question or Like if helps in any way.

Thanks,

Drew

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halifaxious 217 on at

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This solution would require the manual creation of a new team each time a new Profit Centre were created, correct? I'd gain a default queue and email but lose an automatic team, if I understood correctly.

My Profit Centre record Owner is set to the primary assessor. Do you think it would be better to default to their personal queue and let them delegate Assessments, or change the default target queue if they wish?

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @halifaxious ,

Yes, it would be a new team for each profit center in my solution. If you don't have too many profit centers it would probably work well though from a process perspective because you could have the team of users assigned to each and then assign the record to the queue automatically through workflow or flow. This will provide a Kanban type approach for the users to pick the records and complete them instead of relying on the Primary Assessor to assign. '

If you want the primary assessor to assign, they can change the owner but then the record is assigned to the one user and not really in a "queue" model where it can be picked, released, etc.

Hope this helps.

Thanks!

Drew

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