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When a user create a new record inside a custom dataverse table will the owner be the single user or the user's default buisness unit

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Posted on by johnjohn123

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When a user create a new record inside a custom dataverse table will the owner of the newly added record be the single user or the user's default business unit? and is this something we can have control over it?

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Microsoft Dataverse with Power Apps

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Ethan_009 4,838 Moderator on at

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Hi @johnjohn123 ,

Owner of record and BU is different.
BU is always set based on the User's BU.
You cannot change BU but BU is always reference based on owning user of the record.
You can assign the record to any user or Team then BU will change.

Hope this helps

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @johnjohn123 ,

By default when a user creates a record it will set the owner to the user (which can be changed if the user has security to do so) and the business unit will be set to the same business unit as the user.

Modern business units provides the flexibility to set the Owning Business Unit on the records. This provides much greater flexibility on the mapping of records and the ability for users to own records across business units. https://learn.microsoft.com/en-us/power-platform/admin/wp-security-cds#owning-business-unit

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johnjohn123 3,506 on at

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@dpoggemann but on this videos https://powerplatformplace.com/f/dataverse-role-based-record-based-security-how-to-tutorial at 28:34 it shows how you can assign records to the BU:-

so the owner can be a single user or the BU ? am i correct?

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johnjohn123 3,506 on at

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@Ethan_R i am talking about the Owner record for any table, will it be set to the creator or to the creator's BU?

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johnjohn123 3,506 on at

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@dpoggemann can you advice further please?

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @johnjohn123 ,

This is assigning a "Team" ownership to the record. A team is created for each business unit so they are assigning the ownership to that Team (which happens to be ab business unit level team). Ownership of records in Dataverse can be assigned to a Team or a User only.

Modern Business Units provides the ability to set the Owning Business Unit on records with is a completely different field on the table called Owning Business Unit vs. the Owner of the record. See the Modern Business Units link I provided for more details.

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johnjohn123 3,506 on at

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@dpoggemann so how we can control if the created dataverse item should be assigned to the user or to the user's team? as inside the setting we can only set if it will be assigned to the Org or to Team/user as follow:-

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @johnjohn123 ,

Rarely have I ever utilized Organizational ownership as this is for tables that are either "On" or "Off" since only allow for Organizational security within a role. I have never found a good instance to even use this... It is currently utilized for the Product table in the CDM as an example.

Records owned by Users or Teams is normal, and it can be owned by either, there is no way to setup that it can be only one or the other. Many times in applications you will want to assign the ownership of a record to a Sales team or Customer Service team that may own those records and be able to manage them completely. Sometimes you want a single user to own the record...

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johnjohn123 3,506 on at

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@dpoggemann ok and how we can specify if an item will be owned by the Sales team or by a specific user inside the sales team, is this my question.. is this something the creator determine when creating a new item?

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @johnjohn123

When creating the record from the user interface it will default to setting the owner to the user. If they want to set to the team after this and they have the ability to do this in their security role then they can set owner to the Team.

Note, there are also the ability to setup Queues as well to manage the ability to Pickup, Release items etc. from the queue and be able to view all queue items etc. Not sure if you are looking for that type of functionality or not...

https://www.itaintboring.com/dynamics-crm/working-with-queues-in-dynamics/

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