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Model Driven PowerApps CDS Assigning multiple users to a record

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Posted on by BrunoT_CH

I struggle currently with building a data field in CDS for assigning multiple users to a task. I turn circles here, anybody got an idea how to define this data field?

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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 @BrunoT_CH

In CDS there can only officially be one owner of a task or any record in the system for that manner. This is through the owner field which is a lookup to the User entity.

If you want to have a task completed by multiple people you might want to look at having multiple tasks so that each user has one.
Alternatively, you could create a one to many relationship between Task and User but you would also need some other configuration throughout the system to manage views like My Tasks.

Hope that all makes sense

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EricRegnier 8,720 Most Valuable Professional on at

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Hi @BrunoT_CH,
To supplement @HSheild and to add additional options:
1) Assign the task to a Team and add the users that needs to complete the tasks to that team. This can be a good option if the users of the teams are most of the time static
2) If you use multiple tasks, one per user, then suggest to link the tasks to one-another to know they're the same. That would enable you to build logic around it if need be such as marking the overall work as complete only once all the tasks by all users are done. You can link by adding a relationship or a field with a unique value/key among them
3) You can use Connections to identify the owners of a task. This can be done by configuration without modifying the entities. More on Connections:
https://docs.microsoft.com/en-us/powerapps/developer/common-data-service/connection-entities
https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/basics/create-connections-view-relationships-between-records
Hope this helps!

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BrunoT_CH 12 on at

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Dear Eric, der HShelid
Thank you for your inputs. But maybe it is not clear formulated, I try to create an entity which stores a record per "Project", this project has an owner. So far so good, this is working. But, I'd like also to add Project members to that record (0 - 15 persons) but I'd like them to be added similar like the

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EricRegnier 8,720 Most Valuable Professional on at

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Seems like there’s an issue with the post...the last sentence is cut. But if I understand, you want to add/assign multiple users to a Project record and not necessarily use tasks which you can do in two ways:
1) out of the box N-N (many to many) relationship and add the sub grid on the project form. Easiest option but more limited.
2) create a custom N-N relationship with a junction entity. 1-N between project and the junction entity and and other 1-N between project and user. Add a sub grid of the junction entity to the project form. Requires additional entity but more flexibility as the relationship records can have additional properties/fields (e.g. member type)
hope this little makes sense...

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BrunoT_CH 12 on at

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Hi Eric
Many thanks, indeed the two approaches make sense. I'll try that out. Feedback follows. BR

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KvD1995 49 on at

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Hi Eric, I also want a CDS field in my model driven app for the entity project, where I can add multiple users. Could you explain more in detail how the second approach with the junction entity works?

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EricRegnier 8,720 Most Valuable Professional on at

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Hi @KvD1995, sorry for my late reply.
You can't simply add a field to associate multiple users, since a field represented by simply a column in a table. You'll need to relate users to a project and since users can be associated to different projects, in database terms, you'll need a N-N (many-to-many) relationship between Project and User. In Dataverse, this can be achieved by the two methods in my previous posts. The 2nd approach is by creating a custom table (say "Project User") with two fields/columns; a lookup to User and another lookup to Project. Make sure you configure the forms and quick create forms on that table to include the 2 lookups. Then add a subgrid of "Project User" to the project form and your users will be able to add new records of users associated to the project.

Hope this makes sense...

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KvD1995 49 on at

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Hi @EricRegnier, thanks for your solution. It's working!!

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mattjoers86 2 on at

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@EricRegnier , do you have a link to your previous post? Also, is it feasible to have multiple owners in a canvas app?

Essentially what i'm looking to do is transition an existing app I developed in Sharepoint where a user creates a new row/record and then is able to assign Team Members that have access to edit / update the same record as well. I'm having some difficulty transitioning from my SharePoint driven app to a Dataverse driven app.

Let me know if you have any advice. Thanks!

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EricRegnier 8,720 Most Valuable Professional on at

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Hi @mattjoers86, my previous post is just above stating:

"To supplement HShield and to add additional options:

1) Assign the task to a Team and add the users that needs to complete the tasks to that team. This can be a good option if the users of the teams are most of the time static

2) If you use multiple tasks, one per user, then suggest to link the tasks to one-another to know they're the same. That would enable you to build logic around it if need be such as marking the overall work as complete only once all the tasks by all users are done. You can link by adding a relationship or a field with a unique value/key among them

3) You can use Connections to identify the owners of a task. This can be done by configuration without modifying the entities. More on Connections:

https://docs.microsoft.com/en-us/powerapps/developer/common-data-service/connection-entities

https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/basics/create-connection..."

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