Skip to main content
Community site session details

Community site session details

Session Id : imPAJB5guiQgG4vKL/hWo0
Power Apps - Microsoft Dataverse
Answered

Security Set up for Record-based Manager (alternative for sharing)

Like (0) ShareShare
ReportReport
Posted on 8 Aug 2022 12:53:34 by 206

Hi,

 

I have a dataverse based model driven app that lets users create records in a custom table "cases". "cases" is accessed with a security role with row based rw per user. For each case, the user has to chose a user from a distinct set of other systemusers as the manager of this case. The manager needs to have rw rights on all the records where he is selected as the manger. All other users have no access rights to the record.

 

RecordOwnerManager
1User 1User 11
2User 1User 12
3User 2User 11

 

For the moment I handle this with sharing the record with the specified manager with a power automate flow. But I read multiple times that automatic sharing is really bad for a couple of reasons (performance, manageability...).

 

How would you accomplish these security requirements without using sharing? Would you use automatically created Access-Teams?

Security - Part 5 | What is Access Team? | How to Configure Access Team? | Dynamics CRM 365 - YouTube

How to Add Users to an Access Team with Power Automate (mibar.net)

  • Verified answer
    Drew Poggemann Profile Picture
    9,278 Most Valuable Professional on 01 Nov 2023 at 23:57:47
    Re: Security Set up for Record-based Manager (alternative for sharing)

    Hi @carl1to ,

     

    Based on your business case, I would recommend utilizing Access Teams, yes.  This is what i have used in the past many times to provide ad-hoc type types for specific records.  You can create multiple access team templates with different security and assign as required. 

     

    You can also call actions in Power Automate (and I think in real time classic workflow as well) to add the user to the access team (https://learn.microsoft.com/en-us/power-apps/developer/data-platform/webapi/reference/addusertorecordteam?view=dataverse-latest) and there is a corresponding one to remove them from an access team (https://learn.microsoft.com/en-us/power-apps/developer/data-platform/webapi/reference/removeuserfromrecordteam?view=dataverse-latest

  • JonDoesFlow Profile Picture
    1,304 on 01 Nov 2023 at 21:19:06
    Re: Security Set up for Record-based Manager (alternative for sharing)

    Hey @carl1to 

     

    This might help you - https://www.jondoesflow.com/post/configuring-column-level-security-in-a-dataverse-table

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Paul Stork – Community Spotlight

We are honored to recognize Paul Stork as our July 2025 Community…

Congratulations to the June Top 10 Community Leaders!

These are the community rock stars!

Announcing the Engage with the Community forum!

This forum is your space to connect, share, and grow!

Leaderboard > Power Apps

#1
WarrenBelz Profile Picture

WarrenBelz 791 Most Valuable Professional

#2
MS.Ragavendar Profile Picture

MS.Ragavendar 410

#3
mmbr1606 Profile Picture

mmbr1606 275 Super User 2025 Season 1

Featured topics

Loading complete