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Use Azure AD instead of Users table

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Posted on by Ben_C

I have been asked to create an asset register for a client, the only problem is not all of their employees are listed in the Dataverse Users table as not all of them have needed to, or will ever login to Power Platform. (My understanding is that once the user logs in then a record is created in the Users table)

Is there a way that will allow me to build a model driven app which links to Azure AD so that a record of what assets they have been assigned, can be saved to a custom table? This will be managed by a central HR team.

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Microsoft Dataverse with Power Apps

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @Ben_C ,

One thing you could do here is assign an Azure AD security groups to the users and then assign this security group to the environment. https://docs.microsoft.com/en-us/power-platform/admin/control-user-access

This will push all the users in this security group to the environment. They will not be able to directly access the environment without a role and of course you should be getting licenses for any users that you would assign roles.

Hope this helps. Please accept if answers your question or Like if helps in some way.

Thanks,

Drew

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Ben_C on at

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Thanks for the reply, there are only 5 users who will be using the app the rest of the employees are just a list, I just need to link their AD records so that the app has access to their UPN to remind them be able to send automated notifications and asset return requests. The majority of the employees will not need access to the app or power platform at all.

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @Ben_C ,

Understand. This will push all the employees in that security group down to the environment so they are available as "systemuser" records within the environment to utilize in relationships around assets. It does not mean they will be accessing the system.

Hope this makes sense...

Thanks,

Drew

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Ben_C on at

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Thank you for clarification. I have marked your response as the solution.

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RakeshPower 14 on at

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Hi @dpoggemann , we are also facing similar issue. we started using new introduced table "AAD User" however it is very slow in loading options in Lookup Column. Not sure if it is meant to be used in large enterprise that has >100k users.

Other option that you have suggested to assign all users to Azure AD Security groups, will that be ok for large number of users. Also, if any new employee joins whether it will be added to this Azure AD Security group by own or need to sync? please advise.

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RakeshPower 14 on at

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Hi @Ben_C which option you ended up using as we are developing similar Modal Driven app where task need to assign to any AD user in organization

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