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Power Platform Community / Forums / Power Apps - Microsoft Dataverse / Give access to related...
Power Apps - Microsoft Dataverse
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Give access to related records when sharing record with a user.

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Posted on 1 Jul 2021 11:41:31 by Usmannb 63

In my PowerApp I have 3 tables in Dataverse:

  1. Decision
  2. Objective
  3. Meeting

Decision has Many-to-Many relationship with Objective and Meeting. And the access level for the records in these tables is user only. To share the Decision record with other users inside organization I have created a cloud flow and I have given read,write,append and appendto access.

Usmannb_0-1625139464640.png

Now the problem is that the related records from Objective and Meeting table are not shared. 
So, the use case here is if I have 2 Objectives and 1 meeting records which is related to Decision these records should also be shared with the users when I share the Decision record.

Categories:
Entities
Microsoft Dataverse
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  • Usmannb Profile Picture
    Usmannb 63 on 02 Jul 2021 at 05:08:09
    Re: Give access to related records when sharing record with a user.

    Hi @dpoggemann 
    I really appreciate you taking time to suggest options. 
    The answer are

    1. Yes in some cases the shared user can modify Objective and Meeting record.
    2. I am not sure about this one because it will require code modification in App which will take a lot of time. But if there is no other option then Yes I can try this.
  • Drew Poggemann Profile Picture
    Drew Poggemann 9,278 Most Valuable Professional on 01 Jul 2021 at 18:01:20
    Re: Give access to related records when sharing record with a user.

    Hi @Usmannb,

     

    Overall I agree...  Can I ask a couple (hopefully not too dumb) questions?

    1.  With the Objective and Meetings entities...  Are these things you are expecting the shared user to be able to modify?  If they modify they will be modifying for any other related Decisions that are related.  Is that the expectation?  

    2.  Would it be better to create other entities that are parent / child entities related to the Decision and then just have lookups to the Objective and Meeting or would that not work in your business case?  The reason I ask this is it would provide the ability to cascade to these entities when you share from the Decision and if you unshare it will cascade automatically as well.  This would also allow you to update these objectives / meetings specific to that Decision instead of linking to all other decisions as well.

     

    dpoggemann_0-1625162105388.png

     

    Not sure if this makes sense for what you are trying to do but makes the model more extensible to add fields that you might need on these relationship entities.  A couple things you could do here is copy the fields on create from the Meeting / Objective entities to the respective Decision Meeting and Objective Meeting entities when created to keep those specific over time as you might change Objective or Meeting entities over time and you would lose how that was tied to the original Decision entity.  

     

    If none of this makes sense then just disregard 😀Just trying to think through this one...

     

    Thanks,


    Drew

  • Usmannb Profile Picture
    Usmannb 63 on 01 Jul 2021 at 14:59:57
    Re: Give access to related records when sharing record with a user.

    Hi @dpoggemann 
    This will be a night mare to manage if there are many related records and when I want to unrelate a record I have to un-share the record. And also un-share all records when I want to remove the user from shared list.
    I would really appreciate if someone can provide a simple solution.

  • Drew Poggemann Profile Picture
    Drew Poggemann 9,278 Most Valuable Professional on 01 Jul 2021 at 11:49:04
    Re: Give access to related records when sharing record with a user.

    Hi @Usmannb ,

     

    If you had a parental relationship setup between the Decision to the Objective and Meetings then you could setup cascading rules in the relationship to share with those records as well.  It sounds like here that you have N:N relationships which will not allow you to setup this type of relationship.

     

    Example configuration from Opportunity (of course this is a system record you can not change but if custom tables you could change this)

    Screen Shot 2021-07-01 at 6.45.21 AM.png

     

    You would need to share explicitly if N:N relationship with the other records in a flow like you are doing with Decision.

     

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


    Thanks,


    Drew

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