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Share Dataverse Table with other users in my organization

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Posted on by mjmedina97

I really need help with this one;

I finally built an App that I like and all that's left to do is share it with others within my organization. I never thought this would be the hardest part.

After sharing it with one person for testing purposes, we quickly noticed that the data from the tables was missing. However, the rest of the App works fine. So, I did some research and it turns out that I needed a security role. I followed this documentation: https://learn.microsoft.com/en-us/power-platform/admin/database-security#create-or-configure-a-custom-security-role, but it still doesn't work.

Am I missing something? Here's what I'm currently working with:

All my tables are in Dataverse.
I created a security role that grants access to end users.
I built the App in the developer environment.

Do I need to move the app to a production environment? Is a Business Standard license enough to run the App?

I appreciate all the help I can get.

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Microsoft Dataverse with Power Apps

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Ami K 15,687 Super User 2024 Season 1 on at

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Edit: I just noticed you have created duplicate post @dpoggemann is already supporting you on: https://powerusers.microsoft.com/t5/Microsoft-Dataverse/Dataverse-Table-data-won-t-show-in-app-for-other-users/m-p/2091499#M28855

Please avoid doing this in future as I have just wasted time helping you on a problem someone else is already supporting you on.

Hi @mjmedina97 . You need to configure the Security Role to have the necessary permission to read your Dataverse table.

From the Admin Centre, select the Security role you created and then select Edit

You will be navigated to the config screen for this role. If your data source is a custom table in Dataverse, select the Custom Entities ribbon and then scroll until you see your Dataverse table/s. You can either click into the table title to automatically update all permission types or click into each individual permission type to the desired permission level

If your App is a Canvas App, select the Customization ribbon and do the same thing.

Save and Close and then assign users to your Security role.

Additional Support:

https://docs.microsoft.com/en-us/power-platform/admin/database-security
https://docs.microsoft.com/en-us/power-platform/admin/add-users-to-environment
https://docs.microsoft.com/en-us/power-platform/admin/assign-security-roles
https://www.youtube.com/watch?v=igZmDsVW95o
https://www.youtube.com/watch?v=N1WDaLhRyuY

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Tal22 259 on at

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Unless you have Global Admin rights, you won't be able to share a Dataverse table. Moreover, Dataverse is not meant for citizen developers. It is designed for IT users. Use SharePointL lists and don't bother with creating a power app from it because sharing an MS List and it's power app is extremely clumsily and unreliable. Keep it simple because the Power Platform does not facilitate complexity very well.

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Ami K 15,687 Super User 2024 Season 1 on at

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@Tal22 - given the Solution was marked solved 2 weeks ago, not sure what purpose your comment (which is actually wrong) is serving.

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Tal22 259 on at

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I guess what I meant to say it that solution was solved only because the user has global admin rights permissions to share a dataverse table. This comes from my IT department. Obviously, you have global admin privileges, so you don't have the proper context to understand this issue from the view point of those that do not have global admin rights.

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Ami K 15,687 Super User 2024 Season 1 on at

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@Tal22 with respect, this is nonsense.

You do not need to be the Global Admin of the tenant or Office 365 Power Platform Admin to have sharing privileges on a Table. System Administrators and System Customizer roles have full privileges to create tables and the System administrator role includes the permission to create, modify, and assign security roles to those tables.

Please refer to the Microsoft Guidance on this.

https://learn.microsoft.com/en-us/power-platform/admin/database-security

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Tal22 259 on at

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Apparently my IT department does not understand how the platform works. But, this is not surprising that upwards of 75 percent of MS 365 users don't use the power app platform because of the complex pretzel logic and horrible UX. No matter, I stand corrected. One does not need Global Admin permissions to share dataverse tables. However, one needs IT people expert in Power Platform and complex MS 365 licensing which is not practicable for small businesses and non profit organizations.

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