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totoro84
Frequent Visitor

Advanced row-based security

Hi guys

 

I'm struggling with proper setup of user authorization in Dataverse. I know the concepts of environment roles, table, column and row security, but I still cannot work out a good way of managing access to my data.

 

Let me give an example. 

 

Let's say we have a table called Requests that stores some sort of requests:) To keep it simple, let's say it's got two columns:

1. Topic (text)

2. Status (choice set - New, Resolved, Canceled)

 

And then we have users, that can have one of two roles: 1) Initiator 2) Resolver. Users are organized into teams.

 

What I want to achieve is this:

- Initiator can create requests, and can view only their own requests

- Initiator can change the status of a request they're owning, but only from New to Canceled. They cannot edit anything else.

- Resolver can view the requests submitted by the memebers of their team

- Resolver can change the status of a request created by any of their team members, but only from New to Resolved. They cannot edit anything else

 

This is a very simple example, in real life the conditions can get far more complex

 

But in general, I need a validation that takes into account:

1. Current row's owner

2. Current row's owner's team

3. Current row's value (different columns, not only the owner column - in this example above, the value of the Status column needs to be Pending)

4. The to-be value (so in the example above - either Canceled or Resolved)

5. Currently logged-in user's role

6. Currently logged-in user's team

 

Points 1-2 can be easily managed by business rules. But points 3-6, and especially different combinations of them - I have no clue 😕

 

I've ended up using Power Automate flows, where the first step of the flow is to get the initiator and check if they are allowed to perform the action. But this is resource-heavy (each flow needs to make a set of calls to Dataverse/Office365 users connector to get the data needed for validation) and far from optimal.

 

Any suggestions on how to approach this?

 

 

1 ACCEPTED SOLUTION

Accepted Solutions

@totoro84 

 

Hi, sort of. 

1. It depends on the security role you assign them to whether it fires at all

 

2. Since you said you have different roles, I should have specified, that I "assumed" you may have created different Forms for each to view, since they do different things.

If each role has its own form, you can specify the Scope of the business rule to that form, which would mean its scoped to that Role (essentially).


If you like my answer, I would really appreciate if you please Mark it as Resolved, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

View solution in original post

7 REPLIES 7
FLMike
Multi Super User
Multi Super User

@totoro84 

 

Please see inline to that quote


@totoro84 wrote:

Hi guys

 

I'm struggling with proper setup of user authorization in Dataverse. I know the concepts of environment roles, table, column and row security, but I still cannot work out a good way of managing access to my data.

 

Let me give an example. 

 

Let's say we have a table called Requests that stores some sort of requests:) To keep it simple, let's say it's got two columns:

1. Topic (text)

2. Status (choice set - New, Resolved, Canceled)

 

And then we have users, that can have one of two roles: 1) Initiator 2) Resolver. Users are organized into teams.

 

What I want to achieve is this:

- Initiator can create requests, and can view only their own requests

[Michael] This is standard based on the role, but on the Table / Entity itself. You have to set the Circle moon to the level you want, for the role for that custom table (or standard table).

 

- Initiator can change the status of a request they're owning, but only from New to Canceled. They cannot edit anything else.

[Michael] This would have to be a business rule that you create. You cannot do this with a role security anything

 

 

- Resolver can view the requests submitted by the memebers of their team

- Resolver can change the status of a request created by any of their team members, but only from New to Resolved. They cannot edit anything else

[Michael] These 2 are the same answer as before, but for that role.

 

This is a very simple example, in real life the conditions can get far more complex

 

But in general, I need a validation that takes into account:

1. Current row's owner

2. Current row's owner's team

3. Current row's value (different columns, not only the owner column - in this example above, the value of the Status column needs to be Pending)

4. The to-be value (so in the example above - either Canceled or Resolved)

5. Currently logged-in user's role

6. Currently logged-in user's team

 

Points 1-2 can be easily managed by business rules. But points 3-6, and especially different combinations of them - I have no clue 😕

[Michael] For 1 and 2 it depends on what you are wanting to do. You may need security role authorization configuration, or business rules, or workflows.

 

I've ended up using Power Automate flows, where the first step of the flow is to get the initiator and check if they are allowed to perform the action. But this is resource-heavy (each flow needs to make a set of calls to Dataverse/Office365 users connector to get the data needed for validation) and far from optimal.

 

Any suggestions on how to approach this?

[Michael] My sincere apologies :-(, I thought you said using the business rules was easy so I don't quite understand why you used a flow. Maybe I misunderstood. The way you wrote, seemed like you were on the right track actually so you explained it wonderfully (which btw I appreciate)!! 🙂

So do you need help writing business rules? Or no code workflows in Dataverse versus using Flows to do it? And do you need help with setting the authorization levels at the Entity / Table level

 

Again you did a wonderful job explaining I just took your comment on business rules as in you got it 

 

 



If you like my answer, I would really appreciate if you please Mark it as Resolved, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

Thank you, @FLMike, appreciate your help

 

Are you saying you can attach business rules to user roles? I.e Initiators can be subject to different business rules than Resolvers?

 

How do you achieve that?

 

I thought business rules are global

@totoro84 

 

Hi, sort of. 

1. It depends on the security role you assign them to whether it fires at all

 

2. Since you said you have different roles, I should have specified, that I "assumed" you may have created different Forms for each to view, since they do different things.

If each role has its own form, you can specify the Scope of the business rule to that form, which would mean its scoped to that Role (essentially).


If you like my answer, I would really appreciate if you please Mark it as Resolved, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

totoro84
Frequent Visitor

OK, now I get it.

 

But it kind of means that you rely on the forms. Meaning, if you build a canvas app with custom interface, without forms, the rules won't work.

 

I guess there's no way of building the whole logic at entity level? To make sure the rules are in place regardless of the way you submit the update request

@totoro84 

 

In that sense, you would need to validate the users Role, in the canvas app, set you would set the value in the Canvas app, based on if they have the role you wanted to check against or not.

 

So it would be easy to change the value to True or whatever, based on another value. Or to block etc. in the end it ends up being easier than using flows to do it by a long shot.


If you like my answer, I would really appreciate if you please Mark it as Resolved, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

 

totoro84
Frequent Visitor

Yeah, but this still would be client-side. Database would be open for anyone. But perhaps this is the way in Power Apps. 

 

Thank you, @FLMike you helped me a lot

Hi @totoro84 

 

FYI: Please go look at Field based security, and then it will only let specific ROLES change it or read it, which impact Canvas Also. Which I believe is what you really need. at least for some of your scenarios

 

So think of it like this. Anything you do to the Database workflows, rules, plugins etc are still impacting your canvas app. (true except rules per Form) 

 

But since I think you were looking for a no-code solution it would be harder (even with Model driven apps). All the securing down (you cant see this, you cannot update a row, you cannot see a specific fields data, you cannot edit or read etc etc is al easy with roles.

 

But when you want to block them from updating certain things unless they are XYZ, you can do that with field based security (yeap you can)

 

In the end its that or plugins, which in your case is an easy simple plugin for what you want on top of security roles


If you like my answer, I would really appreciate if you please Mark it as Resolved, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

 

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