How to Assign Ownership to Existing Records in Dataverse Table for Role-Based Access

[HamidBee]

Hi All, 

I'm currently working with a Dataverse table where all the necessary records are already uploaded, and I do not plan to add any new rows. My goal is to set up a system where users can have general read and write access to the table, with the understanding that different security roles will have varying levels of privileges.

The challenge I'm facing is how to indicate ownership or assign a specific record to a particular user within this structure. This is crucial for implementing role-based access control effectively, ensuring that users can only interact with records relevant to their role or assigned to them.

To give a bit more context:

• The table is already populated with all the data needed.
• I am not looking to modify the structure of the table or add new records, just to manage access.
• The idea is to have different security roles with distinct read and write privileges.

Could anyone advise on the best approach to assign or denote which record belongs to which user in this scenario?. Are there specific properties or configurations within Dataverse or Power Apps that facilitate this kind of role-based record access?.

Thanks in advance.

[parvezghumra · Accepted solution]

@HamidBee If you have created your table with Organization/Team ownership, the table should already have an 'Owner' column added to it automatically. This will be a lookup to target the User or Team tables. This enables you to assign records to individual users or Teams. Do this by either setting the Owner lookup field value on the form, or using the Assign button in the command bar of the record (or after selecting the record in a view) in Model Driven Apps.

If you have created the table with Organization ownership, you will not be able to assign records to Users/Teams. You will need to delete the table and re-create it with User/Team ownership and recreate all of it's subcomponents.

[Mahender]

Hi ,

As suggest you can use owner field to change owner of the record, in addition to that as you have requirement to  -"ensuring that users can only interact with records relevant to their role or assigned to them"

You can set user level access to this table so that user can only see records they owned or shared with them.

This should help you need any details on setting up security roles: https://learn.microsoft.com/en-us/power-platform/admin/create-edit-security-role

[HamidBee]

Thank you for your response. Could you please explain the difference between setting a table's access level to "Organization" as opposed to "User/Team"? For instance, if a table is configured with "Organization" access and a user assigned to role "X" attempts to access it, how does this affect their permissions compared to accessing a table set to "User/Team"? Essentially, I'm trying to understand how these settings influence what the user can see or do with the table, highlighting the practical implications of these access levels.

[Mahender · Accepted solution]

If table is created with organization ownership then you can't control visibility of the table records at various level just like you can do in the user/team owner ship for example at user level, BU level, Parent child level etc. Organization owned table will have only two levels All or none so either they are visible or not visible to the user.

You can also refer this: https://learn.microsoft.com/en-us/answers/questions/1276331/what-is-the-difference-when-the-ownershi...

HTH

[HamidBee]

Thank you for your solution. I will delete the table and create a new one using user/teams. Currently the table is not being referenced in any app. I'd just like to ask how I can assign records in bulk using like a conditional expression?.e.g. if the row contains the name "James Peterson" in column "Name" then assign it to James Peterson. Thanks in advance. 

[parvezghumra]

@HamidBee I would suggest using a combination of XrmToolBox tools like FetchXML Builder + Bulk Data Updater

[HamidBee]

Thanks for the reply, I will look into this.