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dave8
Impactful Individual
Impactful Individual

If user is associated with multiple BUs, what will be the current BU of owner for entity record scoped with BU?

Hello,

 

I have "Users Entity" which is scoped as "Business Unit" for write and delete operations via "Users Security Role"

 

User 1 is inside following BUs:

 

Org BU

Parent BU

Sales BU 

User BU

 

When "User 1" creates a record in "Users Entity", which BU scope will be considered for that record from listed above?

 

Thanks,

 

 

1 ACCEPTED SOLUTION

Accepted Solutions
jlindstrom
Community Champion
Community Champion

To specifically answer your question:

 

1. if user is active and you add them to second aad group they still have just the original BU.

my suggestion is don’t mix aad teams and record ownership—the aad team is to provide an easier way to manage who has access to the system and who can log in. Assign records to user teams or individuals. 
2. see my previous answer to create additional teams 

 

if this answers your question please mark as solution

View solution in original post

9 REPLIES 9
jlindstrom
Community Champion
Community Champion

You are misunderstanding how users are associated with business units. Users can only have one business unit association. Doesn’t matter what access to business unit you give them in their security role, they are only associated with the business unit on their user record. Watch my video about this topic to learn more https://powerusers.microsoft.com/t5/Webinars-and-Video-Gallery/Security-in-Common-Data-Service-CDS/t...

 

if you want to associate the user with multiple

groups, use teams

 

there are hierarchical relationships between business units, which are involved in security if someone has parent child business unit level privileges, but the user is only associated

with a single security role. The records created are associated with the business unit of the owner of the record

dave8
Impactful Individual
Impactful Individual

Thank you @jlindstrom for the response,

 

Sorry as I am very new on this topic, The concern here is, I have an app, that has to be shared with multiple users coming from the multiple teams, I do not want to allow user from the different team to update records created by other teams, to accomplish that, I have created two AD groups and it's associated "Group Team" with respective different BUs for example as follows:

 

usersSecuritybyTeamOrBU.png

 

above works as expected, however, what if highlighted user "BaoCa" from "Demo Group 2" is added in Azure AD Group, "Demo Group 1" ? --> I assume, this user will be added in CDS Group Team "Demo Group 1 Team" and because "Demo Group 1 Team" is associated with "Demo Group 1" BU, user  "BaoCa" would be associated with both the BUs?

 

Question 1:

Is that correct understanding? If user  "BaoCa" would NOT be associated with "Demo Group 1 Team/BU" - would you please share why ?

 

 

Question 2:

Also, how can I add additional user to CDS Team in this scenario?

 

Thanks,

 

 

 

 

dave8
Impactful Individual
Impactful Individual

With further findings, I could get following results:

 

If I add user "BaoCa" from "Demo Group 2 Team" to "Demo Group 1 Team" in AAD, entity behaves still same as per the BU Scope "Demo Group 2 BU" of user "BaoCa" which is based on "Demo Group 2 Team".This is happening because of the MSdoc says as follows:

 

You can assign a team to just one business unit, but a team can consist of users from one or many business units. Consider using a team if you have a situation where users from different business units need to work together on a shared set of records.

 

How can I add user from different BU to team? - this would basically clarify all my current confusion/concerns.

 

However, if user can have only single BU, then same user can not be associated with different BU, and therefore even if users having multiple cds "Group Team", based on "Business Unit Scope" on entity, will not work as there is no scope at "group Team level" - Does it mean, that every user MUST BE in different BU and different Teams to be reflected properly for "Business Unit" scope? 

 

Note : It looks like, in AAD security model to allow user to have different permissions, user can be a part of multiple AD groups, but in CDS, same user should not be a part of multiple teams and eventually a BU as Each user can be in multiple group teams, but each user/team can only have single "BU" - Therefore BU scope of an entity doesn’t work properly if the same user is in different teams

 

 

Thanks and Regards,

 

 

 

 

jlindstrom
Community Champion
Community Champion

@dave8 if you create a team record in advanced settings—security—teams, you can add any user you want to the team https://docs.microsoft.com/en-us/power-platform/admin/manage-teams

 

you can also assign security roles to the team.

 

the team can own records, so if a team has read permission to accounts and owns accounts, the accounts that they own will be accessible to the team members based on the team security role.

 

thats how teams can be used to provide cross by access to records. Yes the team is associated with a business unit, but people from different business units can be in the team and can see the records that are owned or shared with the team.

 

i cover this all in the video that I linked to, and the details are in the docs link above. There are numerous types of teams besides AAD security teams—owner teams, access teams, etc. for the scenario I’m talking about you would use owner teams

jlindstrom
Community Champion
Community Champion

To specifically answer your question:

 

1. if user is active and you add them to second aad group they still have just the original BU.

my suggestion is don’t mix aad teams and record ownership—the aad team is to provide an easier way to manage who has access to the system and who can log in. Assign records to user teams or individuals. 
2. see my previous answer to create additional teams 

 

if this answers your question please mark as solution

dave8
Impactful Individual
Impactful Individual

Hi @jlindstrom 

 

Thank you for confirming the question 1 response 

 

I require further clarification regarding below highlighted sentence:

thats how teams can be used to provide cross by access to records. Yes the team is associated with a business unit, but people from different business units can be in the team and can see the records that are owned or shared with the team.

How people from different BUs can be added in the same team while team can only have single BU? [ I could not find this in the video ]

Thanks and Regards,

 

dave8
Impactful Individual
Impactful Individual

Ohh MG!! Now, I understood, Silly me!

 

Whenever I am adding the new user in the team, I should change the BU of other team as well and that way, all users would belong to single BU!

 

I am sorry for multiple questions, Thanks to bear me 🙂

 

Regards,

jlindstrom
Community Champion
Community Champion

Create a team (owner type team)

you will see a grid of users on the team record form

you can add whatever users you want to the team

 

this doesn’t apply to aad security type teams as the system automatically manages those team memberships. This doesn’t put the users in the business unit of the team, but it does grant the users in the team privileges with the records owned by the team

dave8
Impactful Individual
Impactful Individual

My fixed requirement is to associate team with Azure AD, therefore I did not create Owner Type Team 😞 

 

It's pity that there is no "Team" level scope for the "Entity record" 😞 then my job would be super easy!

 

Btw, I created the "Owner Type Team" which is not associated with AAD group, however this team is associated with single BU, therefore all users from different BU would be available in this team, however actual entity record scope would be as per the user's BU --> this is same even in the AAD group team as per what I see in the team as follows:

 

ownertypeTeam1.png

 

Thanks and Regards,

 

 

 

 

 

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