Reference / Lookup AAD User table as part of import Wizard

[Bevsta]

We've created a Data Model driven app and for new records have been mapping staff against user table for  eg record owner assignment. However there is a limitation since the user table only references users who have a current PowerPlatform license.  

We saw that there is a AAD User Virtual table which allows us to retrieve any user in our AAD within an app, which looks perfect from a front end perspective.

However when performing a data migration / import for our historical data, our dev team have advised that they are unable to map to the AAD User Virtual table.

Is what we are trying to do possible? and if you could provide any insights on steps/configuration it would be appreciated.

Thank you!

[EricRegnier · Accepted solution]

Hi @Bevsta,

What do you mean by map? If it's to assign records/rows (Owner field) to the AAD user table then no unfortunately that's not possible. Ownership has to be against the User table, however you can map it to a custom lookup field that points to the AAD User table.

Another trick or option to have inactive or unlicensed users to be automatically synced in Dataverse is to import them in the User table as inactive status. This can be done with an Excel import, Power Automate, Dataflows etc.

Hope this helps!

[THowkins96]

Hi @EricRegnier 

I am just reading this now and encountering the same problem as the OP.

You mention that using the AAD Users table as a lookup in another table is an option, which I have done. However, when using the import wizard (dynamics data management > imports) I am unable to successfully migrate my existing data to this field. The errors returned are "The lookup reference could not be resolved."

Is there a way around this?

The other option that you detailed would be to create a flow in order to update the users table that exists already in Dataverse. How would we create this dataflow? Is there a guide you can point me towards please?

Many thanks,

Tom

[EricRegnier]

Hi @THowkins96,

What data are you setting in the import file? You should set the AAD User ID, not the email or full name:

Then make sure to modify the data import mappings for the AAD User lookup field to set it to that import file column:

Hope this helps!