How to set the Owner of a record when creating in Power Automate

[jase]

Hi all,

This question is probably half about the approach and half about the technicalities.

Scenario:

• We have a Model Driven App.
• Users are in 2 departments.
• They should be able to read records of any department, but only edit records for their own department.

What we have done so far:

• We've created two Business Units (Unit A and Unit B), one for each real life department.
• Assigned users to the Business Units.
• Configured a security role that allows users to 'read' any Organisation record, but only 'write' to records in their Business Unit.

Creating records in the app is fine, as they are obviously logged in and it knows which Business Unit they sit in.

However, we also have a scheduled (daily) flow that is reading data from an external source and then creating records. We need to set the owner of new records created during this flow, to be sat within/owned by Unit A.

So my questions are:

• Does the owner have to be an actual user, or can it be a Team?
• If it needs to be a User, should we just decide that this will have to be created using a specific user's ID, and essentially hardcoded it? (feels a bit rubbish)
• Anything else?

Thanks

[renatopc84_ch]

Hi @jase 

I would suggest to use 2 different sources (2 x Dataverse Table or 2 x Sharepoint List).

In the Model Driver Apps you could create a collection with the items from both sources and then store based on which department the user is.

What is the main need of 2 different apps?

[jase]

We only have one app. The app has one particular table within it, that we add rows to via the daily scheduled flow (which is in the same solution/part of the app). This same table is the one that people using the app also create rows in (or amend rows). 

I need to understand/figure out, how to set the owner in the records that we create via the flow.

[jase]

Bumping this back up in the hope of a solution. I’ll also rephrase my question….  

We have a flow running daily, whose owner is a service account (not real life user). When this flow creates records, we need those records to be set as owned by a particular business unit (we have security roles based on business units).

How can we do this?

Thanks.