Access Team functionality at Hierarchy level for Dataverse Tables

[Ancy]

Hi Everyone,

We have a requirement to provide access for users at record level. So we have a plan to leverage the Access Team capabilities in dataverse.

The admin is going to add the users(user1, user2, user3,....) into the main parent record access team grid so that the record can be accessible for these users. We want to automatically add the same users into the child -> sub child table level access team grids as well. 

Question:

Whether adding users on parent table record access team will automatically provide access to child -> subchild level access to records? Or should we go with custom implementation?

Please advise.

[dpoggemann · Accepted solution]

Hi @Ancy 

The "Share" cascade rule configurations for the entities come in place here for the child entities and grandchildren as well.  Please look at your cascading rules on the table and the relationship to identify how this is shared when Access Team is added to parent.

[Prakash4691 · Accepted solution]

@Ancy ,

Follow as @dpoggemann mentioned also you can try setting relationship behavior to parental. It will cascade all the permission that done for parent record to child.

Main thing to check is make sure the user at least got basic/user level read privilege set to child entities or else will not be able to see any of the records.

If it answers your question, kindly give kudo and accept it as solution.

Regards,

Prakash

[Ancy]

Hi @dpoggemann and @Prakash4691 

I tried with configuring the parent child relationships as both "Configurable Cascading" and "Parental". But even then the users that were added in the Access Team on parent record were not added under the Access Team on child record. Do we have any other OOB solution that I can try for this?

[dpoggemann]

Hi @Ancy ,

If you configured the "Share" permission in the configure cascading and you have the user on the parent record's Access Team then they should have access to the child records and it will not need to be added to the child record access team.

Please verify you have access to the child records with the users on the parent record access teams.

[Prakash4691]

@Ancy ,

If it is just giving access to child records when parent records gets shared with users. Make sure at least user level read privilege set for child entity in security role. Then in relationship behavior set it to parental that cascade all to child level.

If you don't want to make any change in security role and handle everything through access team. Then you need to use plugin to automate the process.

Regards,

Prakash

[Ancy]

Hi @dpoggemann and @Prakash4691 

I got what you are saying. Even though the users will not be added into the Access Team on child record, the child is accessible to those users who are added on parent record's Access Team. This is good at PowerApp side.

Since we want to display these shared records on PowerBI report as well, we were planning that it would be easier to filter only those records in PowerBI report where users who are added in the Access Team on all heirarchy level of records. i.e., if user1 is added on the Access Team on parent and all child records, then we will pull only those parent and child records on powerbi report where user1 is associated with the access team of the records on all heirarchy levels. So user1 will be able to see only these records on the powerbi report as well.

Can we filter only those records which are shared with any user even though they are not added on Access Team?

[Prakash4691]

@Ancy ,

What do you mean by "Can we filter only those records which are shared with any user even though they are not added on Access Team?"

If I understand correctly, even though if user is not added to access team he needs to filter/access all records?

[Ancy]

Hi @Prakash4691 

Yes, right now suppose the user who is not added in the access team but has a shared record which was because the same user was added on the parent record's access team. So the user can access both parent and child records in powerapps.

Now, also I want the powerbi report to show the same parent and child records that are accessible to the same user when he browses the dashboard. So to implement such a report we had a plan to filter those parent and child records where this user was added into the access team. 

But now since the user is not added into the access team on child records, do we have a OOB way to filter those child records into the powerbi report which are accessible(or shared) to the user?

[Prakash4691]

@Ancy ,

Sorry I am not sure about power bi. But authorizations doesn't work like in Data verse. Anyone can able to see all the records from the table which are added in the dataset.

Regards,

Prakash