Group Role Assignment and SubmitForm

[ITFoster]

So I keep getting confused by seemingly conflicting information all over the internet from different years and I'm hoping someone here can help. I created a Dataverse table to track when users were opening a PowerApps application by having it create a new row OnStart by submitting a blank form and then patching that form with data about that user, such as job title and which office they work out of. I duplicated the Basic User security role since we can't edit it anymore and gave full access to the table so users wouldn't have any trouble.

Because we have about 800 users, I assigned the role to a group that contains all users, however it doesn't seem to be allowing them to add rows to the table through SubmitForm. I have read conflicting information, where some sources say assigning the role to a group provides those permissions to everyone in the group, while other sources say that doing so applies the permissions only to the group itself and sets ownership of the row to the group so users can only do things on behalf of the group. Those who have the role assigned directly to them create rows just fine, leading me to believe it has something to do with the group assignment.

I don't know for sure if that's what's causing the conflict as SubmitForm tries to submit it as the user instead of the group and it can't go through, but I also haven't been able to find any instructions that would allow me to submit the form on behalf of the group or as the group. Can anyone provide further insight into security roles and how I can provide members of the group the permissions without assigning the role to each individual?

[cchannon]

As you've already concluded, the answer is complicated. The bits you've read are individually only parts of the story and the total security model is scary complex out of a desire to accommodate a wide variety of use cases.

First, you need to understand that security roles when assigned are only assigned under a BU, regardless of how they are assigned (BU, team, or individual). This is important because BU-level privs granted to Team X in BU A WILL NOT grant user Y permission to interact with rows in BU B, even if user Y is a member of team X and a member of BU B. That's the first sticking point I'd guess you're seeing: the team is in some BU that most users are not in, and the table permission you've added is only BU-level or Owner-level and so it doesn't actually give people permission to create a row in their own native BU.

Now, let's say that first guess isn't quite right: let's say you tell me, "Oh no, that can't be it because I am making sure that every created row is in the same BU as the Team" or some similar tweak to the pattern. If that's the case you should review the security model documentation. I've linked you directly to a table in the documentation that explains some of the most likely "why does my role not work?" scenarios and one of them is likely to be your answer.

[ITFoster]

Thank you cchannon,

This information does provide some insight, and now I'm thinking it may be a PowerApps issue rather than a Dataverse issue. We only have one Environment and one BU, so I shouldn't be having an issue with cross-BU privileges. I also verified that the permissions I set for the table are Organization level, so that should be taking care of any sort of access issue there.

Since users with the role assigned directly are able to create rows, it must be an issue of PowerApps not being able to submit the form on behalf of the Team, and is instead trying to submit the form as a User, which if my understanding of this is correct when the permissions are assigned to a Team rows are set to Team-Owned not User-Owned. Although my table is setup to allow both in permissions, it must be having difficulty making the connection.

Sorry for the small image, just wanted to show the table permissions set for the security role.

[jayleyjack]

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