cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
jvdlbom
Frequent Visitor

Security based on custom entity

Hi,

I am working on my first model driven app and have created a data model. Now I have some issues creating the right security levels. I hope you could help me out.

What am I trying to achieve:

I want to give users acces to only the records of their own organisation. These are external users (from outside my organisation) and I am planning on doing this using Business Units. Each organisation is related to a Theme. I created a custom entity to define those theme's. Also I have different custom table where information is stored that my users should be able to access. This information is also related to a theme. Now I am struggling with creating the security level where my users will only see the records that have the same theme as their organisation (business unit).

 

Does anybody know how to achieve this? Thank you in advantage!

1 ACCEPTED SOLUTION

Accepted Solutions
EricRegnier
Most Valuable Professional
Most Valuable Professional

Hi @jvdlbom, sorry for my late reply. 
I think I understand what you are trying to do and it is achievable OOB, you might need to re-create some tables unfortunately. First you shouldn't create a custom User table use the OOB one, same thing with Business Units. (see tips #5 and #7 https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/Top-15-best-practices-when-configuring...). Ensure your Transaction and Base tables are created as user-owned (see tip #6 in the link above), this will ensure you can get the security level to only users within the BU.
Then to ensure the users only see the records related to their BUs, follow these steps:

  1. Set the privileges of the security roles assigned to the user to business unit level
  2. Make sure the Transaction, Theme and Base table records are assigned to the right user (or team) in the correct BU). Note: if the same Theme can be use across different BUs, then you'll need to create one per BU.

 Hope this helps a little more!

View solution in original post

7 REPLIES 7

Hello @jvdlbom

 

As you probably know, you can define the ownership of a record as either user/team or organization.

Then, when you create or modify a security role, you can define to what records a user with this role has access to: https://docs.microsoft.com/en-us/power-platform/admin/wp-security-cds

If you align the privileges for your tables and the ownership of related records, users with the same role should only see related records.

So setting the owner of your records would be key.

 

If you want to automate this process, you could use:

Hello @joe_hannes_col ,

 

Thanks a lot for your response. I am quite new to model driven apps, so I thank that is why I am a bit stuggling. Your answere does help me but I have a followup question:

 

The theme's I mentioned are predefined, you can see it as a Branche an organisation operates in. Multiple organisations can be related to a theme. Is it possible to give multiple owning business units to a record? If not, is there any other way to filter the views based on one custom entity that is related to the business unit.

 

I hope this clarifies my question and thanks again for you help. It is much appreciated.

Hello @jvdlbom,

 

You can define a hierarchy of business units. You can then specify if parent business units can access child business units' records. Here's some more information: https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/security-dev/h...

Adding multiple business units as owners is not supported as far as I know. As an alternative to business units, you could consider using access teams: https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/use-access-tea...

 

To view related records, you could insert a subgrid of related records into your form in the model driven app. For example, you could add a subgrid pointing to the custom table into your Theme form. This would display only related records. However, your users would only see related records that they are allowed to see based on their security role.

To define the columns displayed in the subgrid, you can modify the view of the custom table: https://docs.microsoft.com/en-us/powerapps/developer/model-driven-apps/customize-entity-views#types-...

 

EricRegnier
Most Valuable Professional
Most Valuable Professional

Hi @jvdlbom,

As @joe_hannes_col alluded to, granular and segregated is supported with the out-of-the-box (OOB) security model.  You might not need to define a cutom entity for theme/business unit as there is a business unit security entity/table that comes OOB. You mentioned that your users are external, are they in your O365 user with a proper license? If not, these users won't be able to use/interact with your model-driiven app without a proper license. Would you be able to ellaborate on you these users and how they would authenticate and use the app?

Thanks

jvdlbom
Frequent Visitor

Hi @joe_hannes_col and @EricRegnier ,

Thanks a lot for your responses. I am looking at your information and I am still trying to figure out what is the way to go. I tried to clarify the situation below:

jvdlbom_0-1628058354502.png

I have a few tables. In the Business unit table I store the different organisation that are using the system. A user is stored in the user table and should only be able to access data from his own BU. Also a Business Unit is related to a theme. In the Base data I store information that the organisation uses to create the transactions. For example: In the base data table I store to do's that every BU related to a specific theme should finish. I use the transaction table to store the information regarding the to do for a specific business unit. (is it started, in progress of finished).

 

The thing I am trying to develop is a security model that allows a user related to a business unit to only see his own transaction records and is able to only see the base data that is related to the same theme as his business unit.

 

Regarding the sharing: I am planning on creating the users as guest user in Azure AD. In office 365 I will assign them a license. This should allow them to interact with the app: https://powerusers.microsoft.com/t5/Building-Power-Apps/Share-model-driven-app-with-guest/td-p/44235...

 

Thank you again for you help!

EricRegnier
Most Valuable Professional
Most Valuable Professional

Hi @jvdlbom, sorry for my late reply. 
I think I understand what you are trying to do and it is achievable OOB, you might need to re-create some tables unfortunately. First you shouldn't create a custom User table use the OOB one, same thing with Business Units. (see tips #5 and #7 https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/Top-15-best-practices-when-configuring...). Ensure your Transaction and Base tables are created as user-owned (see tip #6 in the link above), this will ensure you can get the security level to only users within the BU.
Then to ensure the users only see the records related to their BUs, follow these steps:

  1. Set the privileges of the security roles assigned to the user to business unit level
  2. Make sure the Transaction, Theme and Base table records are assigned to the right user (or team) in the correct BU). Note: if the same Theme can be use across different BUs, then you'll need to create one per BU.

 Hope this helps a little more!

Thanks a lot @EricRegnier , your response and article clarifies a lot!

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!   This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions in the Forums to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersNumber of SolutionsSuper UsersNumber of Solutions @anandm08  23 @WarrenBelz  31 @DBO_DV  10 @Amik  19 AmínAA 6 @mmbr1606  12 @rzuber  4 @happyume  7 @Giraldoj  3@ANB 6 (tie)   @SpongYe  6 (tie)     Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersSolutionsSuper UsersSolutions @anandm08  10@WarrenBelz 25 @DBO_DV  6@mmbr1606 14 @AmínAA 4 @Amik  12 @royg  3 @ANB  10 @AllanDeCastro  2 @SunilPashikanti  5 @Michaelfp  2 @FLMike  5 @eduardo_izzo  2   Meekou 2   @rzuber  2   @Velegandla  2     @PowerPlatform-P  2   @Micaiah  2     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Week 3:Community MembersSolutionsSuper UsersSolutionsPower Apps anandm0861WarrenBelz86DBO_DV25Amik66Michaelfp13mmbr160647Giraldoj13FLMike31AmínAA13SpongYe27     Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Week 4:Community MembersSolutionsSuper UsersSolutionsPower Apps DBO-DV21WarranBelz26Giraldoj7mmbr160618Muzammmil_0695067Amik14samfawzi_acml6FLMike12tzuber6ANB8   SunilPashikanti8

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (835)