Unlocking the Power of Access Teams in Dataverse

In the world of Microsoft Power Platform, collaboration and data security are paramount. One powerful feature that can enhance both is the use of Access Teams in Dataverse. Here’s a quick guide on how to use Access Teams to improve your data management and team collaboration:

What are Access Teams?

Access Teams in Dataverse allow you to share records with specific users without changing the ownership of those records. This is ideal for scenarios where team members need temporary access to certain data to perform their tasks effectively.

Benefits of Access Teams

• Security: Maintain strict control over who can access sensitive data.
• Flexibility: Easily adjust team members’ access as project needs evolve.
• Efficiency: Simplify data sharing processes, reducing administrative overhead.

How to Set Up Access Teams

1. Enable Access Teams: Open the table properties and scroll down. At the end, under the 'Rows in table' heading, the 'Have an access team' option is available. Select the 'Have an Access Team' option to enable the access team for the selected table.

2. Create a Team Template: In the Admin Center, select the environment, go to settings, and choose 'Templates'. Then, select the 'Access Team Templates' option

Create a new team template by adding a name and selecting the entity (table) for which access has been enabled. Only the relevant table will be shown. Select the table and check the options for the access you want to provide.

3. Add a Subgrid Control in the Dataverse Form: Assign users to the Access Team based on the roles and permissions defined in the template.

4. Assign Records: Simply add users in the subgrid by clicking on the three dots and selecting the user.

5. Remove Users: Easily remove users from the same subgrid when they no longer need access to specific project records, ensuring security and data integrity.

Practical Example

Imagine a scenario where your organization handles multiple projects simultaneously, and team members frequently shift between projects based on their expertise and availability. Instead of permanently assigning users to specific projects, you can utilize Access Teams to manage this dynamic environment.

1. Project Templates: Define Access Team templates for different project roles (e.g., Project Manager, Developer, Analyst) with appropriate access rights.
2. Dynamic Assignment: As new projects begin, Access Teams for each project using these templates will be automatically created.
3. On-Demand Access: Add or remove team members to/from these Access Teams as their involvement in the project changes, without altering their primary security roles.

Conclusion

Using Access Teams in Dataverse is a strategic way to enhance collaboration while maintaining robust data security. Whether it’s for temporary projects or ongoing tasks, Access Teams provide the flexibility and control you need to manage your data effectively.

For a detailed step-by-step guide, check out the full documentation: Use Access Teams and Owner Teams to Collaborate and Share Information.