Create a team template to control access rights for automatically created teams

Article
04/18/2024

A team template can be used for the entities that are enabled for automatically created access teams. In the team template, you have to specify the entity type and the access rights on the entity record. For example, you can create a team template for an account entity and specify the Read, Write, and Share access rights on the account record that the team members are granted when the team is automatically created.

After you create a team template, you have to customize the entity main form to include the new team template. After you publish customizations, the access team template is added in all record forms for the specified entity in the form of a list. For example, you created a team template called “Sales team” for the account entity. On all account record forms you’ll see the list called “Sales team”. You can add or remove team members using this list.

To learn more about creating, using, and adding access teams to a solution, watch the following video.

Enable an entity for access teams

Make sure you have the system administrator or system customizer security role or equivalent permissions.

Check your security role:

Follow the steps in View your user information.
Don’t have the correct permissions? Contact your system administrator.

Sign in to the Power Platform admin center as an admin (Dynamics 365 admin, Microsoft 365 Global admin, or Microsoft Power Platform admin).
Select an environment and go to Settings > Templates > Access team templates.
On the command bar, select More Commands (...).
Select Customize Entity.
In the navigation pane, expand Entities, and then choose the entity you want to use in the team template.
On the Entity Definition form, in the Communication & Collaboration section, select the Access Teams checkbox.
On the Actions toolbar, select Save.

Create a team template

Sign in to the Power Platform admin center as an admin (Dynamics 365 admin, Microsoft 365 Global admin, or Microsoft Power Platform admin).
Select an environment and go to Settings > Templates > Access team templates.
On the control bar, select +New,
Enter a Name for your template.
Select the Entity that you have enabled for access teams.
Enter a Description.
Select the appropriate Access Rights for your access team members to access the record.
Select Save.

Note

You can create two access team templates per entity.

Add a team template to the entity form

Sign in to the Power Platform admin center as an admin (Dynamics 365 admin, Microsoft 365 Global admin, or Microsoft Power Platform admin).
Select an environment and go to Settings > Templates > Access team templates.
On the command bar, select More Commands (...).
Select Customize Entity.
In the navigation pane, expand Entities, expand the entity you want to use in the team template, and then select Forms.
In System Forms, select Active Forms > Main form.
On the Main form, open the Insert tab.
On the ribbon, choose Sub-Grid.

The Set Properties dialog box appears.
In Set Properties, complete the required fields, and then select the Display label on the Form checkbox.
In the Records dropdown list, select All Record Types.
In the Entity dropdown list, select Users.
In the Default View dropdown list, select Associated Record Team Members.
In the Team Template dropdown list, select the desired template and choose Set.

The team template you selected now appears on the Main form.
On the Actions toolbar, select Save, and then select Publish.

Add a team template to a solution

You can add your team template as a component to a solution.

Create a solution.

Add Team template.
Select Add existing on the action bar.
Select More and Other, and then select Team template.
Select your Team template and select Add.

Add the table where your Team template was added.
Select Add existing on the action bar.
Select Table.
Select the table where the Team template was added. Select Next.
Select the Include table metadata option.
Select Add.

Note

For custom tables, you'll need to select the Include all objects option.

Add the form where the Team template was added.

Double-click the table where the updated form resides.
Click the Forms link under the Data experiences section.
Click the Add existing form option on the Action bar.
Select the form where the Team template was added.
Click Add.
Publish your customizations.

Export your team template

You can now export your team template and import it into a different environment.

Export your team template solution.
Download the solution .zip file.
Import your team template .zip file solution.