Use access teams to limit access

  • 15 minutes

A Microsoft Dynamics 365 admin can use access teams to easily control who can see specific guides and guide content (3D models, images, or videos) in Dynamics 365 Guides. (See Use access teams and owner teams to collaborate and share information.)

Access teams are useful when you want to grant different user permissions for specific records in Microsoft Dataverse.

For example, you might want access to some guides to be limited to a specific factory location, or you might want to limit access to guides that are in progress.

Note

Dynamics 365 offers additional ways to customize and configure access to specific records in Dataverse. However, this unit doesn't cover advanced configuration, such as the creation of owner teams.

How access teams work with the Operator and Author user roles

When you assign an Operator or Author role to a user, that role automatically grants the user access to all guides in the instance.

To limit access to specific guides or guide content (3D models, images, or videos), you can use the Restricted Author and Restricted Operator roles that are already set up in your Guides solution.

Users who are assigned one of these roles will have access only to guides that they create themselves or guides/content that is explicitly shared with them.

Overall process for limiting access to a guide

The process for limiting access includes these basic steps:

  1. Assign the restricted security role to a user or users.
  2. Create an access team, and add users to it.
  3. Share the guide with the access team.

Important

If you have already restricted access to guides or guides content by creating your own security role with reduced privileges, you’ll need to remove that security role and replace it with one of the built-in security roles as described in this article.

Step 1: Assign the restricted security role

To prevent a specific user from accessing all guides by default, change that user's security role to the Dynamics 365 Guides Restricted Operator role. Once assigned, they will be able to see only the guides that have been shared with them.

Note

The steps outlined in this procedure show how to restrict operator privileges. You can restrict author privileges in a similar way. This unit also shows how to restrict access to the Guides entity. You can use the same steps to restrict access to other types of Dynamics 365 Guides records (3D models, images, or videos) to limit their visibility to certain users or teams.

  1. In the Microsoft Power Platform admin center, on the Environments page, select the same Guides solution, select More environment actions (...), and then select Settings.

  2. On the Settings page, select Users.

    Screenshot of the Users option on the Settings pane.

  3. Select a user by selecting the user's full name.

  4. Select Manage Roles to open the Manage User Roles dialog box, and then do the following:

    1. If it's selected, clear the check box for the Dynamics 365 Guides Operator role.
    2. Select the check box for the Basic User role.
    3. Select the check box for the Dynamics 365 Guides Operator Restricted role.
    4. Select OK.

Step 2: Create an access team and add users to it

A user can be associated with more than one access team.

Note

If you or someone else has already created an access team that you want to use, skip ahead to the next procedure.

  1. In the Microsoft Power Platform admin center, on the Environments page, select the same Guides solution, select More environment actions (...), and then select Settings.

  2. On the Settings page, select Teams.

  3. Select New.

  4. On the New Team page, set the Team Name and Administrator fields, change the value of the Team Type field to Access, and then select Save.

  5. To add users to the team, select the plus sign (+) next to the Team members list.

  6. Enter the name of the user that you want to add, select Search, and then select the user's name.

Step 3: Share the guide with the access team

To share the guide with the access team, follow these steps.

  1. Go to https://make.powerapps.com/.

  2. Select Apps, and then select Guides.

    Screenshot of the Guides option in Apps list.

  3. Find the guide that you want to share, select the check box next to the guide name, and then select Share.

  4. On the Share guide page, select Add User/Team.

  5. In the Look Up Records dialog box, follow these steps:

    1. In the Look for field, select Team.
    2. In the Look in field, select All User Access Teams.
    3. Select the check box next to the name of the access team that you want to share the guide with.
    4. Select Select, and then select Add.

    Screenshot of the Look up records dialog box, and the steps to add access teams.

Share a guide with another user

All users who have access to the Guides model-driven app can share the guides and guide records that they have access to with other users.

  1. Go to https://make.powerapps.com/.

  2. Select Apps, and then select Guides.

  3. Find the guide that you want to share, select the check box next to the guide name, and then select Share.

  4. On the Share guide page, select Add User/Team.

  5. In the Look Up Records dialog box, select the check box next to a specific user, select Select, and then select Add.

  6. Make sure that the user has the Read privilege, and then select Share.