Synchronising Dynamics / Power Apps Security with SharePoint

   Words by Paul McQuillan

   on 22/01/2021 07:00:00

Initially or ‘out-of-the-box’ the security model in Dynamics and Power Apps has no synchronisation with the security model in SharePoint.

This means that without integration any security rules we configure in Dynamics or Power Apps will need to be manually configured in SharePoint to ensure both systems share the same access levels. (or we run the risk of Documents being available to Users who should not have access to them)

DocDrive solves this problem by integrating security from Dynamics and Power Apps into SharePoint.

At one level this means that we can pass the Users connected with a record in Power Apps into SharePoint so the User or Users with access in Power Apps have their access mirrored with SharePoint:

This is often implemented for the core Owner field in Power Apps as every record in Dynamics or Power Apps typically has an Owner.

image

Setting the Owner here in Dynamics will then reflect in SharePoint:

image

But this approach to the shared security is very User Specific and so can be difficult to govern.

The way we manage this better is by using Teams in Power Apps mirrored with Security Groups in SharePoint.

So if take the same example above but instead of having the record owned by a User, we assign the record to a Team, this then grants everyone in that Team access to the Record in Power Apps and similarly grants everyone in that Team access to the Documents Location in SharePoint.

image

image

When we then add or remove Users to this Team in Power Apps - this is immediately synchronized to the Group in SharePoint.

image

Our Team in Dynamics – we can add or remove Members here as we do for any other Team.

image

The changes are then immediately available in SharePoint – and so applied to any of the Sites, Libraries or Folders that are using this Team for their Security

This means that any changes to our Teams automatically and immediately grant or remove access to the relevant records and documents - without having a large volume of User Specific permissions to manage as this can make Joiners and Leavers difficult for governance. 

Using the Teams and Groups approach here - we can simply add or remove users to the Teams and the Team then set their permissions.

Each Business Unit in Power Apps and Dynamics has a default Team that encompasses all the Users in that Business Unit - and this auto Team can be useful to help set security for that Unit.

image

This is then available to us in SharePoint to see the Documents restricted to Users in that Business Unit + the 2nd Team we have added here via a Custom Field:

image

As users will be automatically added and removed from the Business Unit Team as they are added or removed from the Business Unit – this can be a quick and easy way of ensuring both systems security is kept in synch.

Particularly as we can setup Workflow in Dynamics / Power Apps to automatically tag each Record owned by a User as being available to all the other Users in the same Business Unit as a simple ‘I can access information in my Business Unit but not others’ security model.

When combined with other potential Access Teams – this can start constructing a Business Unit Security Model that is applied to both Dynamics and SharePoint consistently, plus, give us a method for allowing confidential access or super users to access Records and Documents across different Business Units if we have a layer of high-access or super users.

This area of joining up Dynamics and SharePoint security is a key feature of DocDrive and we can take a deeper look at how this is done in the next article in this series here:

DocDrive365 Security: Day One - Getting Started with Dynamics to SharePoint Permissions

Share this Article

Search Articles

Filter Articles

CRM Tech DocMan

Recent Articles

Power Apps Portal Information Hub DocDrive365 Security: Day One - Getting Started with Dynamics to SharePoint Permissions Part 5 - Power Apps Portals: How To Connect Azure B2C With Linked-In Part 4 – Power Apps Portals: Styling Azure B2C for Power Apps Portals The 3 Phases for Using Multi-Select Option Sets in Flow with Microsoft Forms Part 3 – PowerApps Portals: Azure B2C and Power Apps Portals – User Flow for Signup and Signin Part 2 - Power Apps Portals: New Application Registration in Azure B2C for our Power Apps Portal Part 1 – Power Apps Portals: Creating a New Azure AD B2C Tenant The Automation Bot: Launching Contextual Flow from Teams Creating a New Bot for Teams Debugging your Teams Bot using Ngrok Adding a Microsoft Teams URL to a Dynamics Appointment Using Power Automate to Create a New Channel for a Record in Dynamics Connecting your Docusign Account with DocDrive365 for eSignature in PowerApps Showing or Hiding a SharePoint Metadata Column within Dynamics Running a Quick, Quick Campaign from Dynamics Dynamics for Sales: Use Word Templates to Export directly to PDF Newly Generated Documents in Dynamics or Power Apps do not save into SharePoint Synchronising Dynamics / Power Apps Security with SharePoint Adding the DocDrive Bot to each new Microsoft Team Microsoft Team for each Key Account using Conditional Rules in DocDrive365 Azure B2C–the Subscription is not Registered Using Power Automate to Integrate Microsoft Forms with Dynamics 365 CRMCS Quick Start Guide: How To Produce a Microsoft Teams Live Event Dynamics 365 Marketing: Lead Scoring and Sales Acceptance
Contact Us

Want expert advice or a demo?

Get in touch now and see how we can help your business grow.

  • Name
  • Email Address
  • Phone Number
 
Close

Understanding Your Challenges

Our strong understanding of CRM and emerging technologies within the Microsoft environment means we deliver the right solutions for you.

Proven Real-World Solutions

As a leader in the field of Dynamics solutions, our pedigree developing and delivering real-world solutions is unsurpassed.

Long Term Support

We provide support beyond our design, implementation and 'go-live' delivery using Sprints and continual updates to our AppSource apps.

CRMCS | Design by Thinktank Marketing | Citrus-Lime Limited

To improve your experience today and in the future, this site uses cookies. Read our full Privacy Policy & Cookie information here I Understand