Set permissions for Users outside the Team
Introduction
We saw how to create Power Apps for teams in this article. The ability to create Power Apps from scratch within Teams helps better accessibility and boost collaboration between teams. We also have the possibility to share the app with multiple teams.
In this article, we will see how to share an already created Power App with other colleagues.
Scenario
We have created a Power App for accepting Procurement requests which are added to the Microsoft Team by the Power App Developers who initially created the App. We need to share the app with another group of Global Users so that they can start using the app. Let’s see how we can share the below app with the end-users.
Sharing the App
By default, any app that is created and shared with a Team will follow the security model defined for that Team. A team usually has 3 roles Owners, Members, and Guests
The default permission levels for these Roles in the current Apps’ Dataverse tables can be viewed by visiting the Build tab and selecting the table and clicking on Manage Permissions.
Here we can see the 4 permission levels defined in the Table:
- Full access – Allows Users to View and Edit all records in the table.
- Collaborate – Allows Users to View all records but edit their own records.
- Reference – Allows users to View all Users records.
- Private – Allows users to only view and edit their own records.
By default, the Owner and Members have full access to the table which lets them do a full CRUD operation on the table. However, Guests can only Create new records and Read/Update/Delete their own records.
Using this Permission management pane, we can change the permissions for existing Roles in the Team, say for instance we can bring down the Member’s permission to Collaborate or Private so that they don’t have permission to update others’ records.
Set permissions for Users outside the Team
To grant permissions to users outside the team in which the app is shared, we have another section called the Colleagues with access which by default is set to None. We can Edit it and assign the required permissions. Since we are sharing the App and Table with Developers, we will assign Full access to Colleagues with access role.
Note: We are not specifying any Group/Colleagues on this page. We are just setting the permissions for those colleagues. Who are those colleagues, will be specified in the upcoming steps
We will assign the full permission for Colleagues with access. Operations is the name for a previously entered group, we will see how to change that and assign it to Global Users.
To assign the Colleagues who will have full access, Select the Build tab and click on the Teams that we had shared the App with. Here we can see an option to “Share with colleagues”
This will open a window where we can specify a Microsoft 365 group or an Azure AD security group and users in those groups will get access to the App that we are trying to share.
we have added the Global Users Azure AD Security Group so that they can access the app and table.
Thus, we have got a success message as well indicating the permissions have been granted.
Test the Sharing of App
Now let’s test the sharing of the app, by logging in as one of the Developers who have been granted access. Logging in to teams, Clicking on Apps, and Selecting “Build by your colleagues” will list the recent access granted app which we can add to the tab by selecting it.
We should now be able to use the App even outside the Teams with which it was shared initially.
Note: If the permissions were not granted correctly to the table, say for instance you want the delete a record and you have granted the Reference permission will throw the below error.
Summary
Thus, we saw how to share a Power App Created in Microsoft Teams to be shared with a global audience outside the Teams.
