Use case for the feature of Record ownership across Business Unit

#configuration, #security, #permission, #crossBU

Today, I would like to share an existing configuration on the Power Platform Admin Center. This feature is regarding record ownership impact on the permission of the user.

Scenario

Firstly, let's see my scenarios as picture here

Scenario

User A is working for 2 BU: BU1 and BU2. However, as my scenario flows, this User was assigned different roles for each BU.

How to enable & configure it?

Go to the Power Platform Admin Center > select environment > into the Feature area, turning on the feature "Record ownership across Business Unit".

Enable feature

Once enabled:

• Allows you to assign security roles from different business units to a user.

• Users can have different roles for each BU assigned.

Assign Security Roles for the User

To assign security role for a User for different BUs, you go to the Power Platform Admin Center. After that, go to User + permission area >> click User >> then select specified User (ex: TEST HS) and click Manage security role, then select BU and assign roles for the user.

Assign roles for different BUs

Activating the Record ownership across BU feature resulted in the Business Unit field being enabled, whereas it was previously disabled.

Please review the test security roles listed below. Following that, I will present the testing results for this feature. My test role: Salesperson-X and Salesperson-Y

Checking permission of the User

First, I logged in by user Admin and checked the data of Account entity as bellow.

• Total account records: 33

• Accounts of BU1: 04

• Accounts of BU2: 5

Data of Account entity - View by Admin role

Now, my expectation when log-in by user TEST HS:

• Can see 9 Accounts of Child BU 1 & Child BU 2

• Can Edit Account of Child BU 1

• Cannot Edit Account of Child BU 2

... and then my testing Result

Total Accounts = 9 record

Open the account record of each BU for permission testing

Testing Permission result - of TEST HS user

How to enable the field "Owning Business Unit" on the form for all entities?

I will now reveal a concealed setting that activates the Owning Business Unit field on the form for all entities. Once this field is enabled, users can create an Account record and then assign it to a different Business Unit to which they are assigned.

Before enabling this hidden setting - the field Owning Business Unit was set Read-Only. So, the user does not assign this record to a different BU.

Before - enable hidden feature

After that, we will enable the hidden setting of the Environment Database Setting. You must install a solution - OrgDBSettings tool at the link.

After installation, navigate to the solution within the configuration area and set the 'RecomputeOwnershipAcrossBusinessUnits' setting to 'true'. This will enable the 'Owning Business Unit' field to be modified and the user can assign account records to a different BU.

Set “RecomputeOwnershipAcrossBusinessUnits” = true

Let checking.....

Testing - after enable hidden setting

Tadaaaa... 🎉 That's all today.

Hoping well and thank you! [NTD]yns.Asia