Access Team via Subgrid vs Manual Access Team in Dataverse

Access Team via Subgrid vs Manual Access Team in Dataverse

In Dataverse, the term Access Team is used in two different ways, which often confuses makers:

  • Access Team (Template + Subgrid) - system-generated team created per record.
  • Access Team (Team Type = Access) - manual team created from Teams and used with the Share button.

1️⃣ Access Team via Subgrid + Template (System-Generated)

This type of Access Team is created when you configure an Access Team Template and add a User subgrid on the form.

How it works:

  • You create an Access Team Template for a table (for example: UserOwned).
  • You add a subgrid to the main form and set:
    • Table = Users (systemuser)
    • View = Associated Member View
    • Team Template = Your Access Team Template
  • On each record, you add users to this subgrid.
  • Dataverse automatically creates a hidden access team for that record and shares the record with those users.
  • You can refer the below link for more information.
    https://mspowerplatformtips.blogspot.com/2025/11/understanding-and-configuring-access.html

What actually happens in the background:

  • A system access team is created per record (not visible in Teams list).
  • Only the selected users (from the subgrid) get access to that specific record.
  • Permissions (Read, Write, etc.) come from the Access Team Template.

Use case scenarios:

  • Case / Ticket Collaboration – Add only the agents or specialists who should see a particular case.
  • Account / Opportunity – Include a small set of salespeople for one high-value opportunity.
  • Project Record – Add only the project team members for that specific project record.

Key characteristics:

  • Per-record, auto-generated team.
  • Configured using Access Team Template + User subgrid.
  • You add Users only (Teams cannot be added to the subgrid).
  • Great for ad-hoc record-level sharing directly from the form.

2️⃣ Manual Access Team (Team Type = Access + Share Button)

This type of Access Team is created from the Teams area in the environment settings with Team Type = Access.

How it works:

  • Go to Environment → Settings → Users + Permissions → Teams.
  • Click New Team and set:
    • Team Type = Access
    • Select a Business Unit.
    • Add users as team members.
  • Open any record and click Share.
  • Choose this Access Team in the Share dialog and give permissions (Read, Write, etc.).
  • All users in that team now have access to the record.

What actually happens in the background:

  • The team is a visible, reusable Access Team (you see it in the Teams list).
  • When you share a record to this team, all team members get the specified privileges.
  • You can reuse the same team to share many records, instead of selecting users again and again.

Use case scenarios:

  • Finance Read Team – Share certain records with a group of finance users for review.
  • Audit / Compliance Team – Provide temporary access to specific records during audits.
  • External Vendor Review – Share a set of records with a fixed group of external consultants.

Key characteristics:

  • Manual, reusable team created once and used many times.
  • Used together with the Share button on records.
  • Suitable when the same group of users needs access to many records.

3️⃣ Quick Comparison

Feature Access Team via Subgrid + Template Manual Access Team (Team Type = Access)
Created from Access Team Template + Form Subgrid Teams screen in environment settings
Visibility Hidden, system-generated per record Visible in Teams list, managed manually
Per record or reusable? Per record (different team per record) Reusable for many records
Members added from Form subgrid (Users) Team membership screen
Used with Share button? No Yes
Best suited for Ad-hoc, record-level collaboration from the form Sharing records with a fixed group of users

In summary, use Access Team via Subgrid when you want to manage access directly on the form per record, and use a Manual Access Team when you want a reusable team that you share records with using the Share button.

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