Understanding and Configuring Access Teams(Template) in Dataverse

Understanding and Configuring Access Teams(Template) in Dataverse

Access Teams in Dataverse allow you to share a specific record with selected users without giving them full table access. This is useful for applying record-level security.

 1. Enable Access Teams for the Table

First, open your table and turn on the Access Teams setting.
This allows the table to use record-level sharing through Access Team Templates.


2.  Enable Access Teams in the Environment

  • Go to Power Platform Admin Center
  • Select your environment
  • Navigate to Settings
  • Open Templates
  • Select Access Team Templates

3. Create an Access Team Template

In the Access Team Template form:

  • Enter a Name
  • Select the Table Name (Example: UserOwned)
  • Save and close

4. Add the Team Template to Your Solution (Important)

This is required to use the template inside the form designer.

  • Open your Solution
  • Click Add Existing
  • Click More
  • Select Team Template
  • Choose the template you created and add it

This step ensures the template is available when configuring the form.

5. Add Access Team Subgrid Using Classic Form Editor

  • Open Solutions
  • Select your UserOwned table
  • Go to Forms → Main Form
  • Click Switch to Classic
  • From the ribbon, select Insert → Subgrid

In the Subgrid properties panel:

  • Set Data Source Table = Users (systemuser)
  • Select Associated Member View
  • Choose the Access Team Template you added to the solution
  • Click OK and publish the form

Now each record of your table will show an Access Team subgrid where you can add users.

6. Minimum Security Role Permissions Required

Even if a user is added to the Access Team, they must have table-level permissions to access the record. At minimum, they require:

Privilege Level Purpose
Read/Share(given in template) User level Allows user to view the table
Write Optional Allows editing shared record
Append / Append To Optional Allows linking to other records

If a user does not have at least User-level Read privilege, they cannot open the table or record, even if they are part of the Access Team.


If you add a user here, the permissions defined in the template will be applied to that user. Dataverse will also create an Access Team automatically under Teams.


You can't manage this group here if you remove user, it will reflect here.

✔ Final Summary

  • Enable Access Teams in Admin Center
  • Create Access Team Template
  • Add the template to your solution
  • Use Classic Form Editor to insert Access Team subgrid
  • Select Users table + Associated Member View + your template
  • Provide minimum table permissions through a security role

With these steps, Access Teams will work smoothly for any User or Team Owned table in Dataverse.

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