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Power Apps - Microsoft Dataverse
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Model Driven App: Default table record filteration

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Posted on 6 Apr 2025 22:19:22 by ctrl_kudorje 141
When using tables that Dataverse comes with example Contacts, Roles, etc. When a user is on a model driven app, and using a View that was already built example Active Contacts, how do you limit the user from seeing records that dont relate to the application that the user is in. For example, i dont want user to see some of these predefined Contacts in the contacts table. Basically the app should be only showing records that relate to the current application instead of showing all data from these pre-defined tables.
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Microsoft Dataverse
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    Fubar Profile Picture
    Fubar 7,867 Super User 2025 Season 1 on 07 Apr 2025 at 23:23:34
    Model Driven App: Default table record filteration
    Regarding Sample Data, if you started from a Trial you may have had sample data pre-installed, otherwise it is generally an option to install it.
     
    You may be able to uninstall it: Advanced Settings->System->Data Management->Sample Data
    (Advanced Settings is either in its own App or from under the cog in the top right of the screen)
     
     
  • Suggested answer
    Fubar Profile Picture
    Fubar 7,867 Super User 2025 Season 1 on 07 Apr 2025 at 23:14:00
    Model Driven App: Default table record filteration
    Regarding your Reply....
     
    The separation itself is not by the App. But, you can separate and segment your data (e.g. users in 1 department cannot see data from department 2) this is achieved through the appropriate configuration of Security Roles, Business Units, and could also be Teams (depending on your needs).
     
    Business Units are like your Organization chart, and your Users & Teams belong to Business Units (by default they will be in  the Root Business Unit), The Privileges in the Security Roles determine what the user sees based on the Business Unit/Team the user belongs to and which User/Team (BU) is in the Owner field of the respective records.
     
    Note: the above is just a very brief summary and there can be a lot more to it, and it can get very complex very quickly.
     
     
  • ctrl_kudorje Profile Picture
    ctrl_kudorje 141 on 07 Apr 2025 at 03:37:15
    Model Driven App: Default table record filteration
    I see what you are saying, one clarification needed though. If in Environment XYZ, solution A uses the contacts table for application A1  and in the same environment, solution B for another application uses contacts table for application B1.
     
    Wouldn't there be a risk that application B1 which has Field Contact email which is a lookup field displays records from Contacts table which has no need of whatsoever to show on app B1 as it they are relevant to app A1 only. I am trying to understand, if the same tables are being leveraged by multiple applications to ease the app building process by utilizing these pre-built tables, how can data be isolated for solution to solution, or perhaps by another level below that?
  • Suggested answer
    Michael E. Gernaey Profile Picture
    Michael E. Gernaey 42,027 Super User 2025 Season 1 on 07 Apr 2025 at 02:38:47
    Model Driven App: Default table record filteration
     
    Let me start by saying, those apps only have data in them if someone installs the Sample Data. If someone did that, that is why there is data, it is not default (ever).
     
    Now as for apps, data is not associated by application, data is based on role, a bu, and org a team an owner etc , which defines who has access to data based on how those things are associated to a table.
     
    There is no "inserted by what app" column. You could create your own solution around that but it's going to be insane, as that is not a standard practice in any ecosystem.
     
    I was not sure you were asking a question or not, but I hope this helps you understand how it works.
     
    P.S. You can uninstall the Sample data, then you won't have to worry about that data being visible.
     
    If this helps, I'd be grateful if you marked it as such and maybe a like.
     
    If you have further questions, please feel free to drop them in.
     
    Thanks

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