Access controls for Dataverse and Power Platform

Dataverse and Power Platform provide fine-grained and multi-level access control that can help administrators ensure that their users and applications comply with sovereignty requirements. These controls are described in this article.

Role-Based Access Control (RBAC)

Role-Based Access Control (RBAC), also known as role-based security, is a method that gives permissions to end-users based on their role in your organization. It helps you manage access in a simple and manageable way. It also reduces errors that can happen when you assign permissions individually.

Fine-grained RBAC controls in Dataverse can ensure that users have precisely the permissions required for their roles. Permissions can be granted at the environment, role, database, table, row, and column levels. Organizations can define who can read, write, delete, or modify specific records, fields, or apps. This granularity helps to respect customer data sovereignty. For more information, see Configure user security in an environment - Power Platform | Microsoft Learn.

Dataverse environments come with predefined security roles that follow the principle of minimum required access. These roles give users the least access they need to do their tasks within specific apps. The available roles depend on the environment type and installed apps.

If an environment has a Dataverse database, follow the minimum required access principles and minimize the number of users with access to theĀ System Administrator role.

For environments without a Dataverse database, two predefined roles exist:

  1. Environment Admin: Performs administrative actions, prepares databases, manages resources, and creates data loss prevention policies.

  2. Environment Maker: Creates resources (apps, connections, APIs, etc.) but lacks data access privileges.

To control access to both apps and Dataverse through Power Apps, follow the guidance given here How to control app and Dataverse access - Power Platform Community (

Privileged Identity Management (PIM)

PIM is a service in Microsoft Entra ID, that helps you manage control, and monitor access to important resources. You can use it to protect your sovereign Dataverse data from the risk of access by a malicious insider or a malicious Microsoft Cloud provider. Here are some features of PIM that can help you:

  • Just-In-Time Access: PIM gives users just-in-time privileged access to Microsoft Entra ID and Azure resources. This means that users receive temporary permissions to perform privileged tasks, which prevents malicious or unauthorized users from gaining access after the permissions expire.

  • Time-Bound Access: You can set time-bound access to resources using start and end dates. This type of access limits the time that a user can access sensitive data, reducing exposure risk.

  • Approval-Based Role Activation: PIM requires approval to activate privileged roles. This step adds an extra layer of control and transparency by making sure that a higher authority approves the activation of roles.

  • Multi-Factor Authentication: PIM enforces multifactor authentication to activate any role. This process requests the user to substantiate their identity through a minimum of two separate forms of verification.

  • Access Reviews: PIM allows you to conduct access reviews to ensure users still need assigned roles. The reviews help you remove unnecessary access rights and reduce the risk of insider threats.

With Entra's other conditional access and location awareness controls, PIM can help you control access to environments by only allowing trusted devices, locations, and other conditions, which can be evaluated for authentication. You can use these features of PIM to reduce the risk of a malicious insider or a compromised Microsoft Cloud provider accessing your data stored in the Dynamics cloud. For more information on PIM, see, What is Privileged Identity Management? - Microsoft Entra ID Governance | Microsoft Learn.

Security roles

You can secure your data and ensure that users have the least privilege necessary by using Dataverse authorization and data level security roles that define row, field, hierarchical, and group protection. These roles give you the ability to specify granular, field-level security. Dataverse implements both privilege and access checks to help you to maintain this control. Privileges are managed through security roles or team assignments, and access checks are managed through ownership, role access, shared access, or hierarchy access.

For example, to reduce the risk of inadvertent data disclosures and ensure that only authorized personnel can make data transfers, set user permissions to restrict Entra Guest user accounts from making Power Apps. Make sure that when you assign privileges and inheritances to a user or team, each individual only gets the appropriate level of privileges.

More information about Dataverse security roles and privileges is available to help you to ensure only authorized users can access your sovereign assets.

Business units

Every Dataverse database has a single root business unit. This business unit defines a security boundary, which works with role-based security, to manage users and the data they can access. These can facilitate sovereign controls especially in for large or complex organizations with multiple business units that have different levels of access and restrictions. Creating child business units and providing roles with the minimum necessary access permissions serve as guardrails to protect data sovereignty. Business Units are specific to an environment and can be managed through the admin center Environment controls.

Dataverse also uses the controls of Microsoft Entra identity and access management mechanisms to help ensure that only authorized users can access the environment, data, and reports. Also, because Dataverse is built on Azure, it benefits from the Azure platform's powerful security technologies.

Encryption and key management

Dynamics 365 runs on Azure as a multitenant service. This means that multiple customers' deployments, virtual machines, and data are stored on the same physical hardware. Azure uses logical controls to provide the scale and economic benefits of multitenant services while preventing customers from accessing each other's data.

Customer data in Dataverse stays in its original source (for example, Dataverse or SharePoint). Power Platform apps use Azure Storage and Azure SQL Database for data persistence. Data used in mobile apps is encrypted and stored in SQL Express.

Dataverse encrypts data on disk in real time with SQL Server Transparent Data Encryption (TDE) using strong keys that Microsoft manages. Azure Storage Encryption encrypts customer data stored in Azure Blob storage. Power Platform encrypts all data that it saves by default using keys that Microsoft manages. Dynamics managed environment customers who have the right licenses and subscriptions should use Customer-managed Keys when they can. Customer-managed keys work with Dataverse and most Dynamics 365 apps.


Be aware that if the customer-managed keys is applied to an environment which already has existing Power Automate flows, the flows data will continue to be encrypted with the Microsoft-managed key, not with the customer's key. Also, the customer-managed keys will encrypt only data stored in Microsoft Dataverse; any non-Dataverse data and all connector settings are encrypted by the Microsoft-managed key.Note that encryption on disk does not stop operator access while data is in use.

For Power BI, Microsoft managed keys encrypt data at rest and in process by default. To meet sovereign requirements better, you should if possible bring your own key (BYOK) to manage semantic model data uploaded from the Power BI Desktop (.pbix) file. Depending on your specific needs, you can keep your customer-managed keys or BYOK keys in the Azure Key Vault, or in your own on-premises Hardware Security Module (HSM). To give more access control and transparency, Azure Key Vault logs every successful or attempted access. Azure Managed HSM (mHSM) support for Dataverse is in preview. This lets you revoke Microsoft's access to the keys if you need to.

For more information, see Manage your customer-managed encryption key in Power Platform - Power Platform | Microsoft Learn.

Additional resources