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When you set up synchronization between Business Central and Dataverse, choose who owns new records in Dataverse. The ownership model works with security roles to control who can access synchronized data.
On the Dataverse Connection Setup page, the Ownership Model field offers two options:
- Team: Assign new records to the company's default owning team.
- Person: Assign new records to the Dataverse user coupled to the salesperson or purchaser on the source record.
These options apply to synchronized records in tables with User or team ownership, such as accounts and contacts. They don't change the ownership of organization-owned tables, such as the Product table. Learn more about table ownership in Types of tables.
Companies, business units, and owner teams
In Business Central, users work in the context of a company. In Dataverse, a business unit groups related business activities and helps define access to data. A business unit isn't a legal entity and doesn't have to represent a company.
When you enable synchronization for a company, the integration creates or reuses the following records in Dataverse:
- A company record in the integration's company table. Its name matches the Business Central company name. Its External ID stores the Business Central company ID separately.
- A business unit directly below the root business unit. Its generated name combines the company name and company ID, in the format
<CompanyName> (<CompanyID>). - A separate owner team associated with that business unit. Its generated name uses the format
BCI - <BusinessUnitName>.
The integration stores the default owning team on the company record. Both ownership models use this setup. If you select an existing business unit, the integration creates or reuses an owner team in that business unit and sets it as the company's default owning team.
The integration's owner team is separate from the default team that Dataverse automatically creates for each business unit.
Note
If you rename a company in Business Central, the integration doesn't automatically rename its existing company, business unit, or owner team records in Dataverse. Synchronization identifies the company by its ID, so the name difference doesn't affect synchronization.
Team ownership
With Team ownership, the company's default owning team owns new synchronized records in user and team-owned tables. Access to those records depends on the security roles assigned to users and teams.
For example, synchronized accounts for Cronus US are owned by its integration owner team in the Cronus US business unit. To give a separate Cronus US Sales team access to those accounts:
- Create or select a Cronus US Sales owner team associated with the Cronus US business unit.
- Assign the sales team a security role that grants Read access to the Account table at the Business Unit level.
- Add the salespeople who need access to the sales team.
Members can then read the accounts owned by the integration team in that business unit. A role's name alone, such as Sales Manager, doesn't establish its access level.
Access across a business-unit hierarchy
Dataverse has one root business unit. You can create a Europe business unit below the root and place Germany and Spain below Europe. A sales team associated with Europe can use a security role with Read access to accounts at the Parent: Child Business Unit level to read accounts in Europe, Germany, and Spain.
Synchronization determines which team should own records. This is controlled by the Default owning team field on the BCI row. When a BCI record is enabled for synchronization, Business Central automatically creates the associated business unit and owner team if they don't already exist, and sets the Default owning team field. When synchronization is enabled for a table, administrators can change the owning team, but a team must always be assigned.
Learn more about access levels in Security roles and privileges.
Choose a different business unit
Before you enable synchronization, you can select an existing business unit in the Coupled Business Unit field on the Dataverse Connection Setup page. Selection is available for both Team and Person ownership. The field's selection action isn't available while data synchronization or virtual tables and events are enabled.
You can select only active business units directly below the root business unit. An existing business unit keeps its name without a company ID suffix. The integration creates or reuses an owner team named BCI - <BusinessUnitName> in the selected business unit.
Learn more about connection settings in Connect to Dataverse.
Person ownership
When you use Person ownership, new synchronized accounts and contacts go to the Dataverse user who works with the salesperson or purchaser on the source record. If you assign a salesperson or purchaser, link that person to a Dataverse user before synchronizing. An assigned salesperson or purchaser without a link causes a synchronization error.
If the source record doesn't have a salesperson or purchaser, the integration assigns the new record to the company's default owning team. Organization-owned tables, such as Product, stay organization-owned.
The assisted setup guide adds coupled users to the default owning team. During synchronization, the integration automatically adds coupled users to the default owning team only when the connection uses Microsoft 365 authentication and administrator authentication succeeds.
To check membership, use the Default Team Member column on the Users - Dataverse page. If a coupled user isn't a member, use Add Coupled Users to Team on the Dataverse Connection Setup page. Sign in with an administrator account when prompted.
Learn more about synchronization in Synchronize data in Business Central with Microsoft Dataverse.
Related information
Integrate with Microsoft Dataverse via data sync
Create or edit business units