Manage access to public system views (preview)

[This topic is pre-release documentation and is subject to change.]

Admins can manage views that users can access in model-driven apps with security roles. When a user plays a model-driven app, the user only has access to the system views that apply to the security roles that they're assigned to.

Wichteg

• This is a preview feature.
• Preview features aren’t meant for production use and may have restricted functionality. These features are available before an official release so that customers can get early access and provide feedback.
• From January 15 through January 31, 2025 the public preview for managing system views with security roles will be deployed to environments to make available.

System views are special views that model-driven apps depend on, which exist for system tables or are automatically created when you create custom tables. These views have specific purposes and some additional capabilities. When a Power Platform admin manages a list of views with a security role, only those views—and the system, default view—are available in the view selector for users who are assigned to that security role. The other system views are filtered from the dropdown list. Users can still see the filtered views when they navigate to the Manage and share views option.

After a Power Platform admin turns on the manage table list views feature, users can set their own default view from the list of views that the admin manages and their own personal views from the Manage and share views option in a model-driven app.

Data access continues to be secured with security role privileges, which means only records that a user has access to are displayed by the views. Having access to a particular view doesn’t mean you also have access to the data that's available in the view.

Notiz

This feature filters views that appear in the table list view selector. All system and associated views continue to display in subgrids and associated grids that have a view selector.

Prerequisites

• System administrator security role membership in the Microsoft Dataverse environment.
• By default, the manage system views feature is turned off. Turn on the EnableRoleBasedSystemViews setting by downloading and running the OrganizationSettingsEditor tool. More information: How to change default environment database settings
• Turning on auditing is recommended, but not required.

System views in a Dataverse environment

System views are predefined views that exist for all system tables. These views can include Public, Quick Find, Advanced Find, Associated, or Lookup. When an admin or maker creates a view from Power Apps (make.powerapps.com), the view becomes a public view. You can manage public views with security roles.

Commonly used public view examples

You can manage the table list of views with your business users based on the users’ security role assignment. Admins select the applicable system views and manage these views with security roles. When the user navigates to a table list form, they only see the system views that were managed with the security roles that are assigned to them.

Examples of public views:

Table	Public view
Account	My Active Accounts
Account	Accounts: No Campaign Activities in Last 3 months
Lead	My Open Leads
Lead	All Leads
Case	All Cases
Case	Cases I follow
Case	My Cases
Case	My Resolved cases
Contact	All Contacts
Contact	Contact I follow
Contact	Inactive contacts

Turn on manage table list views

1. Make sure you enable the table list views feature in your environment. More information: Prerequisites
2. You manage public views with security roles. If you need to create new security roles, go to Security roles and privileges for more information about security roles.
3. Create a solution and add the tables and their corresponding views that you have managed.
4. Export the solution as managed.
5. Import the solution into your production environment. Inform your users that their system views are now filtered based on their security role assignment.

Manage public views with security roles

All system views can be managed with security roles. Once they’re managed, users with the assigned security roles only view these views in the view selector.

Notiz

System views are denoted as Public view type in Power Apps (make.powerapps.com). Only public views can be managed. Default public views can’t be assigned security roles for access.

To manage system views with security roles:

1. Sign in to Power Apps.
2. On the left navigation pane, select Solutions, and then open the solution that has the table with the view you want to manage. If the item isn’t in the side panel pane, select …More and then select the item you want.
3. Open a table, such as the account table, and then select the Views area.
4. Select the nondefault public view that you want, and then on the command bar, select View settings.
5. Select the Specific security roles option.
6. Select the security roles that you want to assign to the public view.
7. When you're done selecting the security roles, select Save and Publish.

Notiz

When you make changes to the 'EnableRoleBasedSystemViews' and View settings:

1. Setting the OrganizationSettingsEditor tool `EnableRoleBasedSystemViews' property to true is effective immediately and all table views except the default table view are immediately filtered.
2. Setting a view with security roles is effective immediately after you select Save and publish.
3. Changing a view setting from 'Specify security role' to 'Everyone' can take up to 24 hours to be effective.

See also

Create or edit a model-driven app view in Power Apps