Sharing a model-driven app primarily involves granting permissions to the underlying data and components within the app, and then sharing the app with the target users or user groups.
Part 1: Granting permissions:
- Understanding Security Roles: In the model-driven app context, permissions are managed with security roles. Each security role is a combination of privileges that define what actions users can perform. Permissions can range from read, write, delete, append and more for each type of data in Dynamics 365. Users can have multiple roles.
- Managing Security Roles: Navigate to the ‘Power Platform admin center’ > ‘Environments’ > ‘Settings’ > ‘Users + permissions’ > ‘Security roles’. Here, you can create new, clone or manage existing security roles. Assign specific data privileges as per requirement.
Part 2: Sharing the Model-Driven App:
- Sharing at an App Level: Navigate to the ‘Apps’ page. From the list of apps, select the model-driven app that needs to be shared. Click on ‘Share’ in the command bar and select the user or user group from the directory. You can then assign an already existing role which grants the necessary permissions to use the app.
- Share With Teams: In ‘Microsoft Dynamics 365’, you can create teams and assign security roles to them. When a model-driven app is shared with a team, all members inherit the permissions from the team’s security roles.
A practical example of sharing a model-driven app could involve an organization that has created a custom sales app to track potential opportunities. The app’s data and corresponding functions are sensitive and should only be accessed by the sales team. In this case, a specific ‘Sales’ security role can be created with the necessary permissions, and the app can be shared with the sales team exclusively.
In summary, sharing a model-driven app isn’t as simple as sharing a file or document due to its complex relationship with data and functions. Understanding security roles, permissions, and the ability to effectively manage them is crucial. Through model-driven apps, Microsoft’s Power Platform offers an excellent, flexible and secure solution to build apps that cater to specific roles in an organization.
This knowledge is an integral part that can serve you well in tackling the PL-200 Microsoft Power Platform Functional Consultant exam. Understanding how to share a model-driven app correctly will not only help you perform tasks efficiently, but it will also ensure that you design secure and efficient applications for your organization or clients.
Remember that practical knowledge and hands-on experience are key. All the theoretical knowledge will be put into perspective when you’re actually sharing a model-driven app. So, get hands on, make mistakes, learn, and conquer your PL-200 Exam. Good luck!
Practice Test
True or False: A model-driven app can be shared with individual users only.
- True
- False
Answer: False
Explanation: Model-driven apps can be shared with teams, roles, and business units as well as individual users.
In Microsoft Power Platform, who can share a model-driven app?
- a) System Administrator
- b) App Designer
- c) Customizer
- d) All of the above
Answer: d) All of the above
Explanation: System administrators, app designers, and customizers all have the necessary privileges to share a model-driven app.
Can you remove the permission of any user on a Model-driven app in Microsoft Power Platform?
- a) Yes
- b) No
Answer: a) Yes
Explanation: App owners or system administrators can remove permission to an app from any user at any time.
Is it mandatory to share a model-driven app manually with all users?
- a) Yes
- b) No
Answer: b) No
Explanation: There are various sharing options that allow you to automatically share an app with a group of users, such as by role, business unit, or team.
True or False: Only the maker of an app can share it on Microsoft Power Platform.
- True
- False
Answer: False
Explanation: The system administrator and other designated roles can share a model-driven app, not just the maker.
Does sharing a model-driven app give the user access to underlying data?
- a) Yes, always
- b) No, never
- c) Only if additional permissions are granted
Answer: c) Only if additional permissions are granted
Explanation: Simply sharing a model-driven app does not automatically give the user access to the underlying data. This requires appropriate security role permissions.
True or False: You can stop sharing a model-driven app at any time.
- True
- False
Answer: True
Explanation: Yes, an owner or administrator can revoke access to a shared model-driven app at any time.
Who has the highest privilege in managing the sharing of model-driven apps?
- a) App owner
- b) System administrator
- c) App user
- d) App creator
Answer: b) System administrator
Explanation: The system administrator has the highest level of privileges for managing sharing of model-driven apps.
What is the primary prerequisite for a user to access shared data in a model-driven app?
- a) User must be an administrator
- b) User must have a Power Apps license
- c) User should know the app’s password
- d) User should be online
Answer: b) User must have a Power Apps license
Explanation: Regardless of app sharing, a user must have a Power Apps license in order to access and use any Power Apps, including model-driven apps.
True or False: Sharing of model-driven apps is final and cannot be changed or updated.
- True
- False
Answer: False
Explanation: Share settings for model-driven apps can be updated, changed, or revoked at any time by the owner or system administrator.
Interview Questions
What is a model-driven app in Microsoft Power Platform?
A model-driven app is an app in Microsoft Power Platform that is largely designed based on the underlying data model which is used to store data and is designed to guide the users through the business processes. It helps users to understand and work with the complex data in a simpler way.
How can you create a model-driven app in Microsoft Power Platform?
You can create a model-driven app in Microsoft Power Platform by using the Power Apps Studio. This requires selecting the entities, forms, views, charts and dashboards that make up the app.
What are the main components of a model-driven app?
The main components of a model-driven app include site map, forms, views, charts, dashboards, and business process flows.
Can multiple users be given the access to use a model-driven app?
Yes, administrators can share a model-driven app with other users, teams, or everyone in the organization based on the requirement.
How does the sharing feature work for a model-driven app?
The sharing feature allows an app’s owner to share an app with other users. Only the owner of an app, a user or a group with share app privileges, or a system administrator can share an app.
What permissions are required to share a model-driven app?
The user attempting to share the model-driven app must have Read and Write access to the app, and Read access to the individual users or teams with whom they are attempting to share the app.
How can you share a model-driven app?
You can share a model-driven app by going to the Power Apps website, selecting Apps, then selecting the app, clicking on the Share button, and adding the users or teams.
What does the process of sharing a model-driven app with a team involve?
Sharing a model-driven app with a team involves selecting the team and then assigning the appropriate role that determines what kind of access the team members have to the app.
What are the different roles that can be assigned when sharing a model-driven app?
The different roles that can be assigned when sharing a model-driven app include Co-owner, Contributor, and Viewer.
Can you remove users or teams from the access to a model-driven app?
Yes, an owner or an administrator can remove any user or team from the access to a model-driven app by navigating to the Share panel and removing them.
What capabilities do you have when sharing a model-driven app with a client?
When sharing a model-driven app with a client, you can assign them roles and permissions, determine which parts of the app they can see and interact with, and even remove their access to the app.
What is the main benefit of sharing a model-driven app?
Sharing a model-driven app allows teams to collaborate effectively on tasks, as well as granting access to the necessary data and functions within the app.
Can you modify an app that has been shared with you?
No, unless you have been assigned as a Co-owner or a Contributor, you cannot modify an app that has been shared with you.
How are business process flows used in a model-driven app?
Business process flows in a model-driven app guide users through the tasks or procedures that need to be completed, making sure the data is entered correctly and consistently.
Can an app be shared outside the organization?
No, the current functionality of Microsoft Power Platform restricts the sharing of apps, including model-driven apps, only to the users within the same organization.
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