Dataverse record ownership – what are the differences?

The Power Platform provides a low-code/no-code method for businesses to dive deep into business intelligence (Power BI), app development (Power Apps), process automation (Power Automate), AI (Copilot), and web development (Power Pages). The underlying database structure of the Power Platform is the Dataverse, a robust relational database that securely stores data used by business applications. Similar to Excel, data in the Dataverse are stored in tables (entities), and within each table are columns (fields) and rows (records).

The Dataverse requires each record (or row) stored within it to have an owner. The Power Platform currently allows for two types of record ownership: User or Team and Organization. Before a table is created within Dataverse, the user must first select the ownership type; once this is set and the table is created, it can never be changed.

User or Team Ownership

When a User or Team owns a record, that record can be tracked back to that particular User or Team within Dataverse (e.g., user John Smith owns the Cyberdyne Systems account record or the Sales team owns the New Paper Supply opportunity record). Records of this ownership type generally have a logical owner, and that person (or team) is usually deemed responsible for the life of the record until the ownership changes.

Organization Ownership

Organization ownership implies that all records within a table are owned by the organization as a whole. An example of this would be a table that stores transactional data for an account. There could be one, or hundreds, or even thousands, of transactional records associated with an account, and it is unnecessary for a User or Team to own each of those records individually. In other words, those records are the responsibility of the organization as a whole (or of the parent account record), not one person or a particular team.

Looking for more information about features of the Microsoft Power Platform? Take a look at our Power Platform services page for details!

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