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In Dynamics 365 Power Apps, Public System Views allow users to see and interact with pre-configured lists of data. However, managing access to these views is essential to ensure that the right users see only relevant information, preventing unnecessary exposure of data.

This blog provides a step-by-step guide on how to manage access to Public System Views in Dynamics 365, ensuring data security and usability.

Why Manage Access to Public System Views?

• Data Security – Restrict access to sensitive information.
• Improved User Experience – Reduce clutter by showing only relevant views.
• Role-Based Access – Ensure users see views applicable to their responsibilities.
• Optimized Performance – Limit views to avoid unnecessary database queries.

Understanding Public System Views

Public System Views are predefined views available to all users with appropriate security roles. Unlike personal views, which are user-specific, system views apply organization-wide.

Types of Views in Dynamics 365

• System Views – Created by administrators and available to all users with appropriate permissions.
• Public Views – Custom views designed for broad use across the organization.
• Personal Views – User-created views visible only to the creator unless shared.

Managing system views involves security roles, customizations, and access rights adjustments.

Restricting Access to Public System Views

Option 1: Using Security Roles

1. Navigate to Power Apps (make.powerapps.com).
2. Select Solutions and open the desired Table.
3. Click Views and locate the system view to restrict.

4. Select the view and then click on View Settings.

5. You can see it is set to “Everyone”, Turn the checkbox for “Specific Security Roles” and select the required security role from the list. Save and publish the changes.

Tip: Assign views only to relevant roles to prevent unnecessary exposure.

Option 2: Customizing Views with Model-Driven Apps

1. Open Power Apps Studio and navigate to Apps.
2. Select the Model-Driven App where the view is used.

3. Click Edit and go to Entity View Selection.
4. Remove unwanted views from the app to hide them from users.

5. Save and publish the app.

Tip: This method doesn’t remove the view from the system but hides it within specific applications.

Best Practices for Managing Public System Views

✔ Follow the Principle of Least Privilege – Grant access only where necessary.
✔ Use Role-Based Access Control – Assign security roles strategically.
✔ Regularly Review View Permissions – Audit access rights to prevent exposure.
✔ Limit Views for Performance Optimization – Avoid excessive queries for improved efficiency.
✔ Use Model-Driven App Customization – Hide irrelevant views based on app context.

Conclusion

Properly managing access to Public System Views in Dynamics 365 ensures that users only see relevant and necessary data. By leveraging security roles and model-driven app configurations, you can effectively control visibility while maintaining a seamless user experience.

Hope it helps!

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