Share
A dialog that gives other users or teams access to a single row with chosen rights, without changing its owner.
What it is
Share lets the owner of a row give other people access to it. In the dialog you add users or teams and choose the access rights for each: Read, Write, Delete, Append, Append To, Assign and Share. The dialog title names the row you are sharing. Ownership stays with the original owner.
When to use it
Use it for exceptions, such as letting a colleague help on one row. For regular access across many rows, use security roles, business units or teams instead, because many shares are hard to audit. To hand a row over completely, use Assign.
Licensing and configuration
No extra licence. The command needs the Share privilege on the table in a security role, and you cannot grant rights that the other person's roles do not allow. Microsoft's example is a user without Read on the table, who cannot see the row even when it is shared. Access teams and owner teams give another way to share rows with a group.
Pitfalls
- Shared access cannot exceed what a user's own security role allows.
- Sharing can cascade to related rows if the relationship is parental, which exposes more than you meant to.
- Many shares add up and slow security checks. Use teams for groups.
- Removing a share later is a separate step that users forget.
Try it in the demo
- Open the Accelerator form at the deep link and select Share on the command bar.
- Add a user and tick some access rights. The Share button stays disabled until you add a person and tick at least one right.
- Select Share to close the dialog.
The demo has no security model, so the share is not stored and has no effect on what anyone can see.