Use Security Roles + Business Units + Hierarchy Security.
- Users: Give the table User-level Read access. They can see records they own.
- Managers: Use Manager Hierarchy Security so managers can access records owned by their direct reports. The manager must also have the required security-role privileges.
- Directors: Give them Business Unit-level Read access if they need records from their own BU. If they also need records from child BUs, use Parent: Child Business Unit access.
Example
Business Unit
│
├── Director
│
├── Manager 1
│ ├── User A
│ └── User B
│
└── Manager 2
├── User C
└── User D
- User A → sees their own records
- Manager 1 → sees records owned by User A and User B
- Director → sees records across the required Business Unit
Important distinction
If “team” means direct reports, use Manager Hierarchy Security.
If “team” means everyone in the manager’s Business Unit, use Business Unit-level access instead. Business Unit access allows access to records owned by users in that Business Unit, so it can be broader than just the manager’s direct reports.
Interview tip
User → User-level access
Manager → Manager Hierarchy Security
Director → Business Unit / Parent: Child BU access
Hierarchy Security doesn’t replace security roles. The manager still needs the appropriate security-role privileges; hierarchy access works alongside those roles.
Microsoft documentation:
https://learn.microsoft.com/en-us/power-platform/admin/security-roles-privileges
https://learn.microsoft.com/en-us/power-platform/admin/how-record-access-determined
https://learn.microsoft.com/en-us/power-platform/admin/hierarchy-security
