This article describes how to share your agents, Power Platform application, or flow (for brevity, called “apps”) with specific groups that are defined within Entra ID or the university. These instructions only apply to apps that are created within the Production environment. You cannot share apps developed within Developer or Sandbox environments with everyone. More info about the Power Platform environments can be found at https://4help.vt.edu/sp?id=kb_article&sysparm_article=KB0016124.

To configure your apps for sharing

1. Use the Production environment to develop your app. Broad sharing of Power Platform resources is only supported within a Production environment.
2. Submit a ticket at http://4help.vt.edu to request that the security group of your Production environment be set to “Not Assigned”. Please include the following information in your ticket:
   1. Environment name
3. Create a Dataverse team. You will need to create a Dataverse team for each app that you wish to share.

3. 1. Go to the Power Platform Admin Center: https://admin.powerplatform.microsoft.com/
   2. Select Environments.
   3. Click the target environment.
   4. Select Settings (gear icon).
   5. Expand Users + permissions.
   6. Select Teams.
   7. Click + Create team.

4. Configure the new Dataverse team.

4. 1. Team type: Microsoft Entra ID Security Group
   2. Group name: PP_All_Users or Entra ID Security Group Name

1. 1. 1. PP_ALL_USERS: Use this group when you want to share with the university
      2. Use an existing Entra ID Security Group Name when you want to share with specific individuals (who have to exist within that security group)

4. 3. Membership type: Members
   4. Members of the Entra ID security group (including PP_ALL_USERS) assigned to your Dataverse team will be able to run the app. Make sure that is what you intended.
5. You must give your Dataverse team the "Basic User" role, but you can also assign other appropriate roles as needed. At this point, your app is ready to be shared.

When you complete these steps, you achieve the following outcomes:

• All tenant users can access the environment but cannot make changes. Access is needed to use the app.

• Apps and flows can be shared with everyone (PP_ALL_USERS) or with only the people in your Microsoft Entra ID Security Group.
• Users can run apps and flows without being makers or admins
• Permissions remain centrally managed through Dataverse roles and team membership

To share the app

Exact instructions depend on what you are sharing, but

1. When configuring the share link, make sure to target the group configured with the Dataverse team and not “Everyone in Virginia Tech”.
2. If you do not properly configure your app, you can still share the link, but the person using the link will see an error when trying to access it. The exact error depends on the app that is being shared.

Additional Information

• For enterprise or solution-based apps and flows, consider team-owned or application-owned resources instead of user-owned resources.
• Changes to Entra ID group membership may take effect when users access the environment or after a forced sync.
• Avoid using personal user-owned connections for apps and flows shared with everyone.
• Changes to permissions or access to an environment can take some time to be enforced.