Power Apps – Manage Public System Views with Security Role

 

Microsoft has been continuously enhancing Power Apps and the overall Power Platform experience for both makers and administrators. One of the latest improvements that went generally available (GA) on August 15, 2025, is the ability to manage access to public system views using security roles.

This update is a game changer, especially for organizations that rely on model-driven apps in Dataverse and want more control over what users see on list views.

What Changed?

Until now, public system views were accessible to everyone who had access to the table. This sometimes created confusion and clutter because users would see multiple views that were not relevant to their role.

Click Manage and Share views,

With this new capability, admins can configure system views to be visible only to specific security roles. For example:

• A Sales Manager can have access to “Opportunities – All Records” view.
• A Support Agent might only see “Active Cases” view.
• Other users will only see the views that are actually useful to their day-to-day tasks.

This ensures a cleaner user experience and helps improve productivity by reducing noise.

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Why Does This Matter?

From an admin perspective:

• You now get fine-grained control over how data is presented.
• Reduces training overhead, as users only interact with views that are relevant.
• Ensures better data governance in large enterprise environments.

From an end-user perspective:

• The UI becomes less cluttered.
• Easier navigation, faster data access.
• Helps avoid mistakes when selecting filters or views.

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Do I Need to Take Any Action?

👉 No immediate action is required.

This is an awareness update. Your existing system views will continue to work as usual. However, if you want to take advantage of this feature, you can start updating your system view configurations based on security roles.

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How to Configure Access to System Views

If you’re an admin or maker, here’s a quick guide:

1. Go to Power Apps Maker portal.
2. Open your model-driven app and navigate to the desired table.
3. Under Views, select the system view you want to configure.
4. In the Click three dots vertical properties pane, you’ll now see an option to View Settings,

5. Save and publish changes.

That’s it! Now, only users with the assigned roles will see that view.

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Learn More

Microsoft has published detailed documentation that walks through this capability. Check it out here:
👉 Manage access to public system views

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Final Thoughts

This is another step in Microsoft’s journey to make Power Apps and Dataverse more enterprise-ready. By combining security roles with view access, organizations can ensure that users get a tailored experience without unnecessary distractions.

If you are a Power Platform admin or solution architect, I’d highly recommend exploring this feature and updating your app governance strategy. Small improvements like these can create a big impact in user adoption and satisfaction.