Teams in Power Platform: How to Create a Team in Power Platform Admin Center?

In this “Teams in Power Platform” article, we will learn about how to create a team in the Power Platform Admin Center step by step, and we will also learn what a team is in Power Platform—is this team the same as Microsoft Teams or what?

The Microsoft Power Platform has revolutionized how businesses operate, enabling users to build powerful apps, automate workflows, and analyze data with ease. A vital feature within the Power Platform Admin Center is the concept of a “Team,” which plays a significant role in collaborating and sharing Power Apps securely across an organization. This article explores what Teams in Power Platform Admin Center are, how they enhance collaboration, and their importance when sharing Power Apps. Let’s dive in!

Introduction to Teams in the Power Platform Admin Center

In Microsoft’s Power Platform ecosystem, a Team is a grouping feature that brings users together under a single entity for managing, sharing, and working on Power Apps and resources. This concept aligns well with Microsoft Teams and Microsoft 365 Groups, offering seamless integration to enhance organizational collaboration. Teams in Power Platform help administrators and app makers share resources more efficiently and streamline permissions and roles within apps and environments.

There are various types of teams in the Power Platform admin center. I will create each type of team one by one and explain them. First, I will go with the owner-team type (one of the team types). Before that, let’s understand what the owner team type and other team type are, along with other vital parameters in team creation.

Understand Business Unit, Administrator, and Team Type

In the Power Platform Admin Center, setting up a new team within an environment involves configuring several fields that define how the team will operate, its permissions, and its connection to other Microsoft 365 tools. Here’s a breakdown of each field you’ll encounter:

1. Business Unit

• Definition: The business unit field allows you to associate the team with a specific organizational division or department, such as Sales, Marketing, or IT. Business units are used to structure data access and reporting across departments, ensuring that each unit operates with data relevant to its function.
• Role: Associating a team with a business unit helps define data access boundaries and enables role-based security within the Power Platform environment. It ensures that the data and resources accessible to the team align with the organization’s broader structure and objectives.
• Benefit: This field enhances data segmentation and security by aligning team permissions and resources to specific business contexts.

2. Administrator

• Definition: The administrator is the person or group responsible for managing the team, overseeing its settings, access permissions, and resources within the Power Platform environment.
• Role: Administrators handle user permissions, team membership, and resource allocation. They ensure that only authorized users have access to the team and can perform tasks based on their assigned roles. They can add or remove members, adjust roles, and manage the team’s interactions with other resources.
• Benefit: Having a dedicated administrator ensures controlled access, data integrity, and compliance with organizational policies. It centralizes responsibility, making team management more efficient and secure.

3. Team Type

The team type field is crucial in determining the structure, permissions, and relationship of the team to Microsoft Entra ID (formerly Azure Active Directory) groups. Here’s a closer look at each team type:

• Owner Team
  • Definition: An Owner Team is a team type where the team itself holds full ownership of records and resources it creates or manages within the environment.
  • Role: Owner Teams can create, manage, and fully control resources like Power Apps, Power Automate flows, and data within their assigned environments. Members have extensive permissions based on the team’s role assignments.
  • Benefit: This type is useful for teams that need high control over resources and data, allowing for autonomous management and full control within the team.
• Access Team
  • Definition: An Access Team is designed to provide limited access to specific records, such as customer information or data entities, without assigning full ownership.
  • Role: Access Teams are generally used to grant read-only or limited edit access to specific records. They can work on specific resources without taking ownership, allowing other teams or individuals to retain primary control.
  • Benefit: This type is ideal for temporary collaboration or restricted access, enabling collaboration while keeping ownership and broader permissions in the hands of other teams or users.
• Microsoft Entra ID Security Group
  • Definition: The Microsoft Entra ID Security Group team type connects the team with an Entra ID (Azure AD) security group, automatically granting access based on the security group’s membership and permissions.
  • Role: This team type allows admins to use existing security groups for managing access to Power Platform resources, leveraging group-based security already set up in Microsoft Entra ID. When users are added to or removed from the security group, their access in Power Platform is updated accordingly.
  • Benefit: Using a security group as a team type provides scalability and simplified management by syncing Power Platform access with broader identity management practices in Entra ID. It’s ideal for larger teams or departments where user roles frequently change.
• Microsoft Entra ID Office Group
  • Definition: The Microsoft Entra ID Office Group team type links a Power Platform team to a Microsoft 365 (Entra ID Office) group, commonly used for collaboration and sharing across Microsoft 365 apps like SharePoint, Teams, and Outlook.
  • Role: Teams linked to Entra ID Office groups inherit the group’s permissions and can access shared resources across both Power Platform and Microsoft 365. This connection facilitates cross-platform collaboration where teams work with Power Platform apps and other Microsoft 365 tools seamlessly.
  • Benefit: This setup is beneficial for cross-functional teams needing access to both Power Platform resources and Microsoft 365 tools like SharePoint libraries or Teams channels. It enhances productivity by centralizing resources and permissions in one group.

Configuring a team in the Power Platform Admin Center involves defining its business unit, administrator, and team type to streamline collaboration and control access. Each team type—Owner, Access, Microsoft Entra ID Security Group, and Microsoft Entra ID Office Group—serves distinct purposes, allowing admins to choose the most effective structure based on organizational needs.

How to create a team in Power Platform Admin Center?

To create a new team in the Power Platform Admin Center, we need to follow the below steps:

Create Team with Owner Team Type

Login to your Power Platform Admin Center.

Open the environment for which you want to create a team from the Environments menu.

Follow the below navigation to find the “Teams” menu.

Select your environment and open it; click on the settings menu.

Go to the “Users + Permissions” section and expand it.

There, you will find “Teams.”.

Click on the “Teams” link.

On this screen, we can see all previously created teams.

Click on the “+ Create team” link menu.

We will get the team creation screen. There are basically four team types; these are as below:

• Owner
• Access
• Microsoft Entra ID Security Group
• Microsoft Entra ID Office group

Now, let’s continue creating the new team with the owner team type and pass the following parameters:

• Team name: Any meaningful relevant text, I have named as “Custom Team With the Owner Type”.
• Description: This is an optional parameter; however, it is good to have for the governance purpose. I have described as “This team will be used for the demo purpose only.”
• Business unit: As explained above, what the business unit parameter is, select from the already available business unit. However, you can create a new business unit as well (from the environment settings, business units section).
• Administrator: Explained above, what is administrator? Select your team administrator.
• Team type: As explained above, what is a team type? Select your team type; here I have selected the team type as “Owner.”.

Create a team in Power Platform Admin Center

Click on the “Next” button to add team members.

Create a team in Power Platform Admin Center – Add team membersNote:

Team members inherit access and rights set by a Team

Click on the “Next” button to manage security roles (Manage Team security roles).

What is Manage Security Roles?

When creating a new team with the Owner Team type in the Power Platform Admin Center, managing security roles is a crucial step that determines the team’s access and permissions within the environment.

Security roles define what actions team members can perform on resources like data, apps, and flows. By assigning specific security roles to the team, you control their level of access—such as whether they can read, write, delete, or customize certain data or applications. For example, roles can be set to restrict access to sensitive data or to allow only specific members to manage app configurations.

In short, managing security roles helps ensure that team members have the appropriate level of access, aligning with both organizational security policies and individual job functions.

You can select more than one role here. Here, I have selected a couple security roles.

Click on the “Save” button. You will get the below confirmation message. Click on the Ok button.

“Only the following roles will be assigned to user ‘Manage Team security roles’. Do you want to save your changes?”

Then, I can see my newly created team.

Once we open the newly created team, we can see it like below with all metadata properties about the team.

Create Team with Access Team Type

Using the team properties screen, we can create a new team with a different type. Here, I have selected the team type as “Access” and the rest of the parameters passed are the same as the owner team type.

Below is my newly created team with the access team type:

Create Team with Microsoft Entra ID Security Group Team Type

Follow the same navigation to create a team with the Microsoft Entra ID Security Group Team Type.

Here, select the team type as “Microsoft Entra ID Security Group Team Type”.

Then, select your Azure Security group.

Select membership type as “Members and guests.” Other available membership types are as below:

• Members
• Owners
• Guests

Note: We cannot select Microsoft 365 type groups or other types of groups except Azure security groups.

Click on the “Next” button and select security roles for your team.

Click on the “Save” button.

For the “Role assignment confirmation,” click on the save button.

I can see my newly created team with Microsoft Entra ID Security Group Team Type.

Create Custom Team with Microsoft Entra ID Office Group Team Type

Follow the same navigation to create a new team with the Microsoft Entra ID Office Group Team Type. Here, you need to select the team type as “Microsoft Entra ID Office Group,” and you need to pass your Microsoft 365 group for the group name.

Membership type is the same as the previous team’s Microsoft Entra ID Security Group team type. Select “Members and guests.”.

Notes:

• In this Microsoft Entra ID Office Group team type, we cannot select a security group; here we need to select the Microsoft 365 type group. This is the main difference between the “Microsoft Entra ID Office Group” and “Microsoft Entra ID Security Group” team types.
• Using this Microsoft Entra ID Office Group team type, we can integrate the Power Platform environment team with Microsoft Teams, which makes more transition in collaboration and managing and sharing apps.

Click on the “Next” button and select the roles you need for your team.

Click on the “Save” button.

For the “Role assignment confirmation,” click on the save button.

I can see my newly created team with Microsoft Entra ID Security Group Team Type.

Comparison of Team Types in Power Platform Admin Center: Technical Differences, Use Cases, and Best Practices

Here’s a table that compares the technical differences among the four types of teams in the Power Platform Admin Center, along with guidance on when to create each team type and use case examples:

Team Type	Technical Differences	When to Create	Use Case Example
Owner Team	– Full ownership of resources and data within the environment. – Team members have permissions to create, update, delete, and own records. – Can assign specific security roles to manage access control.	Create when the team needs high control and ownership over resources. Ideal for managing apps and data specific to one department.	Sales Department Team: A team that manages sales records, customer data, and Power Apps for the sales team, with full access to edit, update, and own records.
Access Team	– Grants limited access to specific records without ownership. – Ideal for read-only or specific edit permissions. – Access is temporary and limited in scope.	Use when you need to grant temporary or limited access to specific records without granting full ownership.	Project Collaboration: A cross-departmental team that needs limited, view-only access to a specific project’s data without full control or ownership.
Microsoft Entra ID Security Group	– Integrates with Microsoft Entra ID (Azure AD) Security Groups. – Access is managed through Entra ID Security Group membership. – Membership changes in Entra ID reflect automatically in Power Platform.	Ideal for larger, dynamic teams or departments where user membership changes often. Enables seamless permissions management through Entra ID.	HR Department Security Group: An HR team where members frequently change, and access is managed through Entra ID Security Group, ensuring they have the necessary permissions in Power Platform automatically.
Microsoft Entra ID Office Group	– Linked with Microsoft 365 Office Groups, enabling shared access across Power Platform and Microsoft 365 apps. – Members gain access to shared resources like SharePoint, Teams, and Outlook. – Ideal for collaborative teams using multiple Microsoft services.	Best for cross-functional teams that collaborate across Power Platform and other Microsoft 365 apps. Ensures unified permissions across the ecosystem.	Marketing Collaboration Group: A marketing team that collaborates across Power Platform, SharePoint, and Teams, accessing shared project files, tasks, and communication channels in one Office Group.

Each team type offers distinct advantages based on the scope of access, control, and collaboration needs, helping admins choose the most suitable setup for secure, efficient teamwork within Power Platform and beyond.

Teams in Power Platform Environment and Microsoft Teams—are they the same?

No, Teams in the Power Platform environment and Microsoft Teams are not the same, though they are both Microsoft tools designed to facilitate collaboration within organizations.

Here’s how they differ:

1. Teams in Power Platform Environment:
   • These “teams” are groups of users defined within the Power Platform Admin Center and serve as a way to control and manage user access and permissions to specific apps, data, and resources in Power Platform environments.
   • Power Platform teams help administrators assign security roles and manage access within a particular environment, focusing primarily on who can access and modify apps, flows, and data.
   • They are essential for enforcing data security and managing permissions in environments like Dataverse.
2. Microsoft Teams:
   • Microsoft Teams is a communication and collaboration platform that provides tools for chat, video conferencing, file sharing, and collaboration across various Microsoft 365 applications (such as SharePoint, OneDrive, and Office).
   • It’s designed for real-time communication and is commonly used for daily team collaboration, project management, and organization-wide announcements.
   • Teams within Microsoft Teams are collections of people grouped by departments, projects, or other organizational needs, focusing on enhancing productivity through collaborative channels and tools.

Key Difference

While both types of teams help in managing groups and access, Teams in Power Platform are more about data access and security within Power Platform resources, while Microsoft Teams is about enhancing communication and collaboration across Microsoft 365 apps. However, they can complement each other. For instance, you might integrate Power Platform apps directly within Microsoft Teams channels to streamline workflows and access.

YouTube Video Demo: Power Platform Teams 101

Summary: Teams in Power Platform Admin Center Admin Environment

Thus, in this article, we have learned about what a team is in the Power Platform admin center and how to create various types of new teams from the Power Platform environment.

In the Power Platform Admin Center, Teams play a critical role in managing user access, security, and collaboration across Power Platform resources like apps, data, and flows. Unlike Microsoft Teams, which is primarily a communication tool, teams in the Power Platform environment are designed to control permissions and secure data within specific environments, such as Dataverse.

There are four main types of teams: Owner Teams, Access Teams, Microsoft Entra ID Security Groups, and Microsoft Entra ID Office Groups. Each type serves a unique purpose, from granting full ownership of resources to providing limited access or integrating with Entra ID for seamless user management. By selecting the right team type, organizations can streamline access control and ensure that resources are used securely and effectively, allowing for greater control and collaboration within Power Platform.

FAQs: Teams in Power Platform Admin Center Environment

Following are the frequently asked questions and answers about Teams in Power Platform Admin Center Environment:

1. What is a team in the Power Platform Admin Center?

A team in the Power Platform Admin Center is a group of users with defined access to resources like data, apps, and flows within a specific environment. Teams help administrators manage permissions and control access to ensure secure collaboration and data management.

2. What are the different types of teams available in Power Platform?

There are four types of teams: Owner Team, Access Team, Microsoft Entra ID Security Group, and Microsoft Entra ID Office Group. Each type has unique permissions and use cases, ranging from full ownership to limited access and integration with Entra ID for user management.

3. How is a team in Power Platform different from Microsoft Teams?

Teams in Power Platform are focused on data access and security within Power Platform resources, whereas Microsoft Teams is a collaboration tool for communication, file sharing, and real-time collaboration. They serve different purposes but can work together for enhanced workflows.

4. When should I create an Owner Team?

Create an Owner Team when users need full control and ownership over resources in an environment. This team type is ideal for departments managing apps and data directly and needing to assign detailed security roles.

5. What is the role of an Access Team?

Access Teams provide limited access to specific records without granting ownership. This team type is best for temporary or restricted access, allowing users to view or interact with records without broader permissions.

6. How do Microsoft Entra ID Security Groups work with Power Platform?

Microsoft Entra ID Security Groups are linked to Power Platform teams, allowing administrators to manage team membership via Entra ID. Any changes to the group in Entra ID automatically reflect in Power Platform, making it easier to manage large or dynamic teams.

7. What’s the purpose of assigning security roles to a team?

Security roles define the level of access each team has within an environment, including permissions to read, write, create, or delete data. Assigning security roles helps enforce access control and aligns user permissions with their job responsibilities.

8. How do I manage security roles for a team in Power Platform?

You can manage security roles by selecting the team in the Power Platform Admin Center and assigning roles that specify their access level within the environment. Each role can be tailored to give precise control over resources.

9. Can I integrate Power Platform Teams with Microsoft Teams?

Yes, Power Platform apps, such as Power Apps, can be embedded within Microsoft Teams channels. While these teams serve different functions, integrating them allows users to access Power Platform resources directly from within Microsoft Teams, enhancing productivity and workflows.

10. What are some best practices for using teams in Power Platform?

Some best practices include:

• Use Owner Teams for groups that need full control over resources.
• Leverage Entra ID Security Groups for large teams with frequent membership changes.
• Set appropriate security roles to ensure data is accessed securely.
• Integrate Power Apps in Microsoft Teams where collaboration is needed, but data security remains a priority.

11.While sharing Power Apps (Canvas or model-driven apps), will we get the team name we created in the Power Platform Admin Center? Or how to share the app?

When sharing an app in Power Platform, you should use the Microsoft Entra ID Security Group directly, not the team created with that security group in Power Platform Admin Center.

Here’s why:

1. Power Platform app-sharing functionality (for Canvas and Model-driven apps) directly recognizes and supports Microsoft Entra ID Security Groups. These are groups created and managed in Microsoft Entra ID (Azure AD) that Power Platform can use for access management.
2. Custom teams created in Power Platform Admin Center, even if based on Entra ID Security Groups, are more specific to Dataverse usage. These custom teams are primarily intended for managing Dataverse security roles and permissions within the Power Platform environment rather than app-level sharing.
3. Direct Security Group Access: By entering the Entra ID Security Group in the app-sharing interface, you’re allowing access at the group level that Power Platform can immediately recognize, ensuring that all users within that Security Group have access to the app.

To share your app:

• Enter the Security Group directly in the app-sharing interface (e.g., in Power Apps > Share App).
• Do not enter the custom team created in Power Platform Admin Center, as it may not be recognized for sharing purposes.

This approach ensures that all members of the Security Group gain access to the app as intended.

12. What Happens When We Share Apps?

When you share a Canvas or Model-driven app, you’re sharing the app with users or groups. The types of teams you see in Power Platform Admin Center are used for managing access and roles in the environment, but app sharing is typically done with Entra ID Security Groups or Entra ID Office Groups directly.

1. Owner and Access Teams:
   These teams are used within the environment to manage permissions and resources. They are not directly used for sharing apps. Instead, they help in defining the roles or privileges users have in relation to the environment or app.
2. Entra ID Security Group and Entra ID Office Group:
   These are linked to Azure Active Directory (Azure AD). When you want to share an app, you should use the Security Group or Office Group name directly in the app-sharing interface. The Power Platform custom teams (created within the Admin Center) that are based on these Entra ID groups do not appear in the sharing interface. Instead, you should select the Security Group or Office Group itself.

Key Differences

Team Type	Purpose	Where it’s used for sharing apps
Owner Team	Manages app/environment resources and admin tasks.	Not used for app sharing. Used for permissions.
Access Team	Grants limited access to resources in Power Platform.	Not used for app sharing.
Microsoft Entra ID Security Group	Manages access to resources via Azure AD.	Used directly for app sharing.
Microsoft Entra ID Office Group	Microsoft 365 collaboration tools (e.g., Teams, SharePoint).	Used directly for app sharing.

13. When to Use Each Team for Sharing?

• Owner Team: Use for administrative control over the environment or app resources, but not for app sharing.
• Access Team: Typically used for assigning roles to users in Dataverse or Model-driven apps, but not for app sharing.
• Microsoft Entra ID Security Group: Use this group when sharing Canvas or Model-driven apps. It directly integrates with Power Platform and will appear in the app-sharing window.
• Microsoft Entra ID Office Group: You can also use this group to share apps, but it’s more often used in collaboration tools like Teams and SharePoint.

What You Should Do

• To share an app, you need to enter the name of the Microsoft Entra ID Security Group or Microsoft Entra ID Office Group in the sharing window, not the custom team name you created in Power Platform Admin Center.
• If you created a team using Microsoft Entra ID Security Group, you must use the Security Group’s name, not the custom team. The custom team helps with environment permissions but does not appear when sharing apps directly.
• For app sharing, you must use Microsoft Entra ID Security Groups or Microsoft Entra ID Office Groups. These are the groups that can be directly shared with and will appear in the app-sharing interface.
• Teams in Power Platform Admin Center, such as Owner Teams or Access Teams, are primarily used for role-based access control and environment management, not directly for sharing apps.

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