In today’s digital workplace, managing user access is critical for both security and productivity. Platforms like Microsoft Power Platform, Dynamics 365, SharePoint, and Azure use two common methods to manage user access: sharing and assigning roles. While both methods control who can do what within a system, they differ significantly in scope, governance, scalability, and security.
This article explores the differences between sharing and assigning roles, their use cases, and best practices to manage permissions effectively within enterprise environments.
1. Introduction to Access Control
Access control refers to the process of determining who is allowed to access or manipulate data, applications, or systems, and at what level. Effective access control:
- Protects sensitive information
- Maintains compliance with regulations
- Improves system reliability
- Enhances productivity by giving the right people the right tools
Most cloud systems implement Role-Based Access Control (RBAC) or Object-Based Sharing, or both. Understanding when to use sharing vs role assignment is essential to maintaining a secure and manageable environment.
2. What Is Sharing?
Sharing refers to granting access to specific objects or records on an individual basis. It is typically used to temporarily or selectively expose data or functionality to a user who otherwise doesn’t have access through a system role.
Characteristics of Sharing:
- Granular: Applies to individual items (e.g., a single record, document, or app).
- Ad hoc: Often user-initiated for collaboration purposes.
- Limited scope: Access is restricted to the shared object.
- Non-inheritable: Permissions don’t cascade to related items or child records.
- Overrides default role permissions: Used to supplement access when roles fall short.
Examples:
- In Dynamics 365, sharing a lead or opportunity with a peer so they can view or edit it.
- In SharePoint, granting a colleague read access to a document in your private library.
- In Power Apps, sharing an app with specific users or teams, regardless of their roles.
3. What Is Role Assignment?
Role assignment is the process of granting access by assigning users to predefined security roles or groups that encapsulate a set of permissions. These roles are managed centrally and apply across the entire system or environment.
Characteristics of Role Assignment:
- Scalable: Designed for large groups of users.
- Role-based: Based on job function or responsibility.
- Centralized management: Controlled by IT or security administrators.
- Consistent access: Ensures users have access to all relevant data and functionality.
- Auditable and compliant: Easier to review and align with governance standards.
Examples:
- Assigning the System Administrator role in Power Platform.
- Granting a Sales Manager role in Dynamics 365 with permissions to view all sales data.
- Assigning an Owner role in Azure for full resource control.
- Adding a user to an Active Directory group tied to an M365 security role.
4. Key Differences Between Sharing and Assigning Roles
| Feature | Sharing | Assigning Roles |
|---|---|---|
| Scope | Object-level | Role or function-level |
| Management | Decentralized (user-driven) | Centralized (admin-driven) |
| Governance | Low | High |
| Scalability | Not scalable | Highly scalable |
| Auditability | Difficult to track | Easy to audit and review |
| Revocation of Access | Manual per item | Central revocation via role change |
| Use Case | Temporary, specific record access | Persistent, job-based access |
| Inheritance | No inheritance | Often includes access inheritance |
5. Use Cases for Sharing
While role assignments are the backbone of most enterprise access models, sharing plays an important role in:
a. Temporary Collaboration
When a user needs access to a specific record for a limited time, such as:
- A customer service agent sharing a case with a specialist.
- A user sharing a project file with an external collaborator.
b. Exceptions to Standard Roles
Sometimes a user’s role doesn’t give access to certain data, but exceptions are needed. Rather than modifying the role (which affects everyone), sharing is used for:
- Confidential records
- Cross-functional projects
- Special task forces or working groups
c. Delegation
Managers may share specific items with their assistants for review or input, without giving full system-wide access.
6. Use Cases for Role Assignment
Role assignments are the preferred method for:
a. Onboarding and Offboarding
When a new employee joins or leaves a team, assigning or revoking a role ensures they gain or lose all the necessary access in one step.
b. Compliance and Governance
Many regulatory frameworks (e.g., GDPR, HIPAA) require access to be assigned based on job responsibilities, not individual discretion.
c. Bulk Permissions Management
In larger organizations, managing individual record access through sharing is impractical. Roles provide scalable control.
d. Application-Level Security
Assigning security roles to govern access to entire apps, modules, or environments (e.g., sandbox vs production).
7. Security Implications
Sharing Risks:
- Over-permissioning: Users may share data beyond what’s intended.
- Difficult to audit: Shared access may not appear in centralized permission reviews.
- Access sprawl: Hard to manage when many users share many records.
Role Assignment Benefits:
- Controlled: Only admins assign roles, reducing human error.
- Traceable: Easier to track who has access and why.
- Compliant: Aligns with least privilege and separation of duties principles.
8. Best Practices for Sharing and Role Assignment
For Sharing:
- Limit who can share: Restrict sharing privileges to specific users or roles.
- Use expiration dates: Automatically revoke access after a period.
- Monitor shared items: Regularly review shared records using audit logs.
- Educate users: Ensure users understand what data can and can’t be shared.
For Role Assignment:
- Define roles clearly: Use descriptive names and document permissions.
- Review regularly: Conduct periodic access reviews.
- Use groups: Assign roles via security or Microsoft 365 groups for scalability.
- Automate provisioning: Use identity governance tools to automate based on user attributes or job titles.
9. Tools for Managing Access
Microsoft provides several tools to help manage sharing and role assignment effectively:
Power Platform Admin Center:
- Assign security roles across environments
- Monitor shared apps and flows
- Enforce data loss prevention policies
Azure Active Directory:
- Centralized role and group assignment
- Conditional access policies
- Identity protection features
Microsoft 365 Compliance Center:
- Access reviews
- Permissions reports
- Audit logs for shared items
Dynamics 365 Security Model:
- Record-level sharing
- Role-based security
- Field-level security profiles
10. Common Mistakes and How to Avoid Them
Mistake 1: Using Sharing Instead of Roles for Routine Access
Fix: Define appropriate roles and avoid ad hoc sharing for common tasks.
Mistake 2: Ignoring Shared Record Review
Fix: Schedule monthly reviews and audit access logs.
Mistake 3: Overcomplicating Roles
Fix: Keep roles simple and aligned with actual business functions.
Mistake 4: Failing to Revoke Access
Fix: Use automated workflows to remove roles and shared access when users change roles or leave.
11. Combining Sharing and Role Assignment
In practice, organizations often use both models together:
- Roles provide baseline access for day-to-day operations.
- Sharing is used sparingly to support collaboration or exceptions.
This hybrid model allows for both governance and flexibility—ensuring compliance without sacrificing productivity.