Configure ownership across people and teams
Separate app access, workflow roles, category ownership and item assignment so work reaches the right people.
Applies to: Dataverse-based ChangePilot Enterprise. This guide connects the configuration articles below; it does not change permissions or assignments automatically.
Who this is for: the ChangePilot administrator and change process owner. An administrator with the required environment permissions should make configuration changes.
Understand the four kinds of responsibility
- App access and security roles: determine whether someone can open the app and work with records.
- Workflow roles: identify recipients such as the executive sponsor, M365 service owner, process owner and communications lead.
- Service category owner: identifies who is accountable for a product area and supports category-based assignment and reporting.
- Item and action owners: identify who is responsible for a particular change or piece of work.
Being named as an email recipient or workflow role does not by itself grant app access. Grant access separately using the access guide.
1. Agree the ownership model
List your in-scope service categories and nominate one accountable person or a clearly managed team for each. Agree who maintains the mapping when people move roles. Decide whether you want all new items assigned or only essential/actionable items.
2. Configure workflow role recipients
Follow Configure assigned roles and service category owners. Workflow recipients are held in environment variables. When updating an existing deployment, use the Configuration solution and the variable’s Current Value.
Where multiple recipients are needed, the existing role configuration supports email addresses separated by a semicolon with no spaces. Confirm the exact recipients before saving. See Roles and Automated Emails for the messages each role receives.
3. Set service category owners
In the ChangePilot environment at Power Apps, open the ChangePilot solution and its Service Owner table. Maintain one row per category. Choose either an individual in Service Owner or a team in Owning Team; do not populate both.
If the category already has a row, update it instead of creating a duplicate. Changes affect the configuration used by automations; check existing assigned items separately when handing over responsibility.
4. Use a team where appropriate
Follow the Dataverse owner-team guide. Confirm membership, licensing and security roles. A Dataverse owner team used for assignment is different from a Microsoft Teams channel and from the security groups used to control environment access. Confirm the required roles and licensing with your Power Platform administrator.
5. Check assignment flows
Review the included automations. CP014 assigns all items to the service owner or team; CP015 assigns essential/actionable items. If enabling CP014, turn CP015 off so the two assignment policies do not run together.
When different services within one category have different owners, use the primary-service assignment guide or agree a custom approach with support. Do not assume category assignment implements keyword-based routing.
Verify the result
- The intended users can open the app.
- Each category has one mapping, with a person or a team.
- Workflow role recipients and email connections are correct.
- A suitable new item follows the intended assignment policy.
- Previously assigned work has an agreed handover where ownership changed.
For incorrect assignments or missing emails, see troubleshooting. For an administrator or flow owner leaving, contact support before removing their account or connections.
Before choosing team ownership
Keep a named person accountable for the team’s review and membership. The published release history records team email support in 1.0.1.5 and the team owner lookup in 1.0.1.8; check that the installed version supports the behaviour you need. The action-notification template describes notifications to individual users, not teams. The score’s additional assigned-item scope also distinguishes person ownership from team ownership; see the score definition.
The exact essential/actionable eligibility rule for CP015 should be checked in the installed flow before changing assignment policy.
Documentation reviewed: 12 November 2026.