Manage Sharing Limits in Controlled Environments Effectively
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Sep 26, 2023 5:29 PM

Manage Sharing Limits in Controlled Environments Effectively

by HubSite 365 about Lewis Baybutt [MVP]

Power Platform Consultant 💬 at HybrIT Services | Low Code Lewis 👨🏻‍💻 | Microsoft 365 | Power Platform | SharePoint | Dynamics 365 | #CommunityRocks 🚀

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Discover expert insights into limiting sharing in Managed Environments for optimized Power Platform scalability and control.

In this insightful blog post, expert Lewis Baybutt discusses the significance of restricting sharing in managed environments. He explores the features these environments offer that not only enhance the scalability of the Power Platform in an organization but also ensures governance and control over the tools.

He emphasizes on power apps, especially about limiting sharing of these apps in Managed Environments. He outlines ways in which the Power Platform can be effectively managed.

He further explains the configuration options that are available. The steps provided indicate how to set up managed environments, followed by limiting and controlling the sharing phase.

In cases where Canvas apps in Managed Environments are not permitted to share with security groups, he underscores that this stance has implications. It also prevents overall sharing of apps and instigates the decision on the limit of users that an app can share at any given time.

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This deterring measure has an interesting impact. When application owners try to extend their sharing beyond the limitation, they encounter an error message. To make things simpler, Baybutt suggests customizing this error message in a way that it includes relevant governance information which aligns with the organization's Power Platform Strategy.

He guides users on how to work with Power Apps by using PowerShell. This enables customization of error messages. Users can tweak the error message so it provides contact details and governance content when sharing tries to exceed the permitted limit in Managed Environment.

Baybutt replaces the relevant values in the command to take control of the error message content in your environment. He emphasizes on customizing Tenant ID value, url within the ErrorMessageDetails object and the value for email within the ContactDetails object.

Further General Topic Overview

Managed environments are essential aspects in any organization that is keen on leveraging the power of PowerApps for their operations. Their main function is to enhance the scalability, governance, and control of the Power Platform tools within an organization.

Seemingly, the aspect of power-sharing brings about the essence of defining specific limits that the apps can be shared. Therefore, the concept of Managed Environments and PowerApps sharing is pivotal in ensuring there is orderly use of these resources within an organization. The shared power can be controlled by defining users who can access the platform and the extent to which they can interact with it. This further enhances the security and governance of the Power Platform in an organization.

Setting up the above parameters requires some level of know-how, especially around using PowerShell. It is through this platform that one can customize the error messages that pop up when users exceed the limit of sharing. Therefore, knowledge in PowerShell is an add-on advantage for any individual interacting with Power Platforms in Managed Environments.

This blog post helps to make the process easier providing a step by step guide on how to implement this in your organization. It ensures the proper use and control of the Power Platform hence making it sustainable and organized.

Read the full article Limit sharing in Managed Environments

Security - Manage Sharing Limits in Controlled Environments Effectively

Learn about Limit sharing in Managed Environments

Understanding the concepts of data protection and sharing in a managed environment is crucial for organizations seeking to utilize Power Platform effectively. This article aims to provide an insight and guide on how to limit sharing in managed environments for a streamlined and safe Power Platform experience. If you wish to gain an in-depth understanding of this topic, taking related training courses, such as Microsoft 365 Certified: Security Administrator Associate, could be beneficial.

We previously explored the introduction to managed environments for Power Platform. Today, our attention is getting turned to how one can limit sharing within these environments. Managed Environments offer tools that open doors for greater scalability of Power Platform within your organization. They do this whilst ensuring an easy oversight and control over the tools employed and giving adequate authority to creators.

An area of concern that will be addressed in this post is how to reduce the sharing of canvas applications in Managed Environments. To set up Managed Environments, one needs to navigate to the Power Platform Admin Center at and select the environment with Managed Environments enabled on it. By clicking on the ‘Edit Managed Environments’ in the menu bar, one gets to view the managed environment options. A decision can then be made on whether or not to restrict sharing in this environment, or to exclude sharing with protection groups. Doing this also prevents the sharing of applications with all users.

Once sharing of canvas applications is limited in our managed environment, creators and app owners are shown an error message when an attempt to share with more people than permitted is made. The error message content can be further customized to display specific governance content in a manner that aligns with the operations in our organization.

The use of PowerShell is required in order to customize the error message. By executing PowerShell as an administrator or in a VSCode window, certain commands can be used to install PowerShell modules for working with Power Apps. This also supports multi-factor authentication, which adds an extra layer of defense.

Customizing the error message provides an opportunity to include governance content and someone’s contact details. The relevant values below can be replaced via the following command to control the error message content in your environment.

To sum up, limit sharing is an essential aspect of managed environments, enabling streamlined and safe use of Power Platform to drive productivity in the organization while maintaining control and oversight. Managed environments thus emerge as a great tool to scale the usage of Power Platform while maintaining good governance and easy management.

Note: For a comprehensive understanding of this subject as well as hands-on practice, I recommend enrolment to training courses such as Microsoft 365 Certified: Security Administrator Associate.

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