Power Apps BPF Branching Not Working for Shared Users (Hidden Security Role Setting)

I recently encountered a frustrating issue where a Business Process Flow (BPF) branching condition worked perfectly for me (System Administrator) but failed completely for other users I shared the app with.

It took me quite a while to troubleshoot, so I’m documenting the solution here to save you time.

Note (2025 Update):
The screenshots below use the Classic UI, but the underlying Dataverse security architecture remains the same in 2025.
If you are using the modern Power Platform Admin Center, please look for the “Process” table permissions under the “Customization” tab in the Security Role settings.

The Setup
The Problem
The Cause
The Solution
Summary

The Setup

First, I created a Business Process Flow with a simple branching condition.
Here is the BPF design:

When viewing this with my System Administrator account, it works as expected. The stages appear correctly:

Changing the field value triggers the branch logic immediately:

So far, so good.

The Problem

The issue started when I tried to share this BPF with other users.

I copied the standard “Basic User” role to create a custom role (“Custom Basic User”) and assigned it to the target user.

I granted this role the necessary permissions for the Business Process Flow entity and the associated data tables.

However, when the shared user opened the app, the BPF looked like this:

The branching logic was completely ignored.
Only the first stage was visible. Even when the user changed the condition field, the next stage never appeared.

The Cause

After digging through documentation and forums, I found the answer in this Power Users thread:
Users cannot see Business Process Flow stages with custom security role

It turns out that Dataverse BPF logic relies on the internal “Process” (Workflow) entity.
Simply giving permissions to the BPF entity itself is not enough for the branching logic to execute.

The Solution

The fix is to grant Read access to the Process entity.

1. Open the Security Role settings.
2. Go to the Customization tab.
3. Find the Process table (sometimes listed as ‘Process’ or ‘Workflow’).
4. Set Read privilege to Organization level (or at least User level, depending on your setup).

Once I applied this setting, the branching logic immediately started working for the Custom Basic User!

Changing the condition now correctly triggers the next stage.

Summary

It is surprisingly hard to find detailed documentation on specific security role requirements for BPF internals.
If your users can see the BPF but the logic isn’t firing, check the “Process” entity permissions in the Customization tab!

Reference / Special Thanks:
I found the clue in this Power Users Community thread: Users cannot see Business Process Flow stages…
(Thanks to the community for saving my day!)