RBAC Unlocked: My Unexpected Journey Through Microsoft EntraID's Mighty Role-Based Access Control System
I still remember the first time I handed out admin privileges in Microsoft EntraID – it felt equal parts thrilling and terrifying, like tossing my car keys to a friend after two driving lessons. But that was just the beginning of my rollercoaster with Role-Based Access Control (RBAC). If you’re after dry documentation, sorry, this isn’t it. Grab your favorite troubleshooting beverage and join me for a tour of RBAC’s real-life twists, hidden pitfalls, and those oddly satisfying solutions you won’t find in the official manuals.
Waking Up to RBAC: What’s Hiding Behind Microsoft EntraID’s Curtain?
Let me take you back to my first real “facepalm” moment with Microsoft Entra ID. I was new to the world of Role-Based Access Control (RBAC) and, in my eagerness to help a colleague, I accidentally gave them way more access than they needed. It was a rookie mistake, but it taught me a lesson that’s stuck with me: RBAC isn’t just a technical feature—it’s the backbone of the Zero Trust Model in Microsoft Entra ID.
If you’re not familiar, the Zero Trust Model is all about never trust, always verify. It’s a security philosophy that says you should never assume anyone or anything is safe—always check, always limit, always monitor. And the best way to enforce this? You guessed it: RBAC. As research shows, Microsoft Entra RBAC is a key component in Zero Trust environments, ensuring that users and admins only get the permissions they absolutely need.
The core ideas are simple, but powerful:
Least privilege: Only give access that’s strictly necessary.
Continuous verification: Don’t just set it and forget it—keep checking.
Never trust assumptions: Always double-check who has what access.
Now, here’s where things get interesting. In 2025, Microsoft rolled out a set of new admin roles in Entra ID, and honestly, they’re game-changers. We’re talking about roles like Microsoft Graph Data Connect Administrator, Viva Glint Tenant Administrator, IoT Device Administrator, People Administrator, Global Secure Access Log Reader, and Microsoft 365 Backup Administrator. Each of these comes with updated permissions and specific scopes, which means you can fine-tune access more than ever before.
Why does this matter? Because whether you’re a regular admin, a developer, or even a CRM enthusiast, the right admin roles can make your life easier—and safer. But, as I learned, with great power comes great responsibility. Custom roles are powerful, but if you’re not careful, you can do a lot of damage. As one expert put it:
"This is a model that's guaranteed to if it's implemented correctly to keep you and your environment safe."
Let’s take a quick look at how these new admin roles stack up against the legacy ones:
The evolution of admin roles in Microsoft Entra ID is more than just a technical update—it’s a fundamental shift in how we think about security and access.
Real Talk: The Perils and Paradoxes of Assigning Permissions
Let’s get real about Managing Permissions in Microsoft Entra ID. My first week working with Role-Based Access Control (RBAC) was a crash course in both mild panic and unexpected power. If you’ve ever stared at a permissions matrix and felt your palms sweat, you’re not alone. Assigning the right Admin Roles isn’t just a technical checkbox—it’s a balancing act that can make or break your organization’s security.
The Dark Art (and Mild Panic) of Privilege Assignment
I’ll never forget the first time I was asked to assign admin privileges. The temptation? Just give everyone Global Admin and call it a day. After all, as I quickly learned,
'A global admin is essentially a god role.'
But research shows that this “god mode” access is exactly why so many security breaches start withManaging Permissionsgone wrong. One wrong click, and suddenly, someone has unrestricted access to everything.
Why Everyone Wants to Be a Global Admin (and Why You Shouldn’t)
It’s easy to see the appeal: Global Admins can do anything, anywhere, anytime. But with great power comes… well, you know. Instead, Microsoft Entra ID offers the Global Reader role—a less glamorous, but much safer option. Global Readers can view everything, but can’t change a thing. This makes them perfect for audits or troubleshooting, without the risk of accidental (or intentional) changes.
Deny Assignments: The Overlooked Hero
Here’s where things get interesting. Deny Assignments Security is now a best practice for sensitive resources. These assignments take priority over all other permissions—if a user is denied access, no other role can override that. Studies indicate that overlooking Deny Assignments is a common source of accidental privilege escalation.
Read-Only Roles: Not Sexy, But Powerful
Let’s be honest—nobody brags about being a Global Reader. But these roles are essential for safe audits and troubleshooting. They let you see everything without the risk of breaking anything.
Escaping the Backdoor Admin Trap
App developers and application admins, beware: backdoor assignments can sneak in more privilege than you realize. Always double-check your Role-Based Access Control settings and use Deny Assignments to lock down sensitive areas. In the world of Microsoft Entra ID, a little paranoia goes a long way.
Hands-On with Admin Assignments: Step-By-Step, from Luke Skywalker to the Real World
Let’s get practical with Microsoft Entra RBAC, and yes, I’m starting with Luke Skywalker. Assigning admin roles in EntraID is surprisingly straightforward—once you know where to look. When I created a new user (Luke, in this case), I simply scrolled into his account details and checked his permissions. At first, Luke had no admin access. But with a few clicks, I could assign him as a SharePoint and Teams administrator. This means Luke can now manage all aspects of SharePoint Online and Microsoft Teams across the organization. That’s a lot of power, and it’s a great example of how managing permissions is both flexible and robust in EntraID.
But here’s where things get interesting: Direct assignment vs. group assignment. I could assign Luke’s admin role directly—instant access, instant responsibility. Or, I could add him to a group that already has the admin role. Group-based assignments are especially useful for teams or departments where admin responsibilities rotate or are shared. Both methods have their place, but direct assignments are best for urgent, individual needs, while group assignments shine for ongoing, collective access.
Now, let’s talk about the perks and perils of these admin roles. SharePoint and Teams admin roles are considered privileged, which means they come with enhanced access—and increased risk if mismanaged. That’s why Privileged Identity Management (PIM) is so important. Research shows that tracking who has which admin role, and for how long, is essential for audits and minimizing risk.
One of my favorite analogies for temporary access assignments is the vacation scenario.
“Imagine your next door neighbor...would you mind watering my plants? Here are the keys.”
You have the keys (access), but you might not use them unless needed. In EntraID, this is calledeligibility. You can grant someone the right to activate a role for a set period—say, 12 hours or 15 days—without giving them permanent access. This is a game-changer for covering vacations, short-term projects, or emergencies.
But eligibility isn’t just about convenience. It’s about security. When someone activates a temporary admin role, EntraID can require multi-factor authentication, a justification for access, and even approval from a manager. Every action is logged, making tracking assignments a breeze and ensuring compliance with audit requirements. If you’re using ticketing systems like ServiceNow, you can tie access requests directly to support tickets, adding another layer of accountability.
In short, Microsoft Entra RBAC gives you powerful, flexible tools for managing permissions, whether you’re assigning roles directly, through groups, or using temporary access assignments. The key is understanding when—and how—to use each approach for maximum security and efficiency.
PIM, Approval Workflows, and the Oddities of Eligible Access
When I first encountered Privileged Identity Management (PIM) in Microsoft Entra ID, I’ll admit—I thought it was just another security buzzword. But PIM is far from a mere acronym. It’s a powerful system for managing permissions and safeguarding high-privilege accounts, especially when you need to grant temporary access assignments without losing control.
Let’s start with eligibility. In PIM, eligibility means a user is allowed to activate a privileged role, but they aren’t automatically using it. This subtle distinction is crucial. It’s like giving someone the keys to a sports car, but they can only drive it if they really need to—and only after jumping through a few hoops. Research shows that this approach dramatically reduces the risk of unnecessary or forgotten admin access lingering in your environment.
Here’s where things get interesting: When a user decides to activate a role, PIM can require multi-factor authentication (MFA) and a justification prompt. As I learned, this isn’t just a nuisance. It’s an audit trail, a speed bump, and a sanity check all rolled into one. The system asks, “Why are you using this tool today?” and expects a real answer. If you’re integrating with ServiceNow or another ticketing system, you can even tie the justification to a specific support ticket.
'You can say, okay, I am going to allow my users twelve hours of access. It's going to require multi factor authentication and it's also gonna require a justification.'
Approval workflows add another layer. Sometimes, activating a privileged role triggers an approval request. Who approves? That’s up to you. Maybe it’s a team lead, maybe it’s a security admin. The point is, you have options—and with options come lessons. I’ve seen approval chains that were too strict, causing bottlenecks, and others that were too lax, letting risky access slip through. Striking the right balance is an ongoing process.
Temporary access assignments are where PIM truly shines. You can grant access for a set window—say, twelve hours for a critical task, or fifteen days for a project. Permanent assignments are still possible, but eligibility lets you avoid handing out standing admin rights. This flexibility is at the heart of Microsoft Entra ID’s approach to managing permissions.
And those email alerts? They might seem disruptive, but they’re often the first sign that something’s amiss. In my experience, a timely alert can prevent a costly mistake—or at least start a conversation that needs to happen.
Resource Groups, Nested Permissions, and the ‘Bubble Effect’
Let me take you inside one of my favorite concepts in Microsoft Entra RBAC: the resource group “bubble.” When I first set up my Azure portal, I created a resource group called Sterling HQ. It’s more than just a folder—it’s a bubble within my organization, and honestly, it’s where the magic of Managing Permissions really comes to life.
“It’s a bubble within my organization.”
Think of a resource group as a digital folder, but with superpowers. Inside Sterling HQ, I’ve bundled together a virtual network, a disk, a network interface card, a security group, an IP address, and more. Each of these resources—no matter how different—lives under the same administrative umbrella. This is where Admin Units and resource groups shine, giving me fine-grained control over who can do what, and where.
File and Folder Analogies for Access Management
Permissions in Microsoft Entra RBAC cascade much like file and folder permissions on your desktop. Assign a role at the resource group level, and it trickles down to everything inside. But here’s the twist: you can override those permissions at any level. Want to give someone access to just the disk, but not the whole group? Easy. The flexibility is powerful, but it means you need to keep a close eye on how these nested permissions interact. Research shows that poorly managed nested permissions can lead to unintentional privilege escalation, so diligence is key.
User-Based vs. Operational Role Assignments
When I dig into the admin roles for Sterling HQ, I see a mix of user-focused and operational roles. Contributor, Reader, and Owner are classic user roles—straightforward, and perfect for most scenarios. But there are also operational roles, like those for developers managing APIs or spinning up VMs. Knowing the difference is crucial for effective Role-Based Access Control. Assigning the right role to the right person or process keeps everything running smoothly and securely.
The Unsung Power of Deny Assignments
One of the most underrated features in Microsoft Entra RBAC is the deny assignment. If I explicitly deny access to a user or group, that denial trumps any other permission, no matter where it’s set. It’s like a “do not enter” sign at every door, and it’s essential for enforcing strict boundaries—especially in complex environments with many nested resources.
Ultimately, resource groups and their nested permissions are the backbone of secure, scalable cloud management. The bubble effect isn’t just a metaphor—it’s a practical approach to Managing Permissions that keeps my organization’s digital assets organized and protected.
Admin Units: Scoping Access Like a Pro (or at Least Faking It)
When I first stumbled into the world of Microsoft Entra ID and its Role-Based Access Control (RBAC), I thought I had it all figured out. Assign a few roles, call it a day. But then—enter Admin Units. Suddenly, I realized there was a whole new level of control, especially when you want to be picky about who manages what. Picture this: you’ve got an Oslo office, and you want Alan to be the admin, but only for that location. That’s where Admin Units shine.
Admin Units vs. AD Organizational Units: The Similarities and the Shocking Differences
At first glance, Admin Units feel a lot like Active Directory’s organizational units. Both let you group users, devices, and sometimes groups. But here’s the kicker: Admin Units in Microsoft Entra ID don’t do group policy (at least, not yet). They’re all about scoping admin privileges, not enforcing policies. As one expert put it,
'An admin role or an admin unit, by the way, is a scope of administration. Very cool feature.'
So, while the names sound similar, the use cases are pretty different. Admin Units are about who can manage what—not about pushing settings or policies.
Restricted Management: The One-Way Door
Here’s a fun fact (or a warning): you can set up something called restricted management for an Admin Unit. But once you do, it’s permanent. There’s no going back. This is a classic “measure twice, click once” scenario. If you need to limit admin privileges for sensitive locations or departments, restricted management is your friend—but use it with caution.
Tinkering with Users, Groups, and Devices
Assigning admins to an Admin Unit is refreshingly flexible. You can scope Alan’s admin rights just to the Oslo office, and then decide exactly which users, groups, or devices he manages. Want to add devices? No problem. Need to include a specific group? Easy. This granularity is what makes Admin Units so powerful for delegated administration. Research shows that Admin Units simplify complex environments by restricting role scope, making it easier to manage access without over-provisioning.
Wild Card: Device-Only Access for the Oslo Sales Team?
Imagine you want your Oslo sales team to manage only their devices—nothing else. With Admin Units and Custom Roles, you can do exactly that. Assign device management privileges scoped to just that Admin Unit. Suddenly, you’ve empowered your team without risking broader access. That’s the beauty of combining Admin Units with Microsoft Entra ID’s RBAC: nuanced, scenario-based assignments that fit your organization’s real-world needs.
Custom Roles: The Freedom and Fright of Making Your Own Rules
When I first dove into Microsoft Entra RBAC, I was amazed by the sheer power of Custom Roles. The idea of not being locked into default Admin Roles felt liberating. I could finally tailor permissions to fit my team’s exact needs. But, as I quickly learned, this freedom comes with a healthy dose of fear—and for good reason.
Let’s be honest: the ability to create and manage Custom Roles is both a blessing and a curse. On one hand, you’re no longer forced to accept the limitations of built-in roles. On the other, you’re responsible for every permission you grant—or accidentally overlook. As one seasoned admin warned me,
“Be very careful with these because you could end up doing a lot of damage with them.”
That stuck with me.
Creating and Cloning Roles: The 2025 Update
As of January 2025, Microsoft updated the process for custom role creation in EntraID. The interface is now more intuitive, letting you either start from scratch or clone an existing template. I found cloning especially helpful; it reduces the chance of missing critical permissions or introducing risky ones. Here’s how it works:
Navigate to the Roles section in EntraID.
Click “Create custom role.”
Choose to build from scratch or clone an existing role.
Select granular permissions—read, update, delete, and more.
Review, name your role, and assign it as needed.
This level of control is fantastic for managing permissions precisely, but it also means you need to think through every checkbox.
The ‘Oslo Managers’ Test Case
To see this in action, I created a custom “Oslo Managers” role. I started by cloning a template, then tweaked permissions—read all properties, update application policies, delete where necessary. It felt empowering to fit privileges to real-world needs, not just generic scenarios. But I also realized how easy it would be to overdo it or miss something crucial.
When Customization Bites Back
Here’s the catch: too much customization can come back to haunt you. One hypothetical scenario? You accidentally grant a custom role access to sensitive data or admin actions no one intended. Suddenly, someone has more power than they should. Research shows that while custom roles enhance flexibility, they also increase the risk of insecure configurations. That’s why updated instructions and cloning templates are so important.
In the end, Custom Roles in Microsoft Entra RBAC are a double-edged sword. Use them wisely, and always double-check your work—because the freedom to make your own rules is only as safe as your attention to detail.
Conclusion: Why Navigating RBAC is More Human Than It Looks
If there’s one thing my journey through Microsoft Entra RBAC has taught me, it’s that Role-Based Access Control is far more than a technical checklist. Sure, on paper, it’s all about admin roles, permissions, and the Zero Trust Model. But in practice? It’s a living, breathing system that reflects the quirks, habits, and even the mistakes of the people who use it.
When I first started working with Microsoft Entra RBAC, I expected a rigid framework—something you set up once and forget. Instead, I found myself constantly adapting. As our organization grew, so did our needs. New teams formed, projects shifted, and suddenly the roles that made sense last quarter didn’t fit anymore. Research shows that dynamic adaptation is necessary for RBAC success, and I saw that firsthand. The best RBAC strategies aren’t static; they evolve with your business, your people, and even the unexpected curveballs that come your way.
One thing that stands out is how much context matters. Assigning admin roles isn’t just about ticking boxes—it’s about understanding who needs access, why, and what the risks are. Sometimes, it’s a bit of a guessing game. You weigh the pros and cons, consider the human element, and hope you’re making the right call. As I often remind myself,
'RBAC isn’t just about what you can assign, but what you choose not to.'
Looking ahead, the landscape is only getting more complex. AI is starting to influence access decisions, compliance requirements keep shifting, and the unpredictable human element remains a constant. Microsoft Entra RBAC is evolving too, with new admin roles and updated permissions rolling out regularly. Staying adaptable—iterating on roles, units, and policies—isn’t just smart; it’s essential.
If I could start over, I’d focus less on chasing the “perfect” RBAC setup and more on building a culture of flexibility. I’d involve more people in the conversation, revisit permissions more often, and treat every role assignment as a living decision, not a one-time fix. Because at the end of the day, RBAC is rooted in organizational culture, not just technical rules. People—not just technology—determine whether your policy succeeds or fails.
So, as you navigate your own Microsoft Entra RBAC journey, remember: it’s not just about policies and permissions. It’s about people, context, and the willingness to adapt as you grow.