Every secure application starts with one fundamental question: Who are you, and what are you allowed to do?
These two questions drive the entire identity and access management ecosystem. Get them wrong, and you're looking at unauthorized access, data breaches, and compliance nightmares. Get them right, and you've built the foundation for a truly secure application.
Microsoft Entra ID (formerly Azure Active Directory) handles both questions with precision. It's the identity backbone for millions of cloud applications, but understanding how it works—really understanding the difference between authentication, authorization, users, groups, and roles—separates developers who build secure systems from those who just hope for the best.
Let's break down exactly how Entra ID manages identity and access control, using practical examples from CloudWorks Hub, our collaboration platform that's growing fast and needs rock-solid security.
What is Microsoft Entra ID?
Screenshot of Microsoft Entra ID Homepage
Microsoft Entra ID is Azure's cloud-based identity and access management service. Think of it as the central nervous system for your application's security. It handles who can sign in, what they can access, and under what conditions.
Entra ID manages authentication—verifying a person's identity before granting access to a resource, application, service, device, or network. But it goes beyond just checking passwords. It orchestrates the entire identity lifecycle, from user provisioning to permission management to access revocation.
For CloudWorks Hub, Entra ID means:
Team members authenticate once and access all platform features
Project permissions are enforced consistently
External collaborators get controlled, temporary access
Administrators have centralized visibility into who's doing what
Without Entra ID, you'd be building your own authentication system, managing password policies, implementing multi-factor authentication, handling account recovery, and hoping you didn't miss any security holes. With Entra ID, Microsoft handles the heavy lifting while you focus on building features your users actually want.
The Three Pillars: Identity, Authentication, and Authorization
Understanding Entra ID starts with three core concepts that work together to secure your application:
Identity: Your Digital Fingerprint
Identity is who you are in the system. It's your unique identifier—typically your email address or username—that distinguishes you from every other user. In Entra ID, identities can represent:
Internal users: Employees and members of your organization
External users: Guest users, partners, contractors, or customers
Service principals: Application identities that allow apps to authenticate themselves
Managed identities: Automatically managed identities for Azure resources
When a new team member joins CloudWorks Hub, we create an identity for them in Entra ID. That identity becomes their passport throughout the platform, tracking their permissions, group memberships, and access patterns.
Authentication: Proving Who You Are
Authentication is the process of verifying a person's identity before granting access to a resource. It answers the question: "Are you really who you claim to be?"
Authentication methods in Entra ID include:
Password-based authentication: Traditional username and password
Passwordless authentication: Windows Hello for Business, passkeys (FIDO2), or certificate-based authentication
Multi-factor authentication (MFA): Requiring a second verification step like a fingerprint, authenticator app code, or hardware security key
Biometric authentication: Facial recognition or fingerprint scanning
Microsoft recommends using phishing-resistant authentication methods such as Windows Hello for Business, passkeys (FIDO2) and FIDO2 security keys, or certificate-based authentication because they provide the most secure sign-in experience.
When a CloudWorks user logs in, they might enter their email and password (first factor), then approve a push notification on their phone (second factor). Only after both steps succeed does Entra ID issue an authentication token that grants them access.
Authorization: Determining What You Can Do
Authentication gets you in the door. Authorization determines which rooms you can enter once you're inside.
Authorization happens after Microsoft Entra ID first authenticates the current user. It checks:
What roles does this user have?
What groups are they members of?
What permissions have been explicitly granted or denied?
Are there any conditional access policies that apply?
In CloudWorks Hub, authorization determines whether a user can:
View a private project
Edit files in a shared workspace
Delete team members from a project
Access administrative settings
Export sensitive data
A project contributor might authenticate successfully but still be blocked from deleting files because their authorization level doesn't include that permission.
Core Features That Keep Your Application Secure
Entra ID isn't just about checking passwords. It's a comprehensive identity platform with features that address real security challenges:
Identity Management: Your Digital Security Guard
Entra ID automates the lifecycle of user identities from creation to deletion. It handles:
Automated user provisioning: When HR systems create new employee records, Entra ID can automatically create corresponding user accounts
Suspicious activity detection: Machine learning models flag unusual sign-in patterns, impossible travel scenarios, or anomalous behavior
Identity protection: Real-time risk detection that can block high-risk sign-ins or require additional verification
Access reviews: Periodic reviews to ensure users still need the access they have
CloudWorks Hub leverages automated provisioning. When a company onboards their team, user accounts are created automatically based on their HR data. When someone leaves, their access is immediately revoked across all projects and resources.
Role-Based Access Control (RBAC): Right-Sized Permissions
A role definition is a collection of permissions that lists the operations that can be performed on Microsoft Entra resources, such as create, read, update, and delete.
RBAC follows the principle of least privilege: users get exactly the permissions they need, nothing more. Instead of granting access to individual users repeatedly, you assign roles once and add users to those roles.
Microsoft Entra ID supports two types of role definitions: Built-in roles that have a fixed set of permissions, and custom roles for sophisticated requirements.
Key built-in roles include:
Global Administrator: Full control over all Entra ID resources and Microsoft 365 services
User Administrator: Manages users and groups within the tenant
Application Administrator: Creates and manages all aspects of app registrations and enterprise applications
Groups Administrator: Can create and manage groups and their settings
CloudWorks Hub uses RBAC to differentiate between:
Platform Administrators: Can manage all organizations and configure system settings
Organization Owners: Can manage their company's workspace, users, and billing
Project Administrators: Full control over individual projects
Contributors: Can create and edit content but not manage permissions
Viewers: Read-only access to project resources
Single Sign-On (SSO): One Login, Multiple Apps
When you build on Microsoft Entra ID, users can authenticate many applications with a single registered Microsoft Entra ID account. SSO eliminates password fatigue and reduces the attack surface by minimizing the number of credentials users need to manage.
For CloudWorks Hub users, SSO means they authenticate once in the morning and seamlessly access:
No re-authentication required, no separate passwords to remember.
MFA requires users to verify their identity using multiple methods. Even if someone steals a password, they can't access the account without the second factor.
Traditional MFA with SMS, email OTP or authenticator apps significantly improves security over password-only systems, but these methods can still be vulnerable to sophisticated phishing attacks.
CloudWorks Hub enforces MFA for:
All administrators
Users accessing financial data
External contractors and guests
Any access from unrecognized devices or locations
Organizations can choose their MFA method—authenticator app, SMS, phone call, or hardware security keys—based on their security requirements and user experience goals.
Reporting and Analytics: Visibility Into Access Patterns
Entra ID tracks every sign-in, every permission change, and every access attempt. This audit trail is critical for:
Security investigations when breaches occur
Compliance reporting for regulations like GDPR, HIPAA, or SOC 2
Understanding usage patterns and optimizing access policies
Detecting insider threats or compromised accounts
CloudWorks Hub uses these analytics to identify:
Projects with the most external sharing
Users who haven't logged in for 90+ days
Failed authentication attempts that might indicate attacks
Permissions that haven't been used and should be revoked
Users: Individual Identities in Your System
A user is an individual who has a user profile in Microsoft Entra ID. Users are the fundamental unit of identity—each person accessing your application needs a user account.
Types of Users
Internal Users: Full members of your organization with company email addresses. These are your employees, contractors with long-term access, or anyone who's part of your Entra ID tenant.
External Users (Guests): People outside your organization who need temporary or limited access. People outside of your organization can be members of a group, enabling B2B collaboration scenarios.
Guest users in CloudWorks Hub include:
External consultants working on specific projects
Client representatives who need to review deliverables
Auditors conducting compliance reviews
Freelancers contributing to temporary initiatives
User Properties You Can Track
Entra ID maintains rich profiles for each user:
Sign-in history and activity logs
Group memberships and role assignments
Device registrations (phones, laptops, tablets)
Multi-factor authentication settings
Location and IP address information
Custom attributes for business-specific data
When CloudWorks Hub needs to display a project team, it queries Entra ID for user profile information—names, photos, job titles, department—ensuring the data is always current and centrally managed.
Real-World Example: CloudWorks Hub Users
Let's see how CloudWorks Hub uses different user types:
Scenario: A design agency is using CloudWorks Hub for client work.
Internal Users: The agency's designers, project managers, and account executives all have internal user accounts. They have full platform access across all internal projects.
External Guests: When they onboard a new client, they invite the client's project stakeholder as a guest user. This person can:
View the specific project they're involved in
Comment on designs and deliverables
Download final files
Receive notifications about project updates
They cannot:
When the project completes, the guest user's access expires automatically or is manually revoked, ensuring they don't retain unnecessary access to sensitive files.
Groups: Managing Permissions at Scale
Assigning permissions to individual users works for small teams. But when you have hundreds or thousands of users, you need a better approach. That's where groups come in.
With Microsoft Entra groups, you can grant access and permissions to a group of users instead of to each individual user. Rather than individually configuring each person's access, you define a group's permissions once and add members to that group.
Security Groups: Access Control Powerhouses
Security groups are used to manage access to shared resources. Members of a security group can include users, devices, service principals, and other groups (nested groups).
Security groups in CloudWorks Hub control:
Which projects users can access
What files they can view or edit
Which features are available to them
Integration permissions with external services
Example: CloudWorks creates a security group called "Marketing-Team" and grants it read access to the "Q4-Campaign" project. Any user added to the Marketing-Team group automatically inherits those permissions. Remove someone from the group, and they immediately lose access.
Microsoft 365 Groups: Collaboration Hubs
Microsoft 365 groups provide collaboration opportunities. Members of a Microsoft 365 group can only include users—no devices or service principals.
When you create a Microsoft 365 group, you automatically get:
A shared mailbox in Outlook
A SharePoint site for file storage
A shared calendar
A Planner board for task management
A OneNote notebook
Optional integration with Microsoft Teams
CloudWorks Hub uses Microsoft 365 groups for cross-functional teams that need more than just access control—they need communication tools, shared files, and coordinated task management.
Example: The CloudWorks product development team has a Microsoft 365 group that includes:
Shared email for feature requests
Document library for specifications
Calendar for sprint planning meetings
Planner board tracking feature development
Teams channel for daily standup discussions
Key Differences: When to Use Which Group Type
| Feature | Security Groups | Microsoft 365 Groups |
| Primary Purpose | Access control | Collaboration |
| Members | Users, devices, service principals, groups | Users only |
| Email Functionality | Optional (mail-enabled) | Built-in shared mailbox |
| SharePoint Integration | Permission assignment | Automatic site creation |
| Teams Integration | Permission assignment | Native team creation |
| Use Cases | App access, resource permissions, licensing | Project collaboration, communication |
Dynamic Groups: Automatic Membership Management
Managing group membership manually is tedious and error-prone. Dynamic groups solve this by automatically adding or removing members based on user attributes.
Implement dynamic membership rules to automatically add or remove users and devices from groups based on attributes like department, location, or job title.
CloudWorks Hub uses dynamic groups for:
All-Engineers: Automatically includes anyone with jobTitle containing "Engineer"
Remote-Workers: Includes users with officeLocation = "Remote"
Premium-Tier-Users: Based on custom attribute indicating subscription level
Temp-Contractors: Includes users with employeeType = "Contractor" and contract end date in the future
When someone's profile changes—they get promoted, transfer departments, or complete a contract—their group memberships update automatically without administrator intervention.
Real-World Example: CloudWorks Hub Groups
Scenario: CloudWorks manages a large enterprise client with multiple departments using the platform.
Security Groups Created:
Client-AllStaff: All employees from the client organization (read access to company announcements)
Client-HR-Team: HR department (access to HR-specific projects, employee data)
Client-Finance-Team: Finance department (access to budget planning, invoices)
Client-Executives: C-suite and VPs (read access to all projects, analytics dashboards)
Client-IT-Admins: IT administrators (can manage users, configure integrations)
Microsoft 365 Group Created:
- Client-Digital-Transformation-Initiative: Cross-functional team working on a major IT modernization project with shared documents, task board, and Teams channel
When a new HR employee joins, they're added to Client-AllStaff and Client-HR-Team. Instantly, they have appropriate access without anyone manually configuring dozens of individual permissions.
Devices: Securing Access from Anywhere
Modern work happens on multiple devices—laptops, phones, tablets, desktop workstations. Entra ID tracks and manages these devices to ensure secure access regardless of where users work.
Device Management Capabilities
Device Registration: Devices can register with Entra ID, creating a device identity. This enables:
Device-based conditional access policies
Mobile device management (MDM) integration
Device compliance verification
Remote wipe capabilities for lost or stolen devices
Compliance Policies: Administrators can define what makes a device "compliant":
Operating system version must be current
Antivirus software must be installed and updated
Disk encryption must be enabled
Device must not be jailbroken or rooted
Hybrid Identities: For organizations with on-premises infrastructure, devices can have identities that work across both on-premises Active Directory and cloud-based Entra ID seamlessly.
CloudWorks Hub Device Policies
CloudWorks enforces device-based access control:
Scenario 1 - Personal Device Access: An employee wants to access CloudWorks from their personal laptop. The device isn't managed by IT, so CloudWorks applies restrictions:
No file downloads (view only in browser)
Session timeout after 1 hour of inactivity
MFA required for every login
Access to only non-confidential projects
Scenario 2 - Corporate Managed Device: The same employee accesses CloudWorks from their company-issued laptop that's fully managed, encrypted, and compliant. CloudWorks grants:
Full file download capabilities
Extended session duration
MFA required only once per day
Access to all projects including confidential data
The device itself becomes part of the access decision, ensuring sensitive data stays on trusted, managed devices.
Roles: Defining What Users Can Do
A role definition lists the operations that can be performed on Microsoft Entra resources, such as create, read, update, and delete. Roles are the mechanism for granting administrative permissions within Entra ID itself and across your applications.
Built-In Roles: Ready-to-Use Permissions
Microsoft Entra ID includes many built-in roles you can assign to allow management of Microsoft Entra resources. These roles have fixed permissions designed for common administrative tasks.
Key built-in roles:
Global Administrator: If you're a member of the Global Administrator role, you have global administrator capabilities in Microsoft Entra ID and Microsoft 365. This is the highest level of access—full control over every aspect of Entra ID and connected services.
User Administrator: Can create and manage users, reset passwords, and manage user licenses. Perfect for HR or IT help desk teams who need to manage employee accounts without having full Global Admin access.
Application Administrator: Creates and manages application registrations, enterprise applications, and application proxy settings. Developers and DevOps teams typically need this role.
Groups Administrator: Can create and manage all aspects of groups settings, naming policies, and group-based licensing.
Security Administrator: Reads security information and reports, manages security settings, and configures identity protection policies.
Custom Roles: Tailored Permissions
To meet sophisticated requirements, Microsoft Entra ID also supports custom roles. Custom roles let you select specific permissions from a preset list, creating roles that precisely match your organizational structure.
Example: CloudWorks Hub creates a "Project Auditor" custom role with permissions to:
Read all project metadata and membership
View file access logs and activity reports
Generate compliance reports
Read (but not modify) project settings
This role is narrower than User Administrator but broader than a basic viewer, perfectly matching the needs of internal compliance teams.
Role Assignments and Scope
A role assignment grants the user the permissions in a role definition at a specified scope. The scope defines the set of resources the role applies to:
Organization-wide scope: The role applies to all resources in the entire tenant Object scope: The role applies only to specific resources (like a single application)
CloudWorks Hub uses scoped role assignments:
Alice is a User Administrator with organization-wide scope (can manage all users)
Bob is an Application Administrator scoped to only the CloudWorks Hub app registration (can only manage that specific app, not others)
This granularity ensures administrative permissions are as limited as possible while still being functional.
Real-World Example: CloudWorks Hub Roles
Let's see how CloudWorks structures roles for different team members:
Platform Team:
CTO: Global Administrator (full control for emergencies, rarely used)
DevOps Lead: Application Administrator + Cloud Application Administrator (manages app registrations, service principals, CI/CD)
Security Lead: Security Administrator + Conditional Access Administrator (configures security policies, reviews risks)
Customer Success Team:
Support Managers: User Administrator (can reset passwords, unlock accounts, manage users)
Support Agents: Helpdesk Administrator (limited to password resets and common support tasks)
Compliance Team:
- Compliance Officer: Custom "Project Auditor" role (read-only access for auditing and reporting)
Each role grants exactly the permissions needed for the job, no more and no less. When someone changes roles, you reassign roles rather than modifying individual permissions across dozens of resources.
Putting It All Together: A Complete Access Control Flow
Let's walk through a real scenario showing how identity, authentication, authorization, users, groups, devices, and roles work together in CloudWorks Hub:
Scenario: Sarah, a marketing manager at TechCorp, needs to access a confidential product launch project in CloudWorks Hub.
Step 1 - Identity: Sarah's identity is sarah.johnson@techcorp.com in TechCorp's Entra ID tenant, which is federated with CloudWorks Hub.
Step 2 - Authentication: Sarah navigates to CloudWorks Hub and clicks "Sign In." She's redirected to Entra ID, where she enters her email and password. Entra ID then requests MFA—she approves a push notification on her phone. Authentication succeeds, and Entra ID issues an access token.
Step 3 - Device Check: Entra ID examines Sarah's device. It's her corporate laptop, registered and managed by TechCorp IT. The device is compliant (encrypted, antivirus active, OS updated). Device-based conditional access policy is satisfied.
Step 4 - Authorization via Groups: CloudWorks checks Sarah's group memberships:
She's in the TechCorp-Marketing security group → grants access to marketing projects
She's in the ProductLaunch-Team security group → grants access to the specific confidential project
She's in the TechCorp-Managers group → grants edit and admin permissions (not just view)
Step 5 - Role-Based Permissions: Within the ProductLaunch project, Sarah has been assigned the "Project Administrator" role by the project owner. This role allows her to:
Invite new team members
Modify project settings
Delete files
Export project data
Step 6 - Access Granted: Sarah sees the ProductLaunch project dashboard, can upload files, assign tasks to team members, and schedule meetings. Every action is logged in Entra ID for compliance and security auditing.
Step 7 - Continuous Verification: Two hours later, Sarah travels to a coffee shop and connects to public Wi-Fi. Conditional access policies detect the location and network change. Based on risk assessment, Entra ID requires Sarah to re-authenticate with MFA before she can continue accessing sensitive files. Her session adapts to the new risk context automatically.
This entire flow—from initial login to continuous risk assessment—happens seamlessly from Sarah's perspective. Behind the scenes, Entra ID is constantly evaluating identity, authentication factors, device compliance, group memberships, and role assignments to make real-time access decisions.
Best Practices for Entra ID Implementation
Now that you understand the components, here's how to implement Entra ID effectively:
Always Enforce MFA
Microsoft recommends using phishing-resistant authentication methods such as Windows Hello for Business, passkeys (FIDO2) and FIDO2 security keys, or certificate-based authentication because they provide the most secure sign-in experience. At minimum, enable MFA for all users, especially administrators.
Follow the Principle of Least Privilege
Grant access using the principle of least privilege to help reduce the risk of attack or a security breach. Users should have only the permissions they need to do their jobs, nothing more.
Use Groups, Not Individual Assignments
Limiting access to Microsoft Entra resources to only those users who need access is one of the core security principles of Zero Trust. Manage permissions through groups rather than assigning access individually to each user.
Implement Conditional Access Policies
Don't grant access unconditionally. Use conditional access to enforce policies like:
Require MFA for all users
Block access from countries where you don't operate
Require compliant devices for accessing sensitive data
Enforce stricter policies for administrators
Regular Access Reviews
Use Microsoft Entra Identity Governance capabilities to schedule regular access reviews. Periodically verify that users still need their current access levels and group memberships.
Monitor and Audit
Enable sign-in logs, audit logs, and risk detection. Review suspicious activity regularly. Set up alerts for high-risk events like:
Multiple failed sign-in attempts
Sign-ins from anonymous IP addresses
Impossible travel scenarios
Privilege escalation activities
Use Dynamic Groups Where Possible
Implement dynamic membership rules to automatically add or remove users and devices from groups based on attributes. This minimizes manual updates and reduces the risk of lingering access when employees change roles or leave.
Microsoft Entra ID helps you explore identities and manage access control. Which of the following can you not manage in Entra ID?
Users
Groups
Enterprise Apps
Database
Conclusion
Microsoft Entra ID transforms identity and access management from a complex security burden into a manageable, scalable system. By understanding the building blocks—identity, authentication, authorization, users, groups, devices, and roles—you can build applications that are secure by design, not as an afterthought.
For CloudWorks Hub, Entra ID means peace of mind. Team members get seamless access to the tools they need. Administrators have granular control over permissions. Security teams have visibility into every access decision. And when someone leaves the company or changes roles, access is updated instantly across the entire platform.
Whether you're securing a collaboration platform like CloudWorks Hub, an e-commerce site, a healthcare application, or an enterprise API, these Entra ID fundamentals remain the same. Master them, and you've built the foundation for truly secure cloud applications that your users can trust.
