Microsoft Power Platform A Deep Dive: Dig into Power Apps, Power Automate, Power BI, and Power Virtual Agents (English Edition)

By Bijay Kumar Sahoo, Preeti Sahu, Sonam Subhadarsini and Haripriya Dhall

With "Microsoft's Power Platform A Deep Dive," you can learn more about how Microsoft's Power Platform creates and fosters opportunities for users to enhance their technical skills and boost their productivity. In a short amount of time and with minimal effort, readers of this book can create a wide range of practical and effective custom business applications, automated business processes, reports, dashboards, virtual bots, etc.

Microsoft's most valuable and effective products—Power Apps, Power Automate, Power BI, and Power Virtual Agents—are included in this book. You can make educated, confident business decisions by granting everyone access to data-driven insights into Microsoft Power BI. With Microsoft Power Virtual Agents, you can make chatbots in a short period of time to interact with your customers and employees.

This book simplifies the process of learning and mastering business intelligence and app development abilities, allowing readers to create any unique app on any Power Platform. Using Microsoft's Power Apps, you can get equipped with the tools necessary to build custom applications that solve pressing business problems.

• Language: English
• Publisher: BPB Online LLP
• Release date: Oct 10, 2022
• ISBN: 9789355511126

Book preview

CHAPTER 1

Introduction to Power Apps and Build Your First App

This chapter explains the total overview of Power Apps, what are the different types, and how a user can use them easily. We will see what licensing and subscription are provided by Power Apps, what Power Apps Studio is, and how to develop your first app.

Also, it describes how to save, preview, publish, and share the app in your organization with PowerApps Delegation and its securing.

Structure

In this chapter, you will learn what Power Apps is, what are the benefits you will get from using it, and why people choose only Power Apps instead of any other applications.

Also, you will get some more knowledge on the following topics:

What is Power Apps, and why do you use it?

Various apps in Power Apps

Power Apps pricing, licensing, and subscription

Different ways to create Power Apps

Build your first App from SharePoint

Create an App from Excel

Save, preview, and publish the app in Power Apps

Share the app with others

Learn to export and import the app in Power Apps

Securing in Power Apps app

Power Apps delegation

Objectives

After reading this chapter, the reader will gain some more comprehension of the Power Apps concept. You can clearly visualize the app rather than using any other application in your organization.

This chapter is well explained with useful content, real scenarios, and appropriate tested formulas for how users can use and apply them in their app.

Also, the reader can achieve some basic ideas into complex ones to implement the codes in various ways in Power Apps.

What is Power Apps, and why do you use it?

Power Apps is a Microsoft-based tool that helps to develop some custom apps based on your business data. We can easily create your own app with the help of various data connectors that are stored under any data platform like Microsoft Dataverse or different Online data, and some On-premises data sources such as SharePoint, OneDrive, Excel Spreadsheet, SQL Server, Jira, Microsoft 365, Dynamics 365, and so on.

The best part of using this Power App is that we do not need any developer or programming knowledge to create our custom business application. Anyone can easily build a custom app by using their own data sources.

We can directly access our app via the various Internet Browsers (Microsoft IE11, Google Chrome, and Microsoft Edge), as well as on any mobile devices (Android, Windows, iOS, and so on), Tablets, and so on.

Also, in Power Apps, a user can connect to any external data sources directly. We can save, publish, and share our custom app with the organization's team members.

Various Apps in Power Apps

Normally, in Power Apps, there are a total of three types of apps. These are as follows.

Canvas app

Power Apps canvas app is an interface where a user can decide to build an app by their own choices. Overall, just think that it is like an empty container, and we will make it designed by providing various elements or controls.

Similarly, in the blank canvas app, there are so many controls, images, forms, and so on, where we can easily drag and drop those components to design based on our business requirements.

Power Apps canvas apps are not responsive to any design. Every user has full permission to work with every single aspect of the app, including the size and formatting of any components.

The Power Apps canvas app is not restricted to any specific Data source. It can retrieve data from over 200 data source connectors among Microsoft 365, Dynamics 365, SharePoint, SQL Server, and so on.

There are two types of basic layout options in the canvas app:

Portrait: We can customize your app by modifying the screen size and orientation in the Power Apps canvas app. If we want the display orientation to be Portrait, then we can select Portrait.

Landscape: Similarly, if we want the screen display orientation to be landscape, then we can select Landscape.

Model-driven app

Next comes the model-driven app, where a user can create their custom app by using various components such as dashboards, forms, views, and charts. We can develop some simple or complex apps by using some codes or without using any code.

Whenever we are making an app to manage some complex process such as employee onboarding, product sales, leave approval, and so on, you can directly choose the model-driven app.

The most important thing we should know about this app is that without using Microsoft Dataverse, a user cannot create a model-driven app. That means the Dataverse is necessary to use it.

Microsoft Dataverse is used to configure the Power Apps forms, process flows, and some business rules. From the Power Apps site, anyone can create a Model-driven app.

In the Model-driven app, Custom pages allow the following things:

Out-of-box controls and custom components

Power Apps Connectors

Full control over a page layout

Less coding

Portal app

Portal is another process that helps users to create an external-facing website outside our organization. A user can sign in with any identity, create and view data in Microsoft Dataverse or browse the contents.

By using Portals, we can easily develop a website and customize content, layout, and pages. Also, we can reuse the page design through the forms, templates, and data from the Dataverse and publish it to users.

Portal is working on the Dynamics 365 Portals, where previously it was offered as an add-on to customer engagement apps (Dynamics 365 Sales, Dynamics 365 Field Service, Dynamics 365 Customer Service, Dynamics 365 Project Service Automation, and Dynamics 365 Marketing), which are now obtainable standalone in Power Apps.

Microsoft Dataverse

Apart from that, Microsoft Power Apps Dataverse is a major component that allows the user to store business data.

Dataverse is working on the Dynamics 365 platform (such as Dynamics 365 Sales, Field Service, Customer Service, and so on). We can find our data in the Dataverse if we are already a Dynamics 365 customer.

Power Apps licensing and subscription

In this section, we will discuss Power Apps Pricing and Licensing. In Power Apps, there are two types of Plans available:

Power Apps subscription plans:

This Subscription plan contains two types of plans, as shown in Table 1.1:

Table 1.1: Power Apps Pricing and Licensing subscription plans

Power Apps Pay-as-you-go plan

Table 1.2: Power Apps Pricing and Licensing Pay-as-you-go plan

To read more details about the Power Apps Pricing, refer to this link: Power Apps Pricing Details.

Also, Power Apps provides a free Developer Plan that we can try through this link: Power Apps Developer Plan.

Different ways to create Power Apps

In Power Apps, we can create three different types of apps, which are as follows.

Power Apps Studio

Power Apps Studio is a type of design tool that helps to make a custom canvas app. We can easily build the app in the Web browser, whether it is for Windows or Mac users.

This Power Apps designer tool is user-friendly and looks exactly like the blank slide in Microsoft PowerPoint.

To develop and test your custom app in PowerApps, the Microsoft Developer plan offers us a free development environment that enables us to build apps and flows except using any code.

We can access Power Apps Studio in two different ways:

By using Power Apps Environment: In Power Apps, we can access the Power Apps Studio directly by clicking on the given link: Power Apps Environment

By using Microsoft Power Apps Team: Also, from the Microsoft Power Apps Team, we can access the Power Apps Studio easily.

App designer

We can use the App designer for the model-driven app that helps to add the components and sitemap to develop a model-driven app. To read more details about it, follow this link: Build model-driven apps using app designer.

Power Apps portals Studio

Power Apps portals Studio is also a design tool (What You See Is What You Get [WYSIWYG]) where a user can create and customize your website. We can insert and configure Web pages, forms, lists, and components in this portal designer. To learn more, refer to this link: Design your app using Power Apps Portal Studio.

Build your first App from SharePoint

Let us start building a new canvas app using the SharePoint Data Source Connector. For this, we need a SharePoint List. Overlook the following SharePoint List image that we are going to use:

Figure 1.1: App from SharePoint List

Next, we can follow the instructions to develop the custom app as follows:

Sign in PowerApps (https://powerapps.microsoft.com/en-us/) Using Office 365 Credentials | Click Apps from the left navigation | + New app | Canvas (from Blank) | Provide your App name | Choose the Format (Tablet or Phone) | Click on Create. Please refer to the following screenshot:

Figure 1.2: Create Power Apps canvas app

Once we tap on the Create button, the app will open with a blank screen. Next, we will add the SharePoint List Data source connector to the app.

Go to the View tab (from the top bar) or click on the Data option (from the left navigation) | Data sources | Add data | Select or Search SharePoint | Add a new connection or select any existing connection | Enter SharePoint Site URL for the location of the list | Choose SharePoint List | Tap on Connect button. Please refer to the following screenshot:

Figure 1.3: Connect the SharePoint List connector to the canvas app

To view the SharePoint List Data in the app, we will use a Vertical Gallery control. Go to the Insert tab (from the top command bar) | Gallery | Vertical. Once the gallery is ready on the screen, then select the SharePoint List Data source to view all its records in the app. Please refer to the following screenshot:

Figure 1.4: Display SharePoint List items in Power Apps Gallery

Create an app from Excel

Next, we will see how to build a new canvas app using the Excel Data source Connector. For this, we need an Excel spreadsheet.

Like the SharePoint list, the same process we can repeat for the Excel connector also. Repeat as it tills the second point. Instead of the SharePoint list, we will connect to the Excel spreadsheet connector.

Next, go to the View tab (from the top bar) or click on the Data option (from the left navigation) | Data sources | Add data | Select or Search Import from Excel | Select your Excel sheet from your PC (where you stored the excel) | Choose the Excel table | Click on Connect button.

In the same way, insert a Gallery to the app and provide the Excel connector on its Datasource property. Now, the excel data looks like as shown in the following screenshot:

Figure 1.5: Display Excel data in the Power Apps gallery

Save, preview, and publish an app

Once your app is ready, then we need to save and publish the app. Otherwise, everything that you have designed in the app will be empty.

In the app, go to the File tab (from the top bar) | Save as (from the left navigation) | Select The cloud | Provide a name for the app | Click on the Save button. Please refer to the following screenshot:

Figure 1.6: Save the canvas app

If we have already saved our app before, then we can use only the Save option. Once we save the app, it will ask us to enter a version note or comment section.

Power Apps also provides a feature where the app will save every 2 minutes. Once you save the app once, then this feature will take care of that. The app will save automatically without clicking the Save button by the user.

To make this feature work, we can enable the Auto save option from the General settings of the Account tab on the File menu. Please refer to the following screenshot:

Figure 1.7: Enable the Auto save in Power Apps canvas app

Similarly, to publish the app, go to the File tab | Select Save | Click on Publish. When we publish, then a dialogue box will appear to select the Publish this version that helps every user who has permission they can use the app. Please refer to the following screenshot:

Figure 1.8: Publish the canvas app

The preview mode helps the user to view and run the app before publishing. By using the Preview button, we can try out things quickly. This mode helps the user to test the app whether it is working perfectly or not.

Also, we can test the app right on the canvas by holding down the Alt key to activate buttons and other controls and double-clicking to type into controls. Please refer to the following screenshot:

Figure 1.9: Preview the canvas app

Share app with other users

Once the canvas custom app is ready, we can share the app with other team members in our organization. For that, we need to give permission to those users who can edit, run, and re-share the app.

One most important thing we should know is that before sharing the app with others, we must require saving it in the cloud (not locally) and publishing it.

To share with others, open the Power Apps | Select Apps (from the left navigation) | Select the app to share and click on More commands options (…) | Click on Share. Also, we can directly share the app from the top Command bar, as shown in the following screenshot:

Figure 1.10: Share canvas app in Power Apps

On the Sharing page, enter any username, e-mail address, or group name with whom we can share the app. To make the specific user or group to Co-owner (who can use, edit, and re-share the app), we can check on this Co-owner option. Finally, click on the Share button. Please refer to the following screenshot:

Figure 1.11: Share app from SharePoint List

At the same time, two users cannot edit the app. If one user is editing the app, at the same time, the other user can only run the app but cannot edit it.

Export and import the Power Apps app

Here, we will see how to export and import the canvas app in PowerApps.

In PowerApps, Microsoft provides some packages to export and import the canvas app. We can export and import the canvas app from one tenant (environment) to another tenant.

For example, there are two tenants (Source and Destination). In the source tenant, we have created a complex app by using various controls. Now, suppose in the destination tenant, we need the same app that is available in the source tenant. For this, we cannot create the same app in the destination tenant again by taking that much of time.

To make it possible, we will export the designed app from the Source tenant and import it to the destination tenant. Follow the following instructions:

Step 1

First, we will export the app package from the source tenant. So, in Power Apps, go to Apps (from left navigation) | Select an app that needs to export | Click on More commands (…) | Select Export package. Also, we can directly export the app package using the Export package option from the top command bar, as shown in the following screenshot:

Figure 1.12: Export package in Power Apps

Step 2

On the Package details page, provide the Name and Description of the app. By default, the Environment is taking the tenant's name. Next, click on the Update option under the Review Package Content | Select the Import setup as Create as new (also, you can update the app if it already exists in the tenant) | Click on Save. Please refer to the following screenshot:

Figure 1.13: App import setup

Now, we will see that the app package is converted into Create as New. Click on Export. Next, we need to save the app on our PC in a Zip file format. If we need to change the app's name, then we can rename it here and save it. Please refer to the following screenshot:

Figure 1.14: Power Apps Export package create as new

Step 3

Next, we will import the saved package to our destination tenant. Go to the destination tenant | Select Apps from the Power Apps | Click on Import canvas app from the top command bar | Click Upload from the Import package | Select the saved export package from the PC | Open. Please refer to the following screenshot:

Figure 1.15: Power Apps import canvas app

Step 4

On the Import package section, select Create as New under Review Package Content | Provide the Resource name | Click on save. Please refer to the following screenshot:

Figure 1.16: Power Apps Import Setup

Step 5

Now import the app by using the Import button. Please refer to the following screenshot:

Figure 1.17: Power Apps import package created as new

Once you import the app, you will get a successful notification message that all package resources were successfully imported. To open the app directly, click on the Open app link as shown in the following screenshot:

Figure 1.18: Power Apps from Datasource imported successfully

Securing Power Apps app

It is very important to secure the data and apps so that only relevant people can access the app or the data. For example, let us say you have created an app for your sales team, then only your sales team should be able to access the app, not any other team.

In the same way, if you have a few records that you want a particular group to be able to access, then you should build the system in such a way that others should not be able to see the records. This way, we can protect sensitive information in the organization.

In the case of Power Apps, we can implement security at the following four layers:

App-level security

Form-level security

Record-level security

Field-level security

App-level security

We can entirely restrict the app, as the name implies. For example, we can grant access to the app to a specific department or group, and only those individuals will be able to use it. If your company creates an app for the finance department, only finance personnel will be able to use it; no other teams or departments will be able to.

Note: It will not protect the data storage location. Meaning if your data is stored at SharePoint, then you can secure SharePoint access from unauthorized users.

Form-level security

This is available in model-driven apps.

You will get scenarios where you want a few forms to be accessible to a few groups of users, and let us say, and the approval forms should be available to the approvers.

By using form-level security, we can give specific people access to specific forms. Like based on the user roles, then can see different forms.

To change the form level security role, open any custom form in the Dataverse | Click on the Form settings from the top of the form. Please refer to the following screenshot:

Figure 1.19: Power Apps Form settings

Once the Form settings page opens, click on the Security roles option from the left navigation | Select the Specific security roles option and then check the roles that you need | Tap on the Save and publish button, as shown in the following screenshot:

Figure 1.20: Power Apps Security roles

If you want to give the form access to everyone, then choose the Everyone option instead of the Specific security roles.

Record-level security

As the name suggests, here, we can assign access at the record level. Suppose you have 10 items in a SharePoint Online list; then, by using record-level security, we can set up security at the individual item level or row level.

Here, we can provide different types of access such as Create, Read, Update, and Delete in the record-level security.

Field-level security

By using field-level security, we can set up security at the column level.

Let us see, and there is a Price column that you want only specific people to access. In such a case, we can use field-level security.

Power Apps delegation

Before working with the Power Apps delegation, we need to understand what the delegate means. Delegate defines giving somebody to do a specific task. Whereas PowerApps delegation means the data are retrieved from the various data sources such as SharePoint, Excel, SQL Server, Dataverse, and so on, and the data processing is assigned to these data sources.

Power Apps Delegations occur when there are many data sets available in the data sources, and they cannot load at the same time. Power Apps can retrieve a certain limit of data that can improve the speed of the app.

By default, the Power Apps Delegation limit is 500. That means at a time, and it can retrieve only 500 items from any of the data sources. If the item limit is more than 500, then, in this case, the user will get a warning message as a Delegation warning. The "Search" part of this formula might not work correctly on large data sets.

Also, we can change the delegation limit from 500 to 2000. That means, instead of 500, now it can take up to 2000 items from the data source.

Go to the File tab | Settings | General | Set 2000 under the Data row limit section, as shown in the following figure:

Figure 1.21: Power Apps delegation settings

In Power Apps, there are many data sources that are supported to work. But some of them are delegable also. These are SharePoint, SQL Server, Dataverse, Dynamics 365, and so on.

Similarly, there are some delegable Power Apps functions: Search, Sort, Sum, Max, Filter, LookUp, and so on.

To learn more things about Power Apps Delegation, like how to overcome it and what are the different solutions, refer to this link: https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/delegation-overview.

Conclusion

Power Apps is a subscription-based tool to develop any business app. A user can make any type of app using the tool known as Power Apps Studio. Also, we can run the app on any browser, desktop, or mobile device.

This chapter covers all the different three types of Power Apps, including licensing and subscription. Also, we will get some ideas that how we can create, share, export, and import the canvas app easily in Power Apps.

You will also see the different types of app security levels and their uses. And finally, the chapter concludes with what the Power Apps delegation is and how to overcome it. In the upcoming chapter, we will understand all about the Power Apps designer things.

CHAPTER 2

Power Apps Designer Understanding

Introduction

Here, in this chapter, we will overlook what is the Power Apps Designer interface and all its properties. Apart from that, we will discuss the various layouts in Power Apps and how a user can visualize the data in a different configuration.

Also, this chapter contains what are the different types of screens, various data sources, and connectors in Power Apps. Similarly, the user will get a proper understanding of the difference between the Standard connectors and Premium connectors in Power Apps.

Structure

This chapter will let you know all the information regarding the designer interfaces and their stuff. The subjects covered in this chapter are all listed below:

Introduction to Power Apps designer interface and its properties

Different layouts in Power Apps

Power Apps screen and its various screen types

OnStart property in Power Apps

Different types of data sources and connectors

Various connections in Power Apps

Difference between Standard connector and Premium connector

Objectives

After reading this chapter, the user will acquire some knowledge of all about the app designer interfaces and their uses. Moreover, the reader can achieve all the app features such as various app layouts, screens, data sources, and connectors that are available in Power Apps.

Apart from that, the user will gain some idea overall of the connectors (Standard and Premium) and how to connect them in the app.

Introduction to the designer interface

Whenever we are creating the Power Apps canvas app, this screen comes first where we can design the app by our choice. Let us understand the things individually that are contained in the design interface:

Top command bar: In this section, we will get all the various controls such as Label, Button, Text, Gallery, Data table, and Forms. These controls depend upon their individual tabs such as File, Home, Insert, View, Actions, and so on.

Left-navigation bar (Tree view): Whatever the screens and controls we are using in the app, everything we can get from here is from the tree view.

Property pane: In this section, we will get all the control properties (such as Layout, Size, Color, Border, and so on) that we used in the app. By using these properties, we can design our app very attractively.

Property drop-down menu: By using this drop-down bar also, we can get all the control properties that can be used in the app.

Formula bar: This is the formula bar where we can apply the code for the given control property.

Preview button: By using this button, we can test and run our application. Please refer to the following screenshot:

Figure 2.1: Power Apps designer interface

Power Apps layouts

In Power Apps, there are two types of layouts available as follows:

Tablet layout: Whenever we are creating the new Canvas app, it will ask us to select whether we want to view the app on a tablet or phone. If we choose the Tablet, then the app will look like as shown in the following screenshot:

Figure 2.2: Power Apps tablet layout

Phone Layout: Similarly, to view the app in phone mode, we can select as Phone option that will look like as shown the following image:

Figure 2.3: Power Apps phone layout

Power Apps screens

Power Apps screen is the most important part of the Canvas app, where a user can design it by using different controls and components. We can get all the Power Apps screens by using the New screen drop-down under the Home tab. The following section represents all types of screens that are available in the app.

Various screen types in Power Apps

Blank: Whenever a user creates a canvas app, by default, a blank screen appears that looks exactly like an empty container. In this container, we can put various controls and design an attractive app.

Scrollable: By using this, we can scroll out through the whole screen where we can view each control by scrolling it infinitely.

List: This screen looks like a list format that provides browse items, thumbnail image, header, and description.

Success: A screen with a confirmation text is called a Success screen. If we want to display some confirmation or successful message, then we can use this screen.

Tutorial: This is a screen with a customizable tutorial template. When we add this screen to the app, it looks like a tutorial screen.

E-mail: This e-mail screen looks exactly like the Office 365 Outlook where we are composing our new mail to send it to anyone. This screen contains, To, From, CC/BCC, Subject, and so on. That is why it is known as the Users connected e-mail composition screen.

People: This screen is known as Office 365 users-connected user search screen. Here, we can find any user in our organization.

Meeting: This screen is known as a Meeting scheduling screen, where we can directly insert this template and schedule a meeting for our organization.

Calendar: This is a Calendar event screen that relates to Office 365 Outlook. When we insert this screen, the visual is totally like a calendar.

Split-screen: The screen that splits with auto layout is known as Split-screen.

Sidebar: The screen that appears with a sidebar (with the auto layout) is known as the Sidebar screen.

Header, main section, footer: This screen contains a header section, the main section, and a footer section with auto layout.

Portrait print: This is the screen that is optimized for portrait A4 printing.

Landscape print: This is the screen that is optimized for landscape A4 printing.

Power Apps OnStart property

Power Apps OnStart is a property of the canvas app. When the user starts the app, then this OnStart property runs first.

By using the App's OnStart property, we can perform the following two tasks:

We can set the global variables using the Power Apps Set function.

We can use the Power Apps Collect function to retrieve the record into collections.

To select the OnStart property in the app, go to the Tree view pane (from the left navigation menu) | Click on Elipses (…) | Tap on Run OnStart. Once we click on it, the app will run. Please refer to the following screenshot:

Figure 2.4: Power Apps OnStart Property

Understanding data sources and connectors

Data is the most important thing in Power Apps. Without data and data sources, we cannot build any custom app in Power Apps. That is why data sources and connectors are a necessary part of the app.

Basically, we are storing the data in a Data source (SharePoint, Dataverse, Excel, OneDrive, and so on) and connecting that specific data source to the app through a connector. Also, we can connect the on-premises data source to the app.

There are some Power Apps Connectors that are in demand. Such as Office 365 Users, Dataverse, SharePoint, Azure AD, SQL Server, Office 365 Outlook, and so on, please refer to the following screenshot:

Figure 2.5: Power Apps Datasources and connectors

Power Apps connections

There are some popular data