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Licensing details for powerapps,powerautomate,dataverse

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Posted on by Veblitz

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we need to build an powerapps,powerautomate,dataverse application for below requirements and list of users is 670 (internal)

1)Do we need to buy 670 license if users have to use to the powerapps application?

2)What are the licensing plan we should use for 670 users counts in order to access powerapps, powerautomate and dataverse platforms

we have 2 apps

App1- It is actually used by entrance office to record parcel details - (2 users) //admin record the incoming parcel data via powerapps and use powerautomate to store data in dataverse

App2- To monitor updates of their parcel received from entrance office -(670 users)//users dont record any data they just view the details of their parcel status

Kindly suggest the license plan for the above scenario

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Building Power Apps

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Pstork1 68,717 Most Valuable Professional on at

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If both apps make use of Dataverse then you will need to buy enough Premium licenses for all 670 users. It doesn't matter that one is only used for viewing. The licensing is the same for Edit or View. That can either be one Premium Power Apps license for each user (This would cover as many apps as the users need to use) or a Power App per App license for each user (but this only covers one App per user so you would need two for each user that uses both apps.) The per app license is less expensive, but the Premium license covers any number of Apps. The per App license is usually about a quarter of the cost so the breakeven is about 4 apps. But your costs may vary. You can also do a combination of buying Premium licenses for those who use more than one app and per App licenses to cover the rest.

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Veblitz 2,249 on at

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Many Thanks for your valuable suggestions.

Could you please help me with the plan details for per app user license?

We can create single app and restrict the permission based on user access levels ,i.e., admin level will have visibility to their respective screens and in the same app we can limit screens visibility for the viewers group

Kindly suggest the license details

Also let us know what if we use sharepoint list instead of dataverse and whats the licensing details for powerapps,powerautomate,sharepoint list(datasource OOTB) in this.

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Pstork1 68,717 Most Valuable Professional on at

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1) If you use SharePoint instead of Dataverse then the only license all the users will need is their Office 365 license that covers SharePoint. Power Apps and related Power Automate flows using SharePoint as a data source are covered by the Office 365 license.

2) A per App license will cover one user's use of One App that uses a Premium data source like Dataverse. A Premium license will cover any number of apps for one user using a Premium data source. So if you only build one app then all the users could get by with one per app license for each of them. Realistically you will need one Premium license to build the app and the Dataverse tables, but the rest could all be covered by per app licenses.

Just be aware that restricting screen access in the app to implement security isn't really secure since users will have access to the data source and could create their own app to bypass the security. In practice it will work, but its not really security.

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Veblitz 2,249 on at

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Many thanks for you great information.

Last but not least ,Sharepoint list or dataverse is recommended for building the above usecase and the reason is when we plan to enhance the app in the future then migrating from sharepoint to dataverse should not happen in any case so just im checking with sharepoint capabilities vs dataverse in this context.

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Michael E. Gernaey 53,433 Super User 2025 Season 2 on at

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The issue here is 2 fold

1. Nothing we say here is accurate. Doesn't matter if we are correct or not. You should verify with Microsoft, and this is from someone who did this for the Product teams for many many years.

2. You said you need to use Power Automate as well, but who knows what connectors you may need to use, so that impacts as well.

So please call your Microsoft Rep. If you have 670 years, I gaurantee you have a contract manager, account manager PAM, TAM or something the like.,

Get the on the phone, as you will also be able to negotiate lower prices for 670 Seats

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Pstork1 68,717 Most Valuable Professional on at

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SharePoint is a standard connector, which means lower licensing costs if you are already licensed for SharePoint. Dataverse is an actual database so it has better support for security and relationships between tables. But it is a Premium connector so the licensing costs are higher. Which one you decide to use is a judgement call.

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Veblitz 2,249 on at

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Much Appreciated for great valuable inputs.

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