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PowerApps Licensing

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Posted on by Community Power Pla... Microsoft Employee

Hi, is it just me or is Microsoft really confusing with required licenses?

We currently have a company with a Office 365 E5 license, and we're creating PowerApps within the company. Currently we're storing our data to a SharePoint list but are considering using SQL server because of SharePoint filter limit of 5000.

For making use of SQL server you need a custom connector which require a per user plan / per app plan. Do all the employees need a plan for being able to use the app, or am I (the app creator) only require a plan?

Thanks in advance

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CU-18081211-6 9,272 Moderator on at

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Hi @Anonymous ,
In order to use the app every user needs to have the proper licence. As your app will use in the future the SQL premium connector all users needs to have allocated at least a per user/per app (run single apps) plan.

Hope it helps !

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WarrenBelz 156,293 Most Valuable Professional on at

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Hi @Anonymous ,

Two things - yes you do need a Per User licence for each person connecting to SQL and also the 5,000 SharePoint item limit is only a issue with Classic views (SharePoint) and at times with unindexed SharePointcolumns (Power Apps). We have SharePoint lists and Libraries with tens of thousand of records/files operating perfectly well on Power Apps.

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Community Power Pla... Microsoft Employee on at

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Thank you for your fast reply!

As a Power Apps starter with some (webdevelopment) experience, could you provide me with some more information about the unindexed SharePoint Columns?

Also we are going to create an app for a big organisation in the city, we might need storage for more than 50.000 records. In that situation, does SharePoint still fits better than SQL server? Or is it required to clean up the SharePoint list once in a while to keep the app performance normal? If you have any other suggestions, let me know 🙂

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WarrenBelz 156,293 Most Valuable Professional on at

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Hi @Anonymous ,

Firstly, SQL will do a better job (considerably at times depending on your data query needs) if you are prepared to pay for the licenses, however as I mentioned SharePoint does the job for us with what we need. You can always look at a "hybrid" model and synchronize SQL with SharePoint with SQL for reporting and SP for input.

Regarding unindexed fields, I have had a couple of issues on large lists with normally delegable queries not working properly on unindexed fields. Easy enough to fix generally - you can index up to 20 columns.

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