Hello!
Our team is trying to gain a better understanding of what you can do with a Power Apps Premium license, and what requires a specific Dynamics 365 license.
To our understanding, while users can read data in any standard or custom table in Dataverse, to be able to create, update, or delete records in certain tables, there are more restrictions:
Restricted Tables
There's documentation from Microsoft on what tables are restricted, meaning you need the right license to create, edit, or delete records in these tables:
For instance, as of this post, Goals require either a Dynamics 365 Sales or Customer Service license to update.
There are some exceptions:
1. Cases
As of this post, users with a Power Apps license can still create, edit, or update Cases that they've created, either for themselves or on the behalf of customers.
2. Work Orders
As of this post, users can create, read, update, and delete work orders when self-reporting an issue, but they can't complete/close the order.
If a table is not in this list, like Lead and Opportunity, does that mean you can use it so long as you have a Dynamics or Power Apps license?
Complex Tables
To our understanding, complex tables are tables that are used in real-time workflows or plug-ins. This is no longer restricted by license, so if you have the license needed to access the table through the UI, you can access that table through a plugin. (If you can read a table through the UI, you can read it through a plugin - if you can write through the UI, you can write through a plugin.)
Dynamics 365 Apps
These apps are restricted by license - for instance, you need the Dynamics 365 Sales Enterprise license to access the Sales Hub app.
While this is our current understanding of licensing restrictions, please let us know if any of the above is incorrect.
Building off of that, we have some additional questions:
OOB Business Process Flows
Are OOB process flows, such as the Lead to Opportunity Sales Process, restricted by license?
OOB Forms/Business Process Rules/Workflows
Are any of the standard forms, business process rules, workflows, or other customizations restricted by license? If so, what's the best way to know what's restricted to a specific Dynamics license, and what's included with the Power Apps licenses?
Additional Functionality
How do you know if other functionality is restricted to a license? For instance, the ability to qualify Leads, and convert them into Accounts, Contacts, and Opportunities, by using the "Qualify Lead" button in the ribbon. Is this restricted to users with a Sales license, or can it be done so long as users can access and update those tables? (I know that some of this is available in the documentation or the comparison table - for instance, the
Sales Pricing | Microsoft Dynamics 365 Comparison Table lists advanced sales force automation, like forecasting, as restricted to Enterprise and above. But when a feature is available at any level, like working with Accounts, Contacts, Leads, and Opportunities, it's unclear to what extent you can use those features without a specific Dynamics 365 license.)
If there's a feature in the ribbon that's specific to a table, like closing an Opp as won/lost or qualifying a Lead, are they restricted to specific licenses? (For instance, if you can't use the button to qualify a Lead, would you be able to make a workflow that creates an Account/Contact/Opportunity when the Lead's status changes?)
Record Manipulation
If you can edit a record, can you merge a record?
For example, going back to Cases - users with a Power Apps license, but not a Sales or Customer Service license, can create and edit records for themselves, but can they merge those records? Can they only merge records they own?
If you can edit or own a record, can you reassign it?
For example, if you only have a license that gives you permission to manage Cases you own:
- Can you assign a Case you don't own to yourself?
- Can you assign a Case you do own to someone else?
- Can an admin, or someone with the rights to manage Cases they don't own, create workflows that automatically reassign Cases you own, or assign them to you?
In Summary, here are our questions:
1. If a table is not in the list of Restricted Tables, such as the Lead or Opportunity tables, does that mean it can be accessed so long as a user has either a Dynamics 365 or Power Apps license?
2. Are OOB Business Process flows, like the Lead to Opportunity Sales Process, restricted by license?
3. Are any of the standard forms, business process rules, workflows, or other customizations restricted by license? If so, what's the best way to know what's restricted to a specific Dynamics 365 license, and what's included with a Power Apps license?
4. How can you tell if functionality is restricted to a license? For instance, is the ability to, when qualify Leads, convert them into Accounts, Contacts, and Opportunities restricted to users with a Sales license, or can it be done so long as users can access and update those tables? Are you able to use the OOB modal with just a Power Apps license, or would it need to be re-created?
5. Are buttons on the ribbon that are specific to certain tables, like the buttons for winning or losing an Opportunity, restricted to specific Dynamics 365 licenses?
6. If you can edit a record, can you merge a record? If, like with Cases, you can only edit records you own, can you only merge records you own, or can you merge records you don't own, as well?
7. If you can edit or own a record, can you reassign it?
For example, if you only have a license that gives you permission to manage Cases you own:
- Can you assign a Case you don't own to yourself?
- Can you assign a Case you do own to someone else?
- Can an admin, or someone with the rights to manage Cases they don't own, create workflows that automatically reassign Cases you own, or assign them to users who can only manage records they own?
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