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Sharing power apps with external users

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Company A has SharePoint and multiple SharePoint lists, and also has over 150 forms available to employees which take manual entry once completed and sent to the required email. SharePoint site is set for internal use only and cannot be used to file share externally.

Company A would like to use power apps as a way of minimising the forms being used out in the field and other productivity benefits. All Fulltime employees have Company A email user accounts to allow them to log in to SAP and complete timesheets etc.

however Company A also has a large amount of Casual workforce who do not get a company user account.

Q1 - What would be the best solution to have everyone able to access the same application?
Q2 - Company A is a global company with many IT related restrictions, what level access would an App developer need to allow for the external access?

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Pstork1 69,601 Most Valuable Professional on at

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A1 - As long as the data source is set to internal use only there is no way that the External users can use a Power App based on that data source. Even if the data source is set to allow use by external users they will also need a Power Apps license unless you are only using Power Apps to create custom SharePoint forms. That license can be from Company A or from the External user's company. But since you define them as Casual workforce I assume they don't have a license.

A2 - The App developer would need to be at least a SharePoint admin, to change the internal use only setting on the data source, and a License admin, to assign licenses to the external users.

Based on the situation you describe I don't think creating a Power App to give everyone access to the SharePoint lists is feasible.

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Community Power Pla... Microsoft Employee on at

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Thank you, would a solution be adding each of casual employees as a user for the Company? Would they need a full O365 account to be able to access the Power App? Or could we float the app in MS Teams maybe?

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Pstork1 69,601 Most Valuable Professional on at

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If the data source for the app is flagged for internal use only you would need to add each casual employee as a fully licensed user for them to be able to use the app. The security restrictions placed on the data source are the issue. If it can only be consumed by internal users then the casual employees would need to be internal users to use that app.

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Community Power Pla... Microsoft Employee on at

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Thank you, I think perhaps the Portal could work for us? We could connect to CDS I think rather than the lists... plus external logins available.
do you think that could suit our scenario?

thank you

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Pstork1 69,601 Most Valuable Professional on at

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Yes, the portal will probably work for you. But if you use Dataverse internal users will need per user or per app licenses and the charge for external users will be based on logins or anonymous access page views.

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