Clarification on 1 one Power Apps with multiple workflows and Power Platform licensing

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Posted on by aaroh_bits

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Hello Everyone,

One of clients has some clarifications on Power Platform. They have subscribed to M365 E3 plan. They have Power Platform licensing and needs guidance.

What is the estimate number of workflows forms we can use in a single app? (From the client)

The client shared with us that they may have a lot more workflows to be digitized, PowerApps per app plan (USD 10/month/user) subscription is for only 2 apps.
https://powerapps.microsoft.com/en-us/pricing/

Q: In this context where a client a lot of workflow for their business requirements, does US$ 10/month/user suffice? Or they should per user plan US$ 40 user/month.

Which Power Apps subscription make more sense for them considering client is unsure about number of workflows?
Can we consider each workflow use only 1 Power Automate flow? This is so that the client need to evaluate the costing for Power Automate “Per user plan” (USD 15/month/user) compared to Per flow plan (USD 500/month for 5 flows – additional USD 100/flow). As for the users who will be using request forms, the client do not have definite number at this point of time.

https://flow.microsoft.com/en-us/pricing/

Q: From the solution design perspective, is it better to have 1 app (Power App) to be associated 1 flow or we could use 1 Power Apps with that execute different workflows depending on the screen?

Please advice.
@Pstork1 @WarrenBelz @RandyHayes

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Building Power Apps

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Pstork1 69,661 Most Valuable Professional on at

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The answers to all the questions are "It Depends" on what the workflow does and which data sources it hooks up to.

For example, Since they have Office 365 E3 licenses they are already covered for for as many Power Automate Flows and Power Apps as they would like to make as long as they stick to standard connectors like SharePoint, OneDrive, and Excel. But if they want to make workflows that work with on-premises content then they need a premium license. If they are doing more than 4 Apps with associated flows then the $40/user/month is the best choice, since it covers an unlimited number of Apps and associated flows. The $10 per app/user/month license will only cover them for up to 2 related apps and associated flows. So if they have a large number of workflows that won't be an economical choice. They'll only need to get into the Power Automate specific licensing if they are doing flows that don't relate to data being processed by Power Apps or they want to create Desktop flows (previously UI flows).

So the bottom line is we can't really provide a definitive answer without a lot more specifics.
aaroh_bits 416 on at

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Hi @Pstork1 ..

Thank you so much for your reply.

What the client want to use Dataverse as data layer and want to minimize the number of apps. For e.g. Using Power Apps to perform Leave Request, Expense Claim, Employee OnBoard Form in a single app via Power Apps Canvas.

I understand that using single Power Apps will have 500 Controls for a Power Apps cap.
Do you recommend to use One App for one Workflow ?

Please advice.
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Pstork1 69,661 Most Valuable Professional on at

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When you say one app to one workflow are do you mean one app to one business process or are you planning to use Power Automate in addition to Power Apps?

I assume you mean the former. If that is the case it will definitely be easier to create and maintain an app that only fulfills a single business purpose, like employee onboarding. but other than making it simpler to maintain and the performance characteristics you mentioned there is no particular reason you have to do it that way. But no I would not recommend trying to build everything in a single app just to avoid licensing fees. The added complexity will make the app harder to design, maintain, and difficult to use. An app that employee's won't use because its too complex is a waste of licensing.
aaroh_bits 416 on at

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Hi @Pstork1 ..

I meant 1 Power Apps app associated with 1 Power Automate flow.
I completely agree and if a client is too concerned to save Power Apps License, then we just recommend use 1 app for 1 Power Automate flow.
Having 1 Power Apps App to achieve multiple process such as  Leave Request, Expense Claim, Employee OnBoard Form would not be scalable and complex to maintain.

Question: We have a developed a sample Power Apps Canvas app (Expense Claim Form) via Power Apps Community Plan and we are leveraging Dataverse.

The client has NOT purchased  Dataverse yet and asking to view the app so that they can talk to their stakeholders. But with Power Apps Community Plan there is no way we can share the app with clients email address.

To view the app does client has to pay for Dataverse or we have some other options so that they can see app.

Any pointers would be highly appreciated.
Pstork1 69,661 Most Valuable Professional on at

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The best option in that case would be a trial license(s) which would give the client 30 days to review the app and associated flow (if there is one) in their environment. Beyond that they will need to either ask Microsoft to extend the trial or purchase licenses.
aaroh_bits 416 on at

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Thanks a bunch @Pstork1 !!