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PowerApps (with On Premises Data Gateway) license

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Posted on by PeterMansion

We've published a small Power Apps application with an On Premises Data Gateway connection to a local SQL server database. Users are authenticated using an Azure Active Directory group.

My understanding is that this application (duo to the connector) will require a license (our O365 E3 licences won't cover the use) however what's puzzling me is that this doesn't seem to be enforced (our users seem to be able to use the application without a licence).

Am I missing something? Is a licence not actually required? Is the purchase of a licence for each user not enforced? Have we done something incorrect when we deployed the application?

We don't want to be in breach so any help would be gratefully received.

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Governance & administering

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Hello @PeterMansion,

Yes, your app should require premium licenses - not only because you're using the on-premises data gateway, but also because you're using SQL, which is a premium connector.
You can check if your app requires premium licenses by opening your app's details, e.g. from the list of apps on https://make.powerapps.com.
Could you please check the property "License designation" in your app's details?

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PeterMansion 19 on at

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Thanks, will take a look and report back 👍

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PeterMansion 19 on at

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Thanks. Checked the app and it says "License designation: Premium". So that looks correct.

Still can't understand what's letting users use the app without a licence.

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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It could be a number of things:
The app is deployed in a developer environment, and your users have developer licenses
Your users have other licenses, e.g. Dynamics 365 Enterprise, that enable them to use certain premium features
Your users have trial licenses
@priyeshwagh777has created a blog post on how to check which licenses are assigned to you - you could ask one of your users to try this out, maybe this will give you some insight: https://d365demystified.com/2022/10/28/check-which-power-automate-or-power-apps-licenses-are-assigned-to-you-quick-tip/

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PeterMansion 19 on at

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Thanks, I've double checked and our application is in our "Production" environment.

I've checked the licences that I have (for instance) and the only Power Apps licenses that I can see are:

Power Automate for Office 365
Power Apps for Office 365
Microsoft Fabric (Free)
Exchange Foundation
Power BI (free)
Microsoft Power Apps for Developer
Exchange Foundation
Common Data Service
Flow for Developer
PowerApps for Developer
Microsoft Power Automate Free
Exchange Foundation
Common Data Service
Flow Free
I don't think any of these would give me an entitlement for using Power Apps with a Data Gateway?

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Hello @PeterMansion, I agree, these licenses are not sufficient for running apps designated as premium outside of developer environments.
The SQL connector used to be standard in the early days of the Power Platform, but this changed in October 2019. If your app was developed prior to October 2019, "grandfathering" applies, meaning your app will be considered "standard" until October 2024.
If this doesn't apply: Have you set up your app to use per-app passes, and are per-app passes assigned to the environment?
If not, I would assume premium licensing is not enforced, but it would still apply to your app.

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PeterMansion 19 on at

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Thanks, It's a new app so grandfathering wouldn't apply.

Is there something specific that we need to do to "set up your app to use per-app passes"? Perhaps that's the step that we're missing.

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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This is how apps can be set up to use per app passes: https://learn.microsoft.com/en-us/power-platform/admin/about-powerapps-perapp#step-three-set-up-apps-to-use-per-app-plans

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PeterMansion 19 on at

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Thanks, we'll go through the steps and see how we get on.

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Sonu_Porwal 2 on at

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Hi , @joe_hannes_col I would like to understand if i have created an app with SharePoint On Premises data gateway connection, with below user set:
2 developers (Service accounts)
100 employees , who will use this app for pushing data to SharePoint On-Premise using gateway (premium connector)
In above scenario, if i purchase per app license for my organization. Will it allow all 100 employee to access this app (with M365 E3 license) or it will need 1 app/100 user license i.e. license for each user who is accessing this app?
Kindly suggest your opinion as per the latest licensing(Dec2023) norms of Microsoft.

Thanks!

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