Who exactly needs a license for SharePoint Integration?

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Posted on by markikav

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Hi Powerapps Community

I am building Powerapps forms for a client who just want to use it instead of Infopath with Sharepoint list as the backend (no CDS).

I created an app and asked a user to access it to test it, however they were asked to start a PowerApps trial?

The user has owner permission on the Sharepoint site, is this why they were asked to start a trial as with owner permission they will be able to edit the form in PowerApps?

And can you clarify that when the url is shared with users who only have Read or contributor access to the Sharepoint site, they will just see the form and will not have access to editing in PowerApps?

Power Platform licensing is seriously confusing, please don't point me to any of the microsoft documents as I have read them and still can not figure out all the various potential combinations!

For clients if they start seeing users having to access trials etc they will just abandon it's use and want to go back to infoPath sadly.

Thanks

Mark

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Governance & administering

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Pstork1 68,697 Most Valuable Professional on at

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First let me clarify some terms to make things easier to understand.

There are 3 types of licenses for Power Apps. The "seeded" license that is included with Office 365, the per user license, and the per app license. The seeded license only covers standard connectors like SharePoint. The per app and per user licenses cover standard or premium connectors. All licenses apply to an individual user.

SharePoint online (Office 365) is a standard license connector, but SharePoint on-premises requires a gateway which is a premium connector

SharePoint Integration refers to using Power Apps to customize forms in a SharePoint list. All users can use a Power Apps customized form in a list if they have access to the list. But a regular Power app that uses the list as a data source requires at least the "seeded" license

So if the user was prompted to create a trial either they were using SharePoint on-premises or they had not been assigned the Power Apps license included with Office 365. This is assuming the only connector you were using was the SharePoint connector.

For your other question. Users will have the same permissions in the app that they have in SharePoint. If that is Read only then they wouldn't be able to edit. But if they are contribute then yes they can edit. External users will need a Power Apps license either from their own tenant or yours.

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markikav 108 on at

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Hi Pstork1

Thanks for the clarifications!
So all users who will use a customised form in PowerApps for a Sharepoint list need to be assigned the seeded license, that is already included in their 365 subscription?

Then if decided to use PowerApps with a Dataverse or other premium connector (such as SQL db) then they need the per app or per user license plans (which you have explained in my other question)..

Thanks !

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Pstork1 68,697 Most Valuable Professional on at

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Any user who uses an App that uses the SharePoint list as a data source needs at least a seeded license. But if you are just customizing the forms inside the list itself additional licensing isn't necessary. Otherwise your summary is true.

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markikav 108 on at

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For now yes I'm just starting in the list and customising form from there.

Thanks again.

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PhilD 1,011 on at

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I'm confused... Our organization went from having a license where everyone had a power apps license to a extremely restricted model with only a few hundred power apps licenses (evidently the old plan we subscribed to was discontinued). All of my SharePoint lists that have had their forms customized in any way using power apps (not stand-alone apps, just simple lists with customized forms) were immediately inaccessible to all of these users and they all got the "start a trial plan prompt" if they didn't have one of our few PowerApps licenses. This of course has caused a lot of issues because it is not tenable in a huge organization to know ahead of time who is going to use a SharePoint list.

Is it expected behavior for our license that users would not be able to use a customized SharePoint list form and would be getting the "do you want to start a trial plan" message? This seems extremely limiting but it has been difficult to get answers regarding what is expected. I suspect perhaps the license has not been provisioned properly at our organization as we have PowerBI licenses for everyone but nobody is allowed to use it. I'm not in the department that handles the licensing and those that are in charge of this don't use the impacted products and don't seem particularly aware of how the changes being made affect those that do.

Our License

Microsoft 365 A5 for faculty Viva Learning Seeded Nucleus Information Protection and Governance Analytics – Standard Windows Update for Business Deployment Service Microsoft Endpoint DLP Data Classification in Microsoft 365 Microsoft 365 Communication Compliance Information Protection and Governance Analytics - Premium Power Virtual Agents for Office 365 Common Data Service for Teams Microsoft Insider Risk Management Microsoft Excel Advanced Analytics Microsoft 365 Defender Common Data Service Microsoft Records Management Microsoft ML-Based Classification Microsoft Information Governance Microsoft Data Investigations Microsoft Customer Key Microsoft Communications DLP Office 365 SafeDocs Microsoft 365 Advanced Auditing Information Protection for Office 365 - Standard Information Protection for Office 365 - Premium Education Analytics Information Barriers Microsoft Search Premium Encryption in Office 365 Whiteboard (Plan 3) Office 365 Privileged Access Management Microsoft Defender for Identity Microsoft Bookings To-Do (Plan 3) Windows 10/11 Enterprise Microsoft Defender for Cloud Apps Azure Information Protection Premium P2 Microsoft Azure Multi-Factor Authentication Azure Active Directory Premium P1 Azure Active Directory Premium P2 Microsoft Defender for Endpoint Microsoft 365 Audio Conferencing Power BI Pro Microsoft Defender for Office 365 (Plan 2) Office 365 Advanced eDiscovery Microsoft MyAnalytics (Full) Microsoft Defender for Office 365 (Plan 1) Azure Active Directory Basic for Education Microsoft Stream for Office 365 E5 Mobile Device Management for Office 365 Azure Rights Management Microsoft Teams Microsoft StaffHub Power Apps for Office 365 (Plan 3) Power Automate for Office 365 Microsoft Forms (Plan 3) Microsoft Planner Office for the Web for Education SharePoint (Plan 2) for Education Exchange Online (Plan 2) Office 365 Cloud App Security The latest desktop version of Office

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Pstork1 68,697 Most Valuable Professional on at

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I don't think your problem is with your license. Your problem is with the way your administrators are configuring your license. You have a

Power Apps for Office 365 (Plan 3)

that covers Power Apps in SharePoint. There are two possibilities why your users may be having issues.

1) You administrators have turned off the Power Apps for Office 365 sub SKU license for all but a few users. It is included and turned on by default in the Office 365 license, but can be disabled.

2) The user's having issues may be students. I haven't been able to keep up with the Student A1 license limitations. That could also be an issue.

But either way they should be able to use Integrated custom Power Apps forms without a license. As you can see from this chart in the documentation, even people without a license can use customized list/library forms.

Share a canvas app with guest users (contains video) - Power Apps | Microsoft Docs

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MJM2 4 on at

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I'm hoping someone can help. I have a SharePoint list in a Small business Microsoft 365 tenant with one user. I wanted to create a Sharepoint list that I can share with my client so they can see the progress of the work using a simple set of sharepoint fields with a status (not started, in progress, complete).

I am sharing the sharepoint list item to an external user. This works fine, however I customised the form with PowerApps so it presents better.... however when I click edit on the form - it pops up a PowerApps LOGIN dialog.

I was researching and understood that PowerApps was included in the Office365 subscription for this scenario, and certainly it does work with my user account within the business tenant. However with external users (I don't mean guests), sometimes I think this is referred to unauthenticated users.

It seems this is not a supported scenario - can anyone confirm please? Thank you so much

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Pstork1 68,697 Most Valuable Professional on at

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External users of a Power App still need an applicable license. It can be a license from your tenant or one from there own. This article explains it. Share a canvas app with guest users (contains video) - Power Apps | Microsoft Learn

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MJM2 4 on at

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Thank you, I had not found that article before and it was useful. I read through it and understood that for SharePoint with a customised form a license is not required.

I am sharing the SharePoint list item with a guest using the one-time password method sent to the email address I nominate (much like you can do sharing a folder or file through OneDrive). This way thru don’t need to create user accounts.

in my case when I do this the user is successfully authenticated to the SharePoint list, however with the customised form it pops up a login page!

Any suggestions?

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