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Powerapps licencing

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Posted on by CapitalWinner

Your licensing is confusing! We created a powerapp and want our staff to begin using it. Does the user that created the app need to be licensed? or does every staff member? Subsequently if it is the latter - can we use this PowerApps Portals page view capacity add-on""?

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mdevaney 29,991 Moderator on at

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@CapitalWinner
The answer depends on what datasources/connectors you plan to use.

Do you plan to use a Sharepoint list? If yes, then anyone who is licensed to use SharePoint can build/use PowerApps at no additional cost.
Do you plan to use the Common Data Service or own Dynamics? If yes, then anyone who is licensed to use those applications can build/use PowerApps at no additional cost.
Do you plan to use Excel? In general, please don't do this. But its free to build PowerApps on this at additional cost.
Do you plan to use some other data source (e.g. SQL/Azure SQL)? If yes, then its $10 per user per app per month or $40 per month for unlimited apps per user.

Suggest you contact your Microsoft licensing provider for exact details on your specific situation/

You can also check out this article for a pretty simple explanation of the licensing. (It's how I got my head around it).
https://collab365.community/powerapps-licence-changes-in-terms-that-matt-weston-understands/

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CapitalWinner 5 on at

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Thanks @mdevaney thats a great help!

Lets apply this to our specific circumstance though.

All our staff - approximately 130 people have Microsoft 365 E3 licenses.
We have built an intranet on Sharepoint.
Within this intranet we have added a staff directory powerapp. (This powerapp links to our on premise SQL to retrieve extra details such as interests and hobbies)
We want all the staff to be able to search for staff members using this staff directory powerapp.

Why would we pay $1300 per month only for the ability to search some staff members. Obviously we can do more if we build it but this app is functional and meets the needs of our organisation.

Or alternatively, from your answer can we schedule a routine export of SQL and upload to sharepoint then the app taps into that sharepoint list without users having to subscribe?

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mdevaney 29,991 Moderator on at

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As of October 1, 2019 the SQL connector was reclassified as a premium license. Any app connecting directly to SQL will require your users to have a PowerApps plan: $1300/month by your calculation.

You have right idea about creating a scheduled export of your SQL data to SharePoint for use in PowerApps. There is no need to connect to SQL directly unless you need it’s features (eg higher speed, better concurrency handling, security, etc). Your app will definitely be fine in SharePoint given your user base size and scope of your app.

My suggestion would be to use MS Automate (formerly Flow) to build the workflow. If you have any questions on how to do that there are some wonderful people over in the Flow Community who would able to answer your questions. In my own general opinion this method is acceptable and would be allowed by MS if you purchase the Flow license. However, you will definitely want to talk with your MS licensing partner to confirm.

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mdevaney 29,991 Moderator on at

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