PowerApps with Dynamics and Permissions

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Posted on by Mattw112b

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I built a PowerApp that uses dynamics.

To start it queries Dynamics for customer names, which can be selected in a dropdown.

If a customer doesn't exist it is possible to enter the customer name and create it.

Everything works great,... when I run it.

I had a regular user test it and they get permission issues.

I assume because they don't have rights to Dynamics.

But, I can't give everyone in the company Dynamics licenses (not cheap) just so this PowerApp will work.

Is there soemthing I am doing wrong or is this just how it is, to read and/or write to Dynamics the user needs a license to dynamics?

Thanks,
Terry

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Building Power Apps

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richdiMSFT on at

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Hi Terry,

Let me break your question into two parts.

The first is what permissions your users need to edit or create records in Dynamics 365. The data is actually stored in the data system we now call "Common Data Service"(CDS) which dynamics is built on top of. Any user that is going to be interacting with the Common Data Service needs to have permissions defined and granted. This is done by assigning those users a security role which describes all of the permissions for that users role.

Here is an article that describes the CDS security in detail:

https://docs.microsoft.com/en-us/power-platform/admin/database-security

Secondly is the licensing question. I am not a licesne expert but with CDS becoming the central storage system for the Power Platform users will need a license which granting CDS access. This includes the PowerApps P1, P2, and the full Dynamics 365 licenses.

Here is a link to more information around the licensing about the P1 and P2.

https://docs.microsoft.com/en-us/power-platform/admin/pricing-billing-skus#powerapps-standalone-plan-1-and-plan-2

General Pricing guide: https://powerapps.microsoft.com/en-us/pricing/

Hope this helps,

Rich

Principal Program Manager - PowerApps

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Mattw112b 1,088 on at

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I appreciate you taking the time to respond, but honestly I'm not sure I feel lke you are understanding my initial question...

I am Dyanmics Admin... I created PowerApp on SP list, with Flow. All that works... for me. I understand Dyanamics licensing, and this is not my first powerapp nor flow. I also get all the newsletters, etc and know what CDS is.

However... I want users in my company to use what I have created.

It does not appear that an unlicensed Dynamics user is able to use the powerapp I have created and gets permissions errors.

If they need to have a dynamics license to read/write to Dynamics through the powerapp, fine. I get it. Your comments seemed to be saying that the Flow would use my credentials I used when setting up the connector, so if that were the case then I would have other issues to investigate. But if it is a simple license issue I can deal with that.

If it is a license issue because it is trying to use the users credentials... then what are my work arounds, my company is not going to spend tens/hundreds of thousands of dollars to buy dynamics licenses...

That is what I am trying to figure out.

Seem like I may be able to use other methods to accomplish this.

At this point I am investigating several different ideas.

Thanks,
Terry

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richdiMSFT on at

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Hi Terry,

Users shouldn't get permissions errors for not having the right license. If they are getting permissions errors then it is likley they don't have a security role with the right privileges associated to them in CDS.

For licensing the users will need at least a PowerApps P1 license. However, if they don't have that level of license when they load the app they will be launched into a trial license flow and then the app will start once they are completed signing up for a trial. For many companies if they look at PowerApps for more than one app the cost makes sense PowerApps P1 license ~$7/user. If only one app then it is more difficult.

If you application data storage needs are simple enough you could use SharePoint as the data store. Then your users would only need to have an Office 365 E3 or E5 license.

Can you give examples of the exact errors they are gettting?

Hope this helps,

Rich

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Mattw112b 1,088 on at

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thanks gaain for the licensing info... not really what I am looking for though.

I have found a different direction to save to SP first then let me flow take over and run in my context.

T

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