Sharing PowerApps with External Users
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- Опубликовано: 1 авг 2024
- Learn how to share Power Apps with external users to give Office 365 and Gmail users external access. Video covers the different ways to invite users to share your app via SharePoint Sharing and Office 365 admin portal. There is also troubleshooting, licensing, and other common question addressed throughout the video. If you need to share your Power Apps canvas apps with vendors, partners, customers, clients, or anyone outside your org now you can thanks to Azure B2B sharing.
00:00 It starts
2:06 Demo of the app
3:07 Start sharing with an external Office 365 user via SharePoint Share
8:55 troubleshooting a couple of data source access issues
11:43 Inviting an external user in Azure AD from their Gmail account using the admin portal
15:14 Creating a Microsoft Account with your Gmail address
19:10 Fix the "You don't have permission to view this data" error messages by sharing the lists
21:00 Brief overview of licensing external users
21:52 Authentication vs. authorization aka who deals with passwords
Power Apps Consulting and training at www.PowerApps911.com 
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Very interesting as usual thanks Shane.. I finally automated this whole process with flow to make on-boarding external user experience easier, plus the flow can personalize the boring invitation email, attribute license, add to SharePoint, add to power apps and send a welcome email including the link to the html embedded power apps after the user accepts the invite. Pretty cool stuffs
Nice work! 🐶
Hey! Could you share this flow with me? That would be very helpful!
Kindly share this flow if possible. Thanks in Advance
A year has passed but I'd really like to see this flow too please!
Hello, could you share de flow or some documentations about this with me? thanks
Great, as always. Thanks Shane, this was the jump start i needed for my project.
You got this! Go crush that project. 🤩🤩
Very informative review of the ups and downs with external sharing 👍
Glad you liked it
Thanks Shane, great content as always
Happy to help. Have a great day. 🐶
You're the best shane!!
Thanks Juan 🐶
Thank you for this very very important point for me! Thanks for all your work done for us 🤓.
My pleasure!
Thanks a lot! I love this channel and it’s content.
Thank you Alberto! 😎
Thanks Shane - please can you do a short vid on using the Powerapps portal and how that works - how users access an app via the portal.
Thanks v much.
Thanks for the wonderful video.
So nice of you. Have a great day!
I love your videos, your content is great, thank you for creating these very high quality tutorials.
You're very welcome!
@@ShanesCows Hi, I would like to know if I can create a single account and give this credentials to many people to access the app?
O, you are so great! Thank you!! This was very good for me!!!
Happy to help. Have a great day. 🐶
Thank you Shane!
Always happy to help. 🐶
Great! I was looking for this explanation since a few months. Thank you Shane!
You're very welcome!
Great Video as always Shane...
But I would have like to see how you solved the "Guest Users can't see the image" issue - as I generally have no problems sharing with Users (The need for them to navigate to the SharePoint List at least once is ridiculous, and I can't wait for Microsoft to fix that bug) - but I do have issues with Users seeing images I put into my App (usually their company logo).
Can you let us know how you solved that issue?
Thanks.
Shane, you are the best! Is it possible that these guest (invited) users can then be added to dynamics 365/data verse instance, to have business units apply to them as well?
I always like the video before watch becuase i know it's going to be good. It's the least I can do!
Thanks. 😍
All hail the algorithm
Yes that's what I do too! Amazing.
This is great info, especially as a resource when our internal folks ask us about sharing apps externally. We've done it in one specific/limited instance and it worked OK, but coordinating guest account creation, license deployment, etc was a real pain. Not looking to go through that again unless there's a really good reason.
However, one topic that I don't think you've covered before is how to handle "race conditions", in particular for things like event registration or asset sign-out. In your sample app, what happens if 20 people try to borrow the same toy from Chewy at nearly the same time? Surely, someone's patch or form submit is going to fail (or will it?) I mean, there are techniques for dealing with this, but not terribly well document or explained. Purpose-built applications usually use some form of record locking, but what's the cleanest way to achieve that with Power Apps?
They are hard Chad. I have had to do it for a few customers and there was no easy answer. I had to write multiple traps to try to avoid them. UGH
Hi Shane, been following your videos for my on-going project in Power Apps. And it really helps. Thank you. I was thinking if I want to Set Permission to at least 500 Office 365 users, or more (can I do that in bulk). Do I need to input the email add one by one? And I need to do it in 3 SharePoint list data source. Is there another way? Thank you in advance.
Useful as always!!! Thank you so much Shane.
I only have a question: I want to embbed my power app in my sharepoint and in my site permissions I have defined 7 user groups with a few people of my organization in each one. I'd like to only give access to my power app to the members of those user groups. Is there a direct way to do this? Or do I need do recreate those user groups in the AAD manually?
This is great info, Request you to do a video on Azure Devops on Power Platform, CI-CD. Thanks
Noted
Thank you ❤️😌
I hope it helps. 😎
@@ShanesCows You already made it easy for my job 🤗 you have helped me to deliver multiple projects at time
Hi Shane, I love your videos! I am exchanging with Warren B. quite regularaly as well :)
Could you tell me how Microsoft Dynamics 365 is connected with PowerApps somehow?
I am planning to build an Opportunity tracker for our Products using the MD 365 environment.
Thanks again - cool channel 🚀🚀
Hey Shane. Thanks for the Channel and all the videos. Do you have a video on your channel that shows a fix for the hiccup you discussed around the 10 minute mark? If so, would you paste a link, please. Thanks.
Hi Shane,
Could you please help with the video link on model driven apps. How to use people picker and tooltips or change font color on basis of condition in case of model driven app
Thank you so much Shane ;)
One another question, if the Power Apps is set with premium connections, we also need to provide a premium licence for every guests users ?
Microsoft should think about a simplification of Power Apps external sharing (even with a specific pricing offer..).
Have a good day :
What's tripped us up is the lack of license stuff. The company I work for is _completely_ decentralized. Each division handles their own stuff, so it's all over the place with what capabilities they have and services they use. We've been trying to use Approvals and it's really hard to nail down who does and doesn't have access. It _really_ should be anyone with a Microsoft account can process an approval, and only the person creating it needs a license.
I have just recently learned Power Apps. I have years of experience developing databases and front-end applications, and I must say I think Power Apps is a bit of a gimmick for several reasons, one of them being what was shown in this video.
Interesting. Why do you think it is a gimmick? Some things, like this, you have to jump through some hoops for sure but for non-developers it is pretty powerful. I think for a procode developer like you, there are other places you bring tremendous value to power apps. Things like PCF controls, custom connectors, and all of that API fun are things that come to mind. 😎
@@ShanesCows Hi Shane. Maybe gimmick is not the correct term. I definitely see some usefulness in Power Apps, and the reason I am using it currently is because my company needs a way to do Quality inspections at factories in China using mobile phones. The people doing the inspections are not users on our company's 365 (and we don't want them to be). This kind of stuff just makes the whole process pretty clunky. I think Microsoft has made it too much of a closed environment designed to work only within their own integrated services.
@@simonmaersk Totally fair evaluation. 😊
Hi Shane - great video. Are there any security risks when giving externals access to Sharepoint this way ? All of our internal users in our tenant are forced to use MFA, yet external guests are not. Could this be a security concern (I suppose externals are limited to accessing only the resources that they are specifically assigned, so no security concern ? )
I think it is something you should think about for sure. I don't think it a risk other than what you give them access to but external sharing should be done thoughtfully.
Hi Shane: please, the font's height in this video is small. In the next videos, please consider expand font height, especially because would help me when I see their videos on tablet or mobile. Thank you very much.
Sorry about that. I will try to do better.
nice
Thanks
Thanks Shane for sharing this. Quick question is it possible to share the canvas app with SQL server on prem data to external user?
On-premise data gateway ruclips.net/video/uqx_h4Ym8ng/видео.html
Hey Shane! Love your videos, great content and presented so it is easy to unterstand, Q: How can I block a external user (or any user) from entering / change values direkt in the Sharepoint List. It should only be possible to do this via the APP?
Couple of options. ruclips.net/video/UD5piH5Bd20/видео.html ruclips.net/video/vGSNrj82JcI/видео.html
@@ShanesCows 👍💪 THX a lot
Hey Shane, I've tried this and got it working but in the mobile app (powerapps) those apps a user has guest access to don't show up for me (only the apps from their home tenant show up). Any ideas on that or is this a limitation?
Really cool video Shane, is there a limit of people I can share as a guest?
Not that I know of.
Is there a way I can share the PowerApp without sharing the Sharepoint List?
Great video Shane! (as usual), Questión: When you add Gmail users external, do you have to pay any kind of license for this ?
Yes, they will still need a Power Apps license (per app, per user, or pay as you go)
Yes, licensing is covered toward the end of the video. :)
@@williamdunn9880 if you have a per app license you can have as many as users you want with this one license?
@@lamprosgate13 each user needs their own per app license
@@williamdunn9880 Thank you!
Great content as always👍，one question, is there anyway that we could verify visitor's identity(like resigned employees)?
I don’t think so. Have to hope terminated employees have their account terminated.
Hi Shane. Now that you've invited Chewy, can he create an app in your environment or would that require a user in your AD?
He can only use apps. You have to be a real account to build apps.
Thank you so much Shane for sharing, I and my team has a little confusion here, my point is guests will not have access on the site unless we gave them permission, My teams stating since we add them on Azure they will have access on the site too not only SP list. My point is they only have access to SP list. Please explain.
I would tell you to test it to confirm. But they should only have access to the SharePoint lists you directly share with them. :)
@@ShanesCows Fantastic video. Didn't know that about the PowerApps licensing issue. But wouldn't this method also mean that the guest would have access to view the entire list in SP? I imagine that the workaround for this would be something like this - every time an external user submits a record through a PowerApp, a PowerAutomate Flow would automatically to run to copy the record to another list with different permissions, then delete the original record. Thoughts? Or would it just be easier to build an external Portal instead?
So if you create a guest account for someone with a gmail account and then provision it with a pay as you go license, you pay extra for their use. I know the answer will vary, but I wish I could envision some scenarios forecasting the cost one might expect. Thanks for your hard work and great teaching.
YEs, they have to have a license and in the case of Gmail (where it creates Microsoft account) you will have to pay for it.
@@ShanesCows thank you. If they change 10 records a day would it be pennies a month? (Please don't reply if you want to keep clear of this sort of question. I guess I could create a dummy account and test to see what my monthly cost might be.) Just trying to get an estimate.
Hi Shane! Thanks for all your videos, I'm a big fan of your work! I found this video now and I successfully share the app with an external user, but the issue is my app is using a flow to send email using outlook, and I'm stuck here with the permission of Office 365 outlook... It asked me to sign in and when I do, I've got an "Error" message: "We weren't able to add this connection. Please try again." Could you please advise? Thanks Shane
You might need to send emails another way? Something like this might get better results ruclips.net/video/l8NJkauGJ7U/видео.html
Hi Shane, i have created a canvas app using Excel sheet which is stored on onedrive. I have connected it to the app through onedrive for business. I shared the app with the india colleagues (even I'm located in India) it worked fine, when I try to share with other region colleagues, it shows unable to load metadata from the input. Can you help me solve this issue
Hi Shane, hope you are doing good. I wanted to ask if there is a way to share a model driven app with outside organization. It has dataverse as a datasource.
I dont know, I have never tried external sharing with Model 🫤 I should
Hi Shane Young, when we want to share Power Apps with external users like Gmail account, do I have to register Power Apps to premium first or just standard we can do it
They will need a license. So as long as you have the covered you should be good. 😎
@@ShanesCows Thank you, it's helpful
How would this work with SQL server for the data base?
Hi, thanks for sharing. is there any limit on Numbers of users can use the Power app developed under an organization's environment?
No. All users needs a license but there isn’t a limit.
@@ShanesCows Thanks
What things would we have to do differently if the app's database was Dataverse based?
hey, I'm having dificult to set this down. I have an Office 365 company license and I developed my app using it. Now I'm trying to share with external office 365 personal account, and after I give the permissions, when I try to open the app in mobile I get this message "Power Apps license required"... My app is desing for a very small company (5 people) and they don't have office account yet, what is the best way to solve this? Maybe ask the manager to buy a Microsoft 365 Business Basic for the company or just the per use/app/month power apps license?
@ShanesCows
Hi Shane, It is great video about sharing. I do have similar application in my app. But I want the External Logged in User to only see data for his company only. As app and the SharePoint list has data for all the companies with whom I work. It will be great if there is any work around this.
You would have to setup some type of filter based on the user.
How can I share an app with everyone in an external organization? Do I have to add every user of that external organization to my tenant as guests? Or there is an easier way?
I think you have to do one at a time.
Hi Shane
Me again 😂
Do you know if guest users will need access to the host Flow if the Power App they need access to uses flows? Thank you
If the flow is triggered by POwer Apps I don't think you need to do anything. Haven't really tested that scenario though.
@@ShanesCows Okay thank you. I'll try it out!
What if the Powerapps canvas does have outlook connector and uses action that send email?
Same here
Some idea for a good Video: How to Show Records from one list that user has permission to assuming there is some permission list that contains users to record mapping. Like members of the projects that can edit that record but view it but should not see any other records.
I am 99% sure that is one of the techniques I show in this video. :) ruclips.net/video/0MB-z9cyFCQ/видео.html
@@ShanesCows I was thinking more about the scenario that you have Projects List and Another list that Has ProjectMembers (ProjectID, Member) . Then you would show in gallery only projects that current user is a member of. The issue is that delegation and "in" operator. In SQL it would be very simple but could not figure what to do in canvas power apps. Maybe using Flow could solve that if in operator is delegable in Flow. Then I could Get all project ids where user is a member and then get all projects that project id is in the first list. Build nice collection and return to Power App then use it in gallery but then for edit use just ID and get specific Project record directly. Just some idea but not sure about that Flow. In my case had Request then Project then Project Department and then Department Manager and wanted to filter all requests that project department manager is current user. Btw like you videos as they are short and informative.
@@JacekBrauner Yes, you can use flow to do the big queries and send back the information to powerapps, you just need to use the respond to powerapps action in flow and send back the query results to the app and from there you can fill the gallery with flow data, you just need to take in consideration there is going to be an additional wait time while the flow runs and respond with data.
Hi there,
I'm sharing my application with an external user. But that user does not have an outlook 365 account. And I'm getting error "REST API is not yet supported for this mailbox"
Could you help me please.
I am not sure. What kind of account do they have? My guess is you are using the Outlook connector in your app and they don't have an Outlook account. You are going to need to change the app to use a different mail connector that doesn't require an Outlook account unfortunately.
Hi Shane, I am facing a problem plz help me if possible. I am able to see my error in powerapps browser screen but not able to see my mobile screen .How it is possible?
What if the connector is dataverse? can can external users work with tables?
Yes, as far as I know. They will need a premium license
how to move powerapps into a usb drive, without onedrive or SharePoint , so that the person who opens it can open it and run it properly.??? Pls answer its important
If using Gmail , how long does the user (guest) have access to using Power app ?
Until you take it away I think.
@@ShanesCows how to move powerapps into a usb drive, without onedrive or SharePoint , so that the person who opens it can open it and run it properly.??? Pls answer its important
Do I understand correctly, you can't create public powerapps?
That is correct. Everyone needs to be named and have a license.
Please help me for how to create Carpool app in power app
How would you share the app with a security group?
Check out the video on it Ed ruclips.net/video/P-H_ULPN2BM/видео.html though not sure how well that would work in an external scenario, never tried, but works great internal.
Cool 😎 👍
Can you please make a video on CI/CD for Power apps? It's new thing in, really looking forward to it, will save a lot of deployment effort..
Noted. But I don't do much with it so not sure I have much to add yet.
when i share a app, then user can use app on mobile as a apps?
They have to have the Power Apps app installed on their phone. Then they log into that app and will see all apps that have been shared with them
It's a bummer that someone just filling the firm out has to be licensed too.
Yeah, everyone needs a license. If you want people to just fill out a simple form Microsoft Forms is a great tool. ruclips.net/video/YgWT9mJKEzk/видео.html