License confusion

[Anonymous]

Hi,

I have created custom form in powerapps connected with sharepoint and flow, with premium connector ( populate microsoft word template ). How it works:

1. User is populating custom form, after he clicked save, the flow with premium connector is triggered.

2. Several people have to approve ( all of them are in sharepoint group )

3. Flow is sending emails with pdfs and options to external people.

I have started my 30 days trial to test premium connector. On testing, when diffrent user than me tried to populate form ( on the beggining ), he get information that he also needs license. Whats more, everybody who I sent link to item ( people who have to approve - they need to see what they are approving )

That means ALL users, who I want to be able to populate this custom form and start flow or only see item must have licenses ?

Is possible to buy license for specified sharepoint group? And somehow automaticaly extend it when new member is added ?

[Pstork1]

It sounds like you are starting the Flow using a button in PowerApps.  If that is the case then the Flow is running in the user context of the person who pushes the button. So any user who runs that Flow will need premium licensing since a premium connector is in use. That would include the approvers since they are directly interacting with the Flow to approve items.

So yes, all users who interact with that app will require premium licensing. Yes, you can buy premium licensing to only cover the users wh are actulaly using the app, rather than your whole organization. But there is no way to easily automate the assignment of those premium licenses.

[v-xida-msft]

Hi @Anonymous ,

Do you share your custom form app to your end users?

Do you want your end users to run the custom form app to fill the data and fire the flow?

Currently, within PowerApps, if one user wants to run shared app, he/she must own Office 365 license include PowerApps at least. According to your scenario, you fire a flow including a premium connector from your app, when your end users run your app, they would be prompted to provide a connection to the premium connector, so each one of your end users must own PowerApps Plan 1 license at least.

Note: If one user wants to access premium connector in PowerApps/MS Flow, he/she must own PowerApps Plan 1/Microsoft Plan 1 license at least.

More details about the licenses supported in PowerApps, please check the following article:

https://docs.microsoft.com/en-us/power-platform/admin/pricing-billing-skus

Each one of your end users could consider sign up a free PowerApps Plan 2 license trial license, then they could be able to access your custom app and flow.

More details about signing up for a free PowerApps Plan 2 license trial license, please check the following article;

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

Currently, there is no way to purchase a standalone PowerApps license for the whole org. Since October 1, 2019, there would have changes in PowerApps and Microsoft Flow licenses, please check the following blog or article for more details:

https://powerapps.microsoft.com/en-us/blog/new-licensing-options-for-powerapps-and-flow/

https://docs.microsoft.com/en-us/power-platform/admin/powerapps-flow-licensing-faq

Best regards,

[Anonymous]

@v-xida-msft 

I assume we will have internal group of ~50 creators/approwers - I understand everybody need license, thats not a problem.

I don't share custom form app to my end users, and they don't fill data in custom form app or fire the flow.

I don't even want end users to see custom form app in powerapps or sharepoint - they will receive only pdf based on data entered to my custom app by mail, and they decide do they like it by options in "Send email with option" . This is still part of the flow with premium connector ( it was used on beggining to create this nice looking pdf ). They send me their markups or comments by submiting microsoft form, not powerapps or something. Do they also need license ? 

[v-xida-msft]

Hi @Anonymous ,

Do you mean that the end users submit their comments or markups via the MS Forms Survey within an email body?

Do you mean that end users could not access your Custom form app and the flow on their side?

If your end users just submit their comments or markups via the MS Forms Survey within an email body, they do not need to purcahse a standalone license for PowerApps or MS Flow.

Best regards,

[Anonymous]

@v-xida-msft 

End users receive email with :

1. link to MS forms survey

2. two options in email body - to accept pdf sent before or decline ( it is called "send email with option" in flow ).

Based on their submitted response (accept or decline), the same flow ( which has used premium connector on the beggining to generate pdf ) goes next, it is sending email with confirmation, starting finance procedure etc.

So end users are stil part of the flow, but they have nothing to do with powerapps, sharepoint or premium connectors. We are only focused on their one "click", inside email body. I attach screenshot of sample email which customer will receive

[v-xida-msft · Accepted solution]

Hi @Anonymous ,

Yeah, based on the scenario you mentioned above, I think it is not necessary to purchase standalone license of PowerApps or MS Flow for your end users.

Best regards,