Power Apps Premium connectors Licensing and SharePoint storing items limitations

[Julien2]

Hello,

I am planning to build a Power Apps application using premium connectors (SQL DB, Dynamics Finance & Operations, and using a SharePoint online list) the users will create/edit/delete and read the data from each connector.

The clarifications needed are below:

As I understand that if I want to build an application using premium connectors I should purchase a standalone PowerApps or Flow plan license.

Let's say I have purchased one standalone license for the developer that will be developing the application using both connectors.

1. The users that will be using this application should also have a standalone license or they can use this application by only assigning them the Office 365 license that includes Power Apps?

2. What is the maximum number of items that I can store in a SharePoint list? (I believe it's 5000 but is it possible to increase this number by purchasing an additional license?)

3. Based on the above question let's say it's 5000 in a SharePoint, If I have used the SQL DB connector and I stored all my data in a DB I can store as much as I want or also there is a limitation?

4. I am trying to find a workaround for the limitation in a SharePoint online list so what might be the solution? Most probably I might have (5000-10,000) items in a list.

5. Let's say I have created this application and used a gallery to display the records of a SQL table or a SharePoint list how many items I can retrieve at a time? and What is the maximum number?

6. Finally, If the users will only read the data so they will not create/edit or delete from Dynamics Finance & Operations, these users should also have a license per user plan license or I can assign them the Office 365 license?

Can please someone answers the questions in detail?

Any recommendations are highly appreciated.

Thank you!

[RandyHayes · Accepted solution]

@Julien2 

So many questions about licensing...there always are.  And it seems to be a shifting surface.

Let me see if I can give you some answers:

The clarifications needed are below:

As I understand that if I want to build an application using premium connectors I should purchase a standalone PowerApps or Flow plan license.  Depends on the type of Flows you want to have.  If the Flows consume the same connectors and are instantiated from PowerApps, the license will work for both.  If you need to have standalone Flows with premium connections, then you'll need a Flow license.

Let's say I have purchased one standalone license for the developer that will be developing the application using both connectors. Unless something has changed, the Developer/Designer does not need a license.  The maker can "make" apps with premium connectors.  Only when published and used in a "non-make" mode do you need the premium license.

1. The users that will be using this application should also have a standalone license or they can use this application by only assigning them the Office 365 license that includes Power Apps?
The PowerApps license is assigned to a user on a user by user basis (individual license for each user).   The only way that would be shared is if they were all sharing the SAME account.

2. What is the maximum number of items that I can store in a SharePoint list? (I believe it's 5000 but is it possible to increase this number by purchasing an additional license?) 30 Million.  You might be confusing the limits on delegation factors and Maximum Records (at a time) in the Apps and Flow.  But the SharePoint list can have 30 million items.

3. Based on the above question let's say it's 5000 in a SharePoint, If I have used the SQL DB connector and I stored all my data in a DB I can store as much as I want or also there is a limitation? Limits are usually based on space.  The 5000 is not a limit for SharePoint.  SQL (I believe) does its maximum based a little differently and it is based on columns and sizes, but it too is probably higher than you'll ever experience.

4. I am trying to find a workaround for the limitation in a SharePoint online list so what might be the solution? Most probably I might have (5000-10,000) items in a list. There is no 5000 or 10000 item limit in SharePoint.  If you are referring to delegation and/or record limits in the Apps and Flow, then there are a myriad of ways to get around that, but that is truly all about App design and Data design.

5. Let's say I have created this application and used a gallery to display the records of a SQL table or a SharePoint list how many items I can retrieve at a time? and What is the maximum number?

Depends on how you do it.  But, you might want to ask, what is the practicality of displaying 10,000 items to a user?  Will they look through them all?  Consider filtering and searching strategies - this is all about App Design.  It can be done easily.

I'll give you a little scenario on some apps we've done.  Stage: Service Calls.  Data: thousands (about 7k) of service call items in a SharePoint list.  Service Tech has a mobile app.  CERTAINLY not practical to load 7000 calls and then let them figure out which one they are on.  Stage 1: Filter - only Open calls.  Stage 2: Filter - only calls for that Tech.  Finally, Stage 3: Geolocation of call location...only ONE record displayed to the Tech out of 7000.
And this is just one of many scenarios I could go on about.  But short answer, yes, you can - depends!

6. Finally, If the users will only read the data so they will not create/edit or delete from Dynamics Finance & Operations, these users should also have a license per user plan license or I can assign them the Office 365 license?
I am not sure on that one.  I believe it has to do with the environment you are accessing as to what you can get to without additional license.  But I will not venture into an answer for this one.

Can please someone answers the questions in detail?

Any recommendations are highly appreciated.

Thank you!

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I hope this is helpful for you.

[Julien2]

Hello, @RandyHayes 

Thank you so much for such detailed answers and your time.

My last question is related to your first question answer which is:

Spoiler

The PowerApps license is assigned to a user on a user by user basis (individual license for each user). The only way that would be shared is if they were all sharing the SAME account.

• Let's say I have purchased the per-user plan license and I have shared the SAME account for all users, Can 2-4 users connect (sign in) to the same account at the same time accessing the same form (or power apps application)? Or there will be a problem or limitation with this scenario?

Looking forward to your response.
Thank you!

[RandyHayes]

@Julien2 

Yes, you can have multiple logins on the same account.  I can't say if there is any "legal" issue on that as they are different people.

But, I can say for sure that I personally log into my account on multiple devices and use the same apps on them.  It's just me doing it, but there would be nothing I can think of that would stop me from telling someone else my creds and letting them log in as me and do the same.