application to collect data from users, how to get started

[maxon]

Hello,

I am a fresh user of Power Apps and it is my first post, so hello everyone, so far I have mainly been working with Power BI, but it is finally time to take the first steps. I have the following project to do, namely a tool that will collect data from users. The general idea is that once a month I receive an Excel file that needs to be downloaded into Power App, the relevant columns (team names etc.) should be selected from it and based on this users need to add their comments through app. At the end, when  everything is filled it must be approved, the data is supposed to land on the server that Power BI uses.

My questions are:
1. What is the best way to combine an Excel file with Power App. Would it be better via Power Automate to upload it to SQL server and from the server download the data into the Power App, or to use SharePoint somehow?

2. Data in the application should be editable but blocked after some time, e.g. by the administrator, how to handle that?

3. Will Power Apps allow me to build in logic for pulling data from an Excel file or SQL server (depend of 1st question)? I'm thinking of a situation like this, if we have more than 30 records in the file for a given team, then show only 10, if we have 10-30 then 10, and if less then all.

Thank you in advance,

Max

[mmbr1606 · Accepted solution]

hey @maxon 

welcome to the forum this ia a great place to learn and share.

1.) i would not recommend using excel as datasource as it can cause many issues. be aware when you are using SQL u would need a premium license for every user using the app. The only remaining free datasource would be sharepoint list.

2) yes you can do this by adding a butto only admins can see and when they click the button you could set the displaymode of this item to View.

Let me know if my answer helped solving your issue.

If it did please accept as solution and give it a thumbs up so we can help others in the community.



Greetings

[maxon]

Thank you for your answer, I know that Excel is not a good datasource, that's why I'm asking how to handle that. I will have a premium license for an app instead of every user, so I think that the best way will be to import excel file to SQL server and using the data directly from there, am I right?

[mmbr1606]

hey @maxon 

even when u choose a per app license, every user using the app will need a per app license. thy only difference is, when you are having more apps (used by all members) the per user license is cheaper than using everytime a per app license for the user 😉

[maxon]

This is important information, I will have to consider this, is it possible to link the data on one side with the Power App and on the other side with the server using the SharePoint list, whether they have limitations that may affect the process?

[mmbr1606]

i would not recommend bypassing the license with a workaround because this can get u in "trouble" with microsoft directly.

i build nearly all my applications based on a sharepoint list, and haver never faced any issues if you set it up the right way.

Let me know if my answer helped solving your issue.

If it did please accept as solution and give it a thumbs up so we can help others in the community.



Greetings

[maxon]

Thank you again! I have not used SharePoint lists before, could you recommend a specific sourceto give me some training on how to use them?

Thanks

Max

[mmbr1606]

basically sharepoint lists work like excel list. you define columns and column types and enter some data.

maybe this video helps a bit:

How to Customize SharePoint list forms with Power Apps - Beginners Tutorial (youtube.com)

Let me know if my answer helped solving your issue.

If it did please accept as solution and give it a thumbs up so we can help others in the community.



Greetings