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Hello there, Power Apps enthusiasts! Are you looking to take your Power Apps skills to the next level? Or perhaps you're just starting out and want to learn the ropes? Either way, you're in the right place! Today, we're diving into one of the most powerful (pun intended) features of Power Apps - the Patch function. Introduction to the Patch function The Patch function is a game-changer when it comes to saving data in Power Apps. It's like the secret sauce that can transform your apps from good to great. But what exactly is the Patch function, and how can you use it effectively? Let's break it down. The Patch function allows you to create and modify records in your data source. It's a step up from forms, which can be limiting when you're looking to build more complex apps. With the Patch function, you can handle individual inputs and create new records in your data source with ease. Sounds exciting, right? But before we get ahead of ourselves, let's start with the basics. The structure of the Patch function is pretty straightforward. You start with the function name (Patch), followed by the data source you want to update, and then the changes you want to make. It's as simple as that! Here's a basic example of a Patch function Patch(Employees, Defaults(Employees), {Title: "New Employee", FirstName: "John", Age: 30}) In this example, we're creating a new record in the "Employees" data source. The new record will have the Title "New Employee", the FirstName "John", and the Age 30. Updating an existing record with Patch But here's where it gets interesting. The Patch function is incredibly versatile. You can work with different data types and fields, including text, number, date, and Boolean. This means you can customize your data saving process to suit your specific needs. For example, if you want to update an existing record, you can do so by specifying the record you want to update. Here's how you can do it: Patch(Employees, Gallery1.Selected, {Title: "Updated Employee", Age: 31}) In this example, we're updating the record currently selected in Gallery1. We're changing the Title to "Updated Employee" and the Age to 31. Patching using controls Now, let's take it a step further. Instead of hardcoding the values in our Patch function, we can use controls as inputs. This allows us to create more dynamic and interactive apps. Let's see how we can do this. Suppose we have a text input control for the employee's first name (inpFN), a text input control for the employee's age (inpAge), and a toggle control for whether the employee is good at their job (tglGood). We can use these controls as inputs in our Patch function like this: Patch(Employees, Gallery1.Selected, {Title: "Updated Employee", FirstName: inpFN.Text, Age: Value(inpAge.Text), GoodAtJob: tglGood.Value}) In this example, we're updating the record currently selected in Gallery1. We're changing the Title to "Updated Employee", the FirstName to the text in the inpFN control, the Age to the value in the inpAge control, and the GoodAtJob field to the value of the tglGood toggle. This way, you can make your apps more interactive and user-friendly. Users can input their own values, and these values will be used to update the records in the data source. It's a powerful way to save data in Power Apps and make your apps more engaging. Complete Patch walkthrough Now, I know what you're thinking. This all sounds great, but how do you actually use the Patch function in Power Apps? Well, we've got you covered. We've created a comprehensive tutorial video that walks you through the process step by step. In the video, we start with a blank app and a simple data source (a SharePoint list, in this case). We then demonstrate how to use the Patch function to create a new record and update existing ones. We also show you how to work with different data types and fields, and provide tips on troubleshooting and optimizing your Power Apps for better performance. So whether you're a Power Apps newbie or a seasoned pro, this tutorial is a must-watch. It's a great introduction to the Patch function and a valuable resource for anyone looking to enhance their Power Apps skills. Remember, saving data in Power Apps doesn't have to be complicated. With the Patch function, you can create more complex apps and manage your data more efficiently. So why wait? Dive into the world of the Patch function and start transforming your Power Apps today! Happy patching!

When it comes to building applications with Power Apps, one of the most common questions we get is, "What is the best data source for Power Apps?" After building thousands of apps and training over 10,000 people, we feel confident in providing some answers. In this blog post, we'll rank the top five data sources for Power Apps and discuss their pros and cons. 5. Microsoft Excel: The Underdog Coming in at number five is Microsoft Excel. Yes, we know Excel runs the world. If Excel disappeared tomorrow, the economy would probably stop because every business in the world relies on it. However, when it comes to building Power Apps, Excel is a less than ideal data source. While Excel is great for ideas and can serve as the foundation for building an app, it struggles with updates and read/write operations. So, while we love Excel for its versatility and ubiquity, we recommend using it for inspiration rather than as a primary data source for your Power Apps. 4. Other Data Sources: The Wild Card Power Apps supports over a thousand different data sources, from Salesforce and MySQL to AWS and Azure. These data sources are all better than using Excel as a data source, making them our number four pick. 3. SharePoint: The Popular Choice Coming in at number three is SharePoint. It's a controversial choice, we know. SharePoint is a beloved tool, and it's the most popular data source for Power Apps. However, it's not without its challenges. While SharePoint works great for smaller data sets, it struggles with performance as the data grows. It also has limitations with delegation, particularly with the search function. Additionally, SharePoint's security model can be a challenge when building Power Apps. Despite these challenges, SharePoint remains a solid choice, especially for those just starting with Power Apps. 2. SQL Server: The Speed Demon Our second pick is SQL Server, particularly Azure SQL Server as a service. SQL Server is a premium data source, meaning it requires premium licensing. However, it's incredibly fast, scalable, and offers a great security model. It's also capable of handling complex views and stored procedures. If you're already invested in SQL Server, it's a fantastic choice for your Power Apps. 1. Dataverse: The Champion Finally, our top pick for the best data source for Power Apps is Dataverse. It's the fastest, most feature-rich, and has the best security model. Plus, it's the only one that Power Platform is built on top of, which means it's the first to receive new features and updates. Licensing Considerations While Dataverse and SQL Server both require premium licensing, the benefits they offer, such as scalability and security, make them worth the investment as your Power Apps usage grows. As you start to build more apps and your needs evolve, investing in premium licensing can provide you with more features, functionality, and scalability. Choosing the Right Power Apps Data Source Choosing the right data source for your Power Apps depends on several factors, including your existing infrastructure, your team's skills, and your project's requirements. If you're just starting out, SharePoint is a good choice. If you're already invested in SQL Server, stick with it. If you're looking for the absolute best performance and features, go with Dataverse. Remember, the best data source for your Power Apps is the one that best meets your needs. If you're interested in learning more about these data sources, check out our video where we dive deeper into each one.

Are you ready to take your Power Apps skills to the next level? If so, it's time to dive deep into the concept of delegation. Understanding delegation is crucial for building efficient and high-performing applications, and this blog post is here to guide you through it. Also, remember I literally consider it IRRESPONSIBLE to build a Power Apps app without a full understanding of delegation. There are so many weird and bad things that can happen to the users of your app if you ignore this topic. Making the wrong decisions due to incomplete data Poor performance because queries are executed locally Lost or duplicated data due to viewing limits What is Delegation in Power Apps? Delegation in Power Apps is the process of retrieving data from a data source on an as-needed basis. Instead of pulling in all records at once, Power Apps retrieves records as requested, which is essential for performance and efficiency when dealing with large data sets. Connecting Power Apps to a Data Source To demonstrate how delegation works, let's connect a Power App to a SharePoint list and add a gallery to display the data. When Power Apps initially connects to the data source, it retrieves the first 100 records. As you scroll through the gallery, Power Apps retrieves more records, ensuring that data is loaded efficiently and only as needed. This is called pagination and is not configurable. Delegable vs. Non-Delegable Queries When working with data in Power Apps, it's important to understand the difference between "delegable" and "non-delegable" queries. Delegable queries are those that the data source can handle on its own, such as filtering records. Non-delegable queries are those that the data source can't handle, and Power Apps has to process them locally. An example of a non-delegable query is the 'Search' function when used against SharePoint. Power Apps provides a warning when you're using a non-delegable query with a blue underline and a yellow warning icon. However, it's important to note that Power Apps doesn't always accurately indicate when a query is non-delegable. Understanding the Data Row Limit for Power Apps Delegation The number of records Power Apps retrieves for non-delegable queries is determined by the "data row limit" setting, it defaults to 500 and can be set to a maximum of 2000. This setting is crucial for managing the performance of your Power Apps, especially when dealing with large data sets. Delegation Across Different Data Sources Delegation works differently across various data sources. For instance, some queries that are non-delegable in SharePoint become delegable in Dataverse. Understanding these differences can significantly impact the functionality and performance of your app. Avoiding Common Pitfalls with Power Apps Delegation As you navigate the world of Power Apps and delegation, be aware of common pitfalls and misconceptions. For instance, don't assume that a query is delegable because Power Apps doesn't indicate otherwise. Always test your app thoroughly to ensure it's retrieving and displaying data as expected. Conclusion Mastering delegation in Power Apps is crucial for building efficient, powerful, and responsive applications. By understanding the ins and outs of delegation, you'll be well-equipped to handle large data sets and ensure a smooth user experience. Ready to see these concepts in action? Check out our comprehensive video tutorial on mastering delegation in Power Apps Or if you are just fed up with Power Apps Delegation and need to call in the professionals we can help. Just scroll down to the Contact Us form at the bottom of this page. We have lots of ways we can help from a quick ad-hoc video call to full on project work. Happy app building!

Did you know that you can include Multiple Data Sources into the same form in your Power App? This scenario takes an existing Power App and adds additional data sources to it, specifically to use with dropdowns inside of a Form control to replace simple text input fields. You can use a technique like this if you want some consistent and/or sortable input data saved to your data source. But remember, you can have many different data sources in a single app, the nuance here is that we’re going to use those data sources inside of our Edit Form. In the video, which originally aired Feb 23, 2018, Shane Young demonstrates how to use multiple data sources with a Power App form. The goal is to create a Power App that connects to both an Excel file and a SharePoint list, providing users with drop-down menus and allowing them to add new records and edit existing ones. In the app, we will have drop-down menus for the "Department" and "Favorite Color" fields. The "Department" drop-down is populated from an Excel file, while the "Favorite Color" drop-down is fed from a SharePoint list. From our existing App, we need to add data sources. As an update to what is in the video, you can now select the Add data option from the command bar (or the Data tab from the side menu), then you can enter “excel” in the search field, and then select the Excel Online (Business) connector. Next you would “Choose a Location” where your Excel spreadsheet resides. Then find the document itself, select the table from the Excel spreadsheet, and finally connect it to your app. Doing this adds a new data connection for the Excel file. In a similar manner, we can add another data connection for the SharePoint list. Then the app has access to both data sources. Next, Shane focuses on the "Department" drop-down. As it is, it displays data from the existing data source, which is not what we want. So, we unlock the card, delete the existing control, and add a drop-down control in its place. Shane configures the drop-down to use the "Departments" table from the Excel data source. After setting it up, he runs the app to check the drop-down functionality, which works as expected, showing the different departments from his spreadsheet table. Inserting a new control into the form card causes some warnings on the screen, caused by some data card properties. Any properties of the form card referring to the deleted control will need to be updated to refer to the new control. The card’s Update property has to be changed to reflect the dropdown control such as: controlName.Selected.Value This ensures that a text value is passed back to the data source for the form. Once the card is wired to the dropdown control, the last fix is to update the Default value of the new control which needs to be based on whether it's a new form or an edit form. He does this in the Power fx entry field by using this formula: If(EditForm1.Mode = FormMode.Edit, Parent.Default, “ “) Next, Shane proceeds to add the "Favorite Color" drop-down. He unlocks the card, removes the default value, and inserts a new drop-down control. Shane sets the "Items" property to the "Colors" table from the SharePoint list data source. He also fixes a warning by specifying the correct column in his SharePoint list and uses a SortByColumns function in the Items formula to sort the colors alphabetically. Additionally, Shane addresses another issue by refreshing the data source, since the dropdown was showing some duplicates from the previous SharePoint list version. After refreshing the data source, the duplicates disappeared. It’s a reminder that when you make any changes to your data while editing your app, you need to refresh your data source to see your data source changes! The modern experience differs from the video, in that now you select the Data tab from the left-side rail and then the … (more actions) to the right of the SharePoint list and Refresh . That’ll do the trick. Finally, Shane ensures the default value for the "Favorite Color" drop-down is set correctly based on whether it's a new form or an edit form, with a similar formula, however, he uses an underscore “_” which is an item in his “Favorite Color” column. To test the app, Shane verifies that the "Department" drop-down is working correctly and displays the appropriate value for each record. He also tests the "Favorite Color" drop-down by creating a new record and verifying that it allows users to choose from a list of colors. In conclusion, Shane successfully demonstrates how to use multiple data sources with a Power App form. By connecting to an Excel file and a SharePoint list, users can access data from different sources and interact with the app seamlessly. The app provides drop-down menus for data entry, allowing users to select from various options, and enables them to add new records and edit existing ones with ease. The bonus tip provided additional insights and troubleshooting techniques for a more efficient app-building experience. PowerApps Multiple Data Sources - YouTube

User management in Power Apps can be a multifaceted task, especially when dealing with various data sources. In this guide, we'll explore four primary methods to retrieve user information in Power Apps, along with the schema of each user type, to provide a comprehensive understanding of user management. 1. The User Function The user function in Power Apps is a built-in function that returns basic information about the currently logged-in user. The schema includes: Email : The email address of the user. DisplayName : The full name of the user. Picture : The image associated with the user's profile. This function is often used to personalize the user experience within the app by displaying the user's name or picture. 2. Office 365 Users Office 365 users connection in Power Apps provides a rich set of properties related to users within your organization: DisplayName : The display name of the user. Mail : The email address of the user. JobTitle : The job title of the user. MobilePhone : The mobile phone number of the user. OfficeLocation : The office location of the user. This connection is valuable for accessing detailed user profiles and can be used in various scenarios like employee directories or organizational charts. 3. SharePoint Person Column SharePoint person columns store user or group data with a specific schema that includes: Claims : The claim associated with the user. Department : The department of the user. DisplayName : The display name of the user. Email : The email address of the user. JobTitle : The job title of the user. Picture : The picture of the user. These columns are commonly used in SharePoint lists to store information about users or groups, facilitating collaboration and content management. 4. Dataverse Users Table The Dataverse users table is a powerful feature in Power Apps, storing information about users with fields like: SystemUserId : The unique identifier for the user. PrimaryEmail : The primary email address of the user. FullName : The full name of the user. BusinessUnitId : The business unit associated with the user. Title : The title of the user. This table is essential for managing user-related data within Dataverse, supporting various functionalities like security roles and team memberships. Connecting the Dots Connecting the dots between these different methods requires a deep understanding of the schema of each user type. Email addresses are often used as the primary key to match users, but attention to details like case sensitivity is crucial. Conclusion Understanding Power Apps users and their properties is vital for building robust applications. By exploring the user function, Office 365 users, SharePoint person column, and Dataverse users table, you can gain a comprehensive understanding of user management in Power Apps. Want to see these concepts in action? Check out my video tutorial where I demonstrate these methods and provide practical examples. Become an expert in handling Power Apps users today! And if you get stuck when it comes to dealing with Power Apps Users or anything else in the Power Platform remember we are here to help. Just scroll to the bottom of the screen and use the Contact form. We are happy to help. Thanks Shane

Up until recently, I was the go-to person for all things sales at PowerApps911. During those days, I had the chance to interact with numerous companies and discuss the Power Platform. A common question that I often encountered was, "What can I accomplish with the Power Platform?" To which my initial thought was always, "Well, what can't you do?" Now, I know that might seem a bit exaggerated because, of course, there are certain tasks for which the platform may not be the best fit. But let's focus on the positive side—there are so many problems that this amazing tool can help you tackle. Today, I'm here to share a business challenge that you can solve using the Power Platform, and hopefully, this example will ignite some creativity as you ponder over the hurdles your organization is currently facing. Let's Dive Right In – Booking A Conference Room (Or Anything Else You Need to Reserve) In any organization, there are various assets that require a reservation—be it conference rooms, video equipment, vehicles, parking spots, etc. The core of these challenges is essentially the same; we have a limited number of items available, and we need a seamless process for people to check their availability and make reservations. And guess what? Power Apps and Power Automate are here to save the day! A Real-Life Scenario: Now, let’s paint a picture. Imagine you’re Sara, a project manager who’s been tasked with organizing a crucial meeting with stakeholders. You need a conference room with specific amenities, and you need it fast. Today, the best option might be to check Outlook, check a document that tells you the amenities for each room, go visit a few rooms to make sure the layout works, and finally book the room. With our Power Apps Reservation App, Sara can quickly view the available rooms, check their features, see their availability, look at pictures of the room, and book the room—all within a few minutes. No more back-and-forth with the team, no more double bookings, and less stress! Here’s How It Works: Our sample solution provides multiple paths for a user to reserve a room. The first option allows the user to view the available conference room types, complete with pictures and descriptions of the room features. Once the user selects a room, they can check its availability and book it right away. Simple as that! In this version of the app, we haven't included filters because there are only a few conference room types. However, if your organization has a variety of rooms, you can easily incorporate a filter to help your users find the perfect room. The second option enables the user to view a calendar, see what's already booked, and reserve a free room. Also, don’t forget the handy week view option! What’s more, the app will send the user a calendar invite once the room is booked. Hopefully, this overview has sparked some ideas in your mind. And remember, the best part about the Power Platform is its flexibility. If you need it to perform a task that I haven't mentioned here, no worries—you can build it in (or ask us to help you- fill out the contact form at the bottom of this page to get started😊). Wrapping Up: Our Power Apps Reservation App is just one example of how the Power Platform can simplify everyday challenges in an organization. There are countless other ways this fantastic tool can be utilized to streamline processes and make your life easier. So, what are you waiting for? Start exploring the Power Platform and discover how it can transform your organization!

Embarking on your Power Apps journey can be both exciting and a bit daunting. But worry not, as we have compiled a set of tips to help you navigate through the initial stages with ease. Let's dive in! Forms are Your Friend When you are first starting out with Power Apps, the key is getting results. Don’t focus on crazy scenarios or complexity; just focus on getting and working with data. To that end, the Forms control is your friend. There are really cool things you will evolve to use in Power Apps, like the Patch function and independent controls. Add a form, pick your data source, decide which fields you want to work with, and add a button to SubmitForm; just like that, you are in business. This approach allows you to quickly start working with data without getting bogged down with the complexities that can come later as you become more comfortable with Power Apps. Flow: The Double-Edged Sword As you delve deeper, you will encounter Flow, a tool that can be both a friend and a foe. While it offers a range of functionalities, it is crucial to use it judiciously. You might find tutorials encouraging you to integrate Flow for tasks as simple as sending an email, but pause and consider if it is necessary. Power Apps itself offers functionalities to perform such tasks efficiently, keeping your app environment simple and streamlined. Renaming Controls for Efficiency In your Power Apps environment, you will work with a variety of controls. A handy tip to keep your workspace organized is to rename the controls that you reference elsewhere. This not only makes your formulas more intuitive but also facilitates a smoother Power Apps experience. So, as you work through your app, take a moment to rename those essential controls to something more descriptive, saving you time in the long run. Labels: The Unsung Heroes in Troubleshooting Labels are a powerful tool in your Power Apps toolkit, especially when it comes to troubleshooting. They allow you to visualize variables, controls, and outputs, helping you to understand what is happening in your app at any given moment. For instance, if you are working with variables, using labels can help you to quickly identify what value a variable holds at a particular stage in your app. This can be a lifesaver when you are trying to debug an issue, helping you to quickly identify and resolve problems. Moreover, labels can also be used to leave yourself notes and hints, helping you to remember why you implemented a particular piece of code in a certain way. So, don't overlook the humble label; it might just be your best friend when it comes to troubleshooting your Power Apps. App Checker: Your First Line of Defense Against Errors In the top right corner of your Power Apps studio, you'll find the App Checker, a tool that should never showcase a red dot. This red dot indicates errors in your app, and it's a signal to stop and address the issues immediately. Addressing errors as soon as they appear helps in maintaining the health of your app, preventing small issues from snowballing into larger, more complex problems. Make it a habit to regularly check the App Checker and ensure that your app is error-free, setting a smooth path for your Power Apps journey. Power Apps Just Wants What It Wants Understanding that "Power Apps just wants what it wants" can be a game-changer in your development process. This fundamental lesson emphasizes that Power Apps doesn't care how you arrive at a solution, as long as you satisfy its requirements. For instance, when setting the font size in a label, Power Apps requires a number. How you derive that number, whether through a simple number input, a mathematical operation, or a function that returns a number, is up to you. The key is to satisfy the requirement of Power Apps, giving you the freedom to find solutions that are both efficient and effective. Conclusion If you are digging these ideas and want to go deeper then checkout this Power Apps Beginner Video . As you step into the vibrant world of Power Apps, keeping these tips in mind will surely steer you in the right direction. Remember, the journey of becoming a pro starts with a single step. Equip yourself with these tips and start your Power Apps journey on the right foot. Happy app building! OR if you get through this and are still feeling stuck. Then scroll down the page and fill out our Contact form. We have everything from 1on1 mentoring and training to full project services to help you out.

Hello Power Apps enthusiasts! In the ever-evolving landscape of Power Apps, we have yet another update to get excited about – the revamped interface for Dataverse tables. In this blog post, we are going to delve deep into the nuances of this update, guided by the insights shared by Shane Young in a recent video tutorial New Dataverse Table Options + Virtual Tables . So, let’s get started! Understanding the New Interface The Power Apps team has rolled out a new interface for Dataverse tables, introducing a range of features and functionalities that promise to enhance your experience. The update brings in a fresh perspective on creating and managing Dataverse tables, offering options to create with Copilot, from blank, using Excel, and even setting up virtual tables – a topic we haven’t explored before. Creating Tables with Copilot One of the standout features is the ability to create tables using words with the help of Copilot. This feature allows you to describe what you want in natural language, and Copilot helps in setting up the table for you. For instance, you can ask it to create a table to track all your Power Platform videos, specifying the columns you want, such as "type of video" with choices like "full length" or "short". The Copilot uses a large language model to understand your request and set up the table accordingly. Utilizing Excel for Table Creation The update also facilitates the creation of tables using Excel files. This feature analyzes your data and sets up defaults based on its understanding. However, it’s essential to review the defaults and make necessary adjustments to column names and types to suit your preferences. Starting with a Blank Table For those who prefer starting from scratch, the option to create a blank table is still available. This feature offers a straightforward approach where you can add columns and define properties as you go. It provides a range of column types to choose from, including the ability to set up lookups and file types. Venturing into Virtual Tables A notable introduction in this update is the concept of virtual tables. These tables are connected to another data source, such as SharePoint or SQL, allowing for a seamless integration of data from these platforms into your Power Apps environment. It essentially creates a Dataverse table that interacts with your chosen data source, facilitating read and write operations as supported by the data source. Advanced Properties and Other Features For users seeking more control over table creation, the update offers a way to set advanced properties, providing a host of options to customize your table to your liking. Moreover, the interface integrates functionalities like importing data from various sources through Power Query and exporting data to Power BI or Excel, enhancing data management capabilities. Conclusion The new interface for Dataverse tables in Power Apps is a significant step towards a more user-friendly and efficient data management experience. Whether you are a newbie or a seasoned pro, this update has something to offer for everyone, making the process of creating and managing Dataverse tables simpler and more intuitive. Remember, the world of Dataverse is vast and continuously evolving. It’s a good practice to keep experimenting with the new features and functionalities to make the most out of what Power Apps has to offer. If you need any help with Dataverse tables, security, environments, or basically anything else Power Platform related then scroll down a bit and fill out our contact form. Someone will be happy to help you. We offer everything from 1-on-1 mentoring to full on Project work with some lovely Power Platform training thrown in for good measure.

Chances are, before arriving at this article, you’ve pondered how automating some of your daily work could free up your time at the office. If that’s the case, you’ve most likely heard about services like Power Automate and Zapier—top contenders in the cloud automation field. But what’s the difference, and which one is most likely to meet your needs?  In one corner, we have the amazing Power Automate, and in the other, we have Zapier. With these two in the ring, let’s see which will throw the knockout punch. Okay, okay, if you’ve read anything we write, you know that pitting one against the other or bashing another product just isn’t our style. Sure, we consult on Power Automate, so we naturally know that tool better, but we are all for you finding the best tool for your problem.  In this article, we’re going to conduct a simple comparison of the two. Let’s dive in. The Common Ground  Let’s start with the similarities between the products:  Purpose : Both tools are designed to automate business processes (workflows) without a lot of code.  Triggers and Actions : To automate with these tools, you follow the principle of what starts the process (Trigger) and then what you want to happen (Action).  Integration with Other Applications : Both tools offer the ability to integrate with many applications (email, CRM, project management). However, the available integrations vary by tool, so be sure to check what applications each tool easily connects to and see if yours are there. Both tools also offer the ability to build custom integrations, but this will increase your costs in both cases.  User-Friendly Interfaces : The way you build your solution with either of these tools is through an easy-to-use, drag-and-drop interface.  Conditional Logic : Both tools work off conditional logic (if/then statements). To get your solution started, begin by mapping out what you need to happen as a series of if/then statements. For example, "If Buddy sits like a good boy and does not bark his head off during my call, then I will give him a treat."  How Are They Different?  If they are so similar, how do you decide? Well, let’s look at why one might be better for you and your organization.  Platform Integration   Power Automate is part of Microsoft, so if your organization is heavily invested in Microsoft, this is the natural choice (we’ll talk more about $$ later). You or your users are likely using many Microsoft applications (Word, Outlook, SharePoint, Dynamics, Azure, etc.), and building solutions with Power Automate is going to be a better fit. Power Automate also has over 1,000 connectors to tools outside of the Microsoft ecosystem.  If you are not using Microsoft, then Zapier might be best. It is a standalone tool rather than being part of a whole ecosystem. Sometimes that’s all you need.  While both tools integrate with many other applications, your first step in choosing a tool should be to look at what applications you need to connect with for your solutions and check each tool for compatibility.  Advanced Stuff   With the pace of change, this section may be outdated a week after this post is published, but we will include some thoughts anyway.  Microsoft Power Automate, along with the integration with the Microsoft Power Platform, offers more advanced features—like RPA (Robotic Process Automation), which automates processes based on user clicks. This is for situations where connectors are not possible, like desktop apps, legacy (old) stuff, etc.  Both tools have AI capabilities; again, it will be a scenario of what is right for you. In both cases, a lot of the “AI” functionality you see is through integrations with other tools, which may increase your cost. Hopefully, in both cases, the ROI will make it a net decrease in cost!  Pricing   And what everyone wants to know, how much does it cost? Look, we’re not going to lie; in both cases, it can get a bit complicated with add-ons depending on how much of the advanced stuff you are trying to do. So, as mentioned earlier, really try to think through the solutions you plan on implementing with the tool and determine if you are going to need any of the add-ons. For this post, we will just focus on the workflow and not all the other stuff.  Most Microsoft 365 plans include some use rights for Power Automate. If you are connecting to other Microsoft tools and using the standard connectors, then check your license to see what is included for Power Automate.  You may already be paying for everything you need! If you look to do the RPA stuff, need premium connectors, or AI credits, then you will move up to an additional subscription.  Zapier has a free plan and then multi-tier subscription plans based on how many Zaps (workflow runs) you need. Like Power Automate, certain connections are premium, and you will have to move from free to use them.  This is a simple look at pricing. Both tools have other features that may make you move from free to paid, so definitely look at the feature comparisons for each tier provided on both company websites. At the end of the day, if you are using Microsoft already, check Power Automate first, you may already be paying for what you need.    Wrap-Up  If you and your team are already using Microsoft Office, it makes sense to start with Power Automate. On the other hand, if your organization is not heavily invested in Microsoft or Power Automate does not have the connection you need, check out Zapier and see if it meets your needs. Clearly, we are big Power Automate fans, but as a secret between us, we even used Zapier for some specific solutions a few years ago before Microsoft added the capability to Power Automate.  Interested in learning more about Power Apps and Power Automate? Then you should check out our Power Apps and Power Automate 201 course. It's a great place to start learning, on your own time, at your own pace! Or maybe you are interested in checking out our other service offerings, you can do that here .

If you are going to build great apps sooner or later, you are going to need to use variables. So, in the blog post I am going to break down for you what variables are, why you need them, and then the 5 different types of Power Apps Variables that exist. If you are more of a visual learner, then you can check out my Power Apps Variables video . What is a Variable and Why are They Important in Power Apps? Understanding Variables A variable in the context of Power Apps is a storage location that temporarily holds data while the app is running. Think of a variable as a labeled container where you can store a piece of information that you might need to reference or manipulate later. This information can be anything from a simple number or text string to more complex data structures like tables or records. Types of Data Stored in Variables Variables can store various types of data, including: Text : Strings of characters, such as names or messages. Numbers : Numerical values for calculations or counters. Booleans : True or false values for conditions. Records : Structured data that can contain multiple fields, like a database row. Tables : Collections of records, similar to a spreadsheet. Temporary Nature of Variables It's important to understand that variables in Power Apps are temporary. They only exist while the app is running. Once the app is closed or the session ends, the data stored in the variables is lost. Therefore, if you need to retain data between sessions, you should consider using a data source like SharePoint, Dataverse, or SQL Server to store your data permanently. Importance of Variables in Power Apps Variables are crucial in Power Apps for several reasons: Data Management : They allow you to store and manage data dynamically. For example, you can store user input in a variable and use it later in your app without having to fetch the data again from a data source. Improving Performance : By using variables to cache data, you can reduce the number of calls to data sources, which can significantly improve the performance of your app. This is especially important in apps that handle large amounts of data or need to operate efficiently on mobile devices. State Management : Variables help in managing the state of your application. For instance, you can use variables to keep track of whether a user is logged in, the current step in a multi-step form, or the visibility of certain UI elements. Conditional Logic : They enable you to implement complex conditional logic. You can use variables to store the results of conditional checks and then use those variables to control the flow of your application, such as showing or hiding elements based on user actions. Simplifying Code : By storing intermediate results in variables, you can simplify your formulas and make your code more readable and maintainable. This is particularly useful in complex calculations or when the same value needs to be used multiple times in different places. Practical Example Consider a scenario where you are building a form that collects user information. As the user fills out the form, you can store each piece of information in a variable. Once the form is completed, you can use these variables to validate the input, display a summary, or submit the data to a database. This not only makes your app more responsive but also allows for a better user experience by minimizing delays and reducing the need for constant data fetching. In summary, variables are a foundational concept in Power Apps that enable you to create dynamic, efficient, and responsive applications. By understanding and utilizing variables effectively, you can enhance the functionality and performance of your apps, making them more powerful and user-friendly. Global Variables: How to Create Them and When to Use Them How to Create Global Variables Global variables are accessible from anywhere within your Power App. They are created using the Set function. Here’s how to create a global variable: Set(VariableName, Value) For example, to create a global variable named VarUserName and set its value to "John Doe", you would use: Set(VarUserName, "John Doe") When to Use Global Variables Global variables are ideal for data that needs to be accessed across multiple screens or throughout the app. They are particularly useful for storing user inputs, application states, or any data that needs to persist while the app is running. However, be mindful that global variables can consume significant memory resources, especially in larger apps. Context Variables: How to Create Them and When to Use Them How to Create Context Variables Context variables are specific to the screen they are created on. They are defined using the UpdateContext function. Here’s how to create a context variable: UpdateContext({VariableName: Value}) For example, to create a context variable named VarPageTitle and set its value to "Home Page", you would use: UpdateContext({VarPageTitle: "Home Page"}) Are you struggling with learning the core concepts of Power Apps and Power Automate? Then check out our training classes! We have Live and On-demand classes no matter what your skill level is. Power Apps Training When to Use Context Variables Context variables are best used for screen-specific data. They are perfect for managing elements like pop-ups, loading spinners, or temporary states that only apply to a single screen. Since context variables are limited to their screen, they help optimize performance by reducing unnecessary data storage. Collections: How to Create Them and When to Use Them How to Create Collections Collections are used to store tables of data. They are created using the Collect or ClearCollect functions. Here’s how to create a collection: Collect(CollectionName, {Field1: Value1, Field2: Value2}) For example, to create a collection named ColContacts with fields for name and phone number, you would use: Collect(ColContacts, {Name: "John Doe", Phone: "123-456-7890"}) When to Use Collections Collections are ideal for managing tabular data within your app. They are useful for scenarios where you need to store and manipulate lists of records, such as contact lists, product inventories, or form submissions. Collections can also be used to cache data from a data source to improve app performance. With Function: How It Is and Isn’t a Variable, How to Create, and Why to Use It How to Create With Function The With function is used to create temporary variables within a specific block of code. It is not a true variable but serves a similar purpose for temporary calculations. Here’s how to use the With function: With({VariableName: Calculation}, Formula) For example, to perform a lookup and use its result in multiple places within a formula: With({UserRecord: Lookup(Users, Name = "John Doe")}, UserRecord.Email & " - " & UserRecord.Phone) Why to Use the With Function The With function is ideal for optimizing code performance by reducing redundant calculations. It is particularly useful in complex formulas where you need to perform the same calculation multiple times. By using With, you can perform the calculation once and reuse the result, making your code more efficient and easier to read. Named Formulas: How to Create Them and Why to Use Them How to Create Named Formulas Named formulas are similar to global variables but are defined in the app's formulas section and are automatically recalculated by Power Apps. Here’s how to create a named formula: NFVariableName = Calculation For example, to create a named formula that holds a static value: NFSport = "Soccer" Why to Use Named Formulas Named formulas are perfect for data that doesn’t change frequently and needs to be calculated once. They are managed by Power Apps, ensuring they are recalculated only when necessary. This makes named formulas efficient for static data or calculations that should remain consistent throughout the app’s lifecycle. However, remember that named formulas cannot be changed dynamically within the app. Conclusion Understanding and effectively using variables in Power Apps is crucial for creating dynamic and efficient applications. By leveraging global variables, context variables, collections, the With function, and named formulas appropriately, you can manage your app's data more effectively and optimize performance. Each type of variable serves a unique purpose, and knowing when and how to use them will significantly enhance your app development process. If you need help with this or any Power Apps concept, then scroll down the page and fill out our Contact form. We can do everything from 30-minute screenshares to fix your problem to full on consulting projects to build everything for you. Just let us know how we can help.

Oh, how times have changed. Microsoft Build for most of my career was this crazy, intense developers conference where they talked about the nerdiest of the nerdy stuff. Business users and even IT administrators wanted nothing to do with it and the conference wanted nothing to do with them. Just something we ignored every year. But not today! Since the rise of our dear Power Platform, low-code and no-code has snuck in more and more to the point it has become a must-watch event each year. And if you look at the announcements coming out of Build, so many of them were either Copilot or Power Platform, not .NET. 😎 So, in case you missed the event, let’s talk about some of the core Power Platform takeaways. Keep in mind most of this stuff is coming, not out today. Power Apps More Copilot features – Comments to code lets you type in a comment and have the Power FX written for you. Explain it uses AI to explain formulas to you. Enable Bing search lets the side panel Copilot get the latest documentation. Ideas evolved to use AI to give you better, more specific suggestions. And Copilot Answers is a new Control to add to your app to get AI results. Video of 4 new Copilot features for Power Apps . New Data Pane – Now you can visualize relationships and create multiple tables when working with your Dataverse tables via Copilot. The new interface is sleek and user-friendly, allowing you to describe your data in plain language and watch it generate complex relationships between tables. Enhanced UI and Features – The updated interface for creating tables is not only visually appealing but also incredibly functional. You can now drag and drop to create relationships and even import Excel spreadsheets directly into your tables. This makes data management within Power Apps a breeze. Coauthoring and Code view – To give some dev focus, they are rolling out the ability for up to 10 people at once to modify the same app. And there is a new code view where you can see and edit the YAML directly. This makes collaboration on large projects much smoother and more efficient. There was also some Dev Ops stuff, but I nodded off during it. 😹 Power Automate AI flows – Tell the AI what your inputs are, and what outcome you want, and it will build a flow to do the work. You stop sweating all the actions and just worry about the end product. This new feature leverages AI to understand the tools and connections available, making flow creation more intuitive and less time-consuming. Multi-modal Desktop flows – When building desktop flows, you will be able to show and tell the recorder what you are doing and how to do it. Then it will create the flow to do the steps. The cool thing is, with context, it can become self-healing because it understood your intent, not just to click at 58, 257 coordinates. Very exciting. Imagine an AI that not only records your actions but understands them well enough to adapt when things change. Automation Center – The new Automation Center provides a comprehensive view of all your automations, giving you insights into performance and helping you manage everything in one place. This is a game-changer for those managing large-scale automations. AI-Driven Troubleshooting – With the new Co-pilot integration in Cloud flows, you can use AI to help understand and fix issues within your flows. This is perfect for beginners who might need help with specific issues but still want the flexibility to customize their automations further. If you want to see a more hands on view of the Power Apps and Power Automate updates, then I do have a video of Power Apps and Power Automate announcements from Build 2024 . Power Pages Copilot Everything – The latest update brings Copilot to every corner of Power Pages. Whether you're building multi-step forms, integrating pro-code features, or embedding Copilot into your site, the AI assistance is there to make your life easier. Copilot even helps with search functionality, providing a smoother user experience. More Security – With the addition of the Security Workspace and a Firewall for Power Pages, your sites are now more secure than ever. This new standard in security ensures your data is protected, giving you peace of mind. Virtual Table Support – Power Pages now supports virtual tables for Salesforce, Oracle, Business Central, and Microsoft Fabric. This allows you to expose and interact with more data sources directly within your site, making your data management more versatile and powerful. Building updates - You will be able to use Power FX directly in Power Pages. Also, new components including Card Gallery, Breadcrumb, and Flex Containers enable you to build better looking and more dynamic sites easily. With these enhancements, Power Pages is setting a new standard in secure, AI-powered capabilities, making it an indispensable tool for modern web development. If learning Power Pages is on your To-Do list, then check out our new Live Power Pages Jumpstart class . July 2024 with two of our Experts Haley and Anthony. It includes everything you need to get started and goes from nothing to a working site, they even explore the pro-code side. Copilot Studio and Dataverse Building Copilots with Agent Capabilities – At Microsoft Build 2024, Copilot Studio introduced powerful new features for creating custom copilots. These copilots can now act as independent agents, triggered by events and automating complex, long-running business processes with minimal human intervention. For example, a copilot can manage IT help desk tasks, handle employee onboarding, and serve as a personal concierge for sales and service, all while maintaining memory and context to personalize interactions. Enhanced security measures and asynchronous orchestration ensure these agents operate smoothly and securely. Copilot Connectors – Introducing Microsoft Copilot connectors, which seamlessly integrate your productivity, analytical, and operational data. This allows users to activate existing business processes effortlessly. These connectors provide semantic search, data syncing, and extensive third-party service integration, supporting complex data types and catering to both low-code and pro-code developers. Enterprise Knowledge Integration – With Copilot Studio, you can now add specific, contextually relevant knowledge sources to your copilots, enhancing the accuracy of their responses. This feature supports a wide range of data types, including those from public websites and Microsoft Dynamics 365. Security Hub – The new Security Hub in Microsoft Power Platform provides administrators with tools to assess and improve their security posture, offering actionable recommendations and centralized security management. Features include vNet for Dataverse plugins, privileged identity management, tenant isolation, and more. These updates aim to boost productivity and security, making the integration of AI and data more efficient and effective. Conclusion Yes, I am just scratching the surface of what came out at Build, but this is already too long. Needless to say, spending a few minutes watching a Build recap or watching a video would be good. Lots of fun stuff coming our way. Build isn’t just for developers anymore, so make sure you plan accordingly. In our AI and low-code worlds, it is about results, not how you build it. If you need help with anything Power Platform, we are here for you. Just scroll down the page and fill out the contact us form. Planning, Break/Fix, Training, all the way to full scale Projects, if it involves Power Platform or Copilot, we have you covered.

In our increasingly connected world, it's easy to forget that not everyone has constant access to the internet. Whether it's due to remote locations, unstable connections, or simply being on the go, there are plenty of scenarios where offline functionality is essential. That's where offline apps come in, and with Dataverse, building these apps has never been easier. Below we will walk through examples and give you an overview of the steps to build an app. If you would like to see more details and my example app then check out this video Power Apps Example with Dataverse Offline . Below is the example app from the video. Why Offline Apps Matter Offline apps ensure that users can continue to work without interruption, regardless of their internet connectivity. This can be a game-changer in various industries where consistent access to data is crucial. Here are a few key benefits: Increased Productivity : Users can continue their tasks without waiting for a connection, leading to uninterrupted workflows. Data Reliability : Changes made offline are synced automatically when the connection is restored, ensuring data consistency and reliability. User Satisfaction : Providing offline capabilities improves the user experience, making your app more reliable and robust. Real-World Examples of Offline Apps Field Service Management : Technicians working in remote areas can access job details, update service records, and capture photos, all without needing an internet connection. Retail Inventory Management : Store staff can count inventory and update stock levels even if the store’s Wi-Fi is down. Healthcare Applications : Medical professionals can access patient records and update treatment plans in areas with poor connectivity. Inspection and Compliance : Inspectors can complete checklists, capture images, and fill out reports on-site without worrying about connectivity issues. Building an Offline App with Dataverse Thanks to Dataverse, creating an offline app is now a straightforward process. Follow these steps to get started: Step 1: Create a Solution Your app has to be built in a Solution and the only data source that is supported is Dataverse. Step 2: Create Your Table In Power Apps, create a new table in Dataverse to hold your data. For example, you might create a table called "Field Service Management" to track service records. It has to be a regular table with Track Changes and Can be taken offline enabled under advanced properties. Step 3: Enable Offline Mode in Power Apps with Dataverse Create a Power Apps canvas app, add your Dataverse table as a data source, and configure your app to work offline. After you create the App make it offline isn't too bad. 1. Go to Settings in your app. 2. Turn on Can be used offline under the Offline capabilities section. 3. Use the Autogenerated offline profile for simplicity. Step 4: Build Your Power Apps Offline App When you turned on Can be used offline it will add an offline configured screen to your app. You will want to use this for your first run at least. With your table and offline settings in place, it’s time to build your app: 1. Add a Gallery : Insert a gallery to display records from your Dataverse table. 2. Add an Edit Form : Use an edit form to allow users to update records. 3. Add Save Functionality : Include a button to save changes locally and sync them when online. Here’s a quick example of settings to make: // Set the gallery's Items property Gallery1.Items = Sort(FieldServiceManagement, JobID, Ascending) // Set the form's DataSource property Form1.DataSource = FieldServiceManagement // Set the form's Item property Form1.Item = Gallery1.Selected // Add a button to save changes Button1.OnSelect = SubmitForm(Form1) That is it. You have a working offline app. Save, publish and then go open it on your Mobile phone or Tablet and give it a whirl. Be sure on your device to click on the globe in the top right corner. Lots of good status info. What if I don't have Dataverse? The method above only works on Dataverse based apps, in Solutions, that you are using from Mobile phones or Tablets. But what if you want to do offline with SharePoint or other data sources? In those cases, you can still build offline apps, you will just have to use SaveData and LoadData functions to manually cache things. It is much more complicated but don't worry, I do have a video Power Apps Offline SharePoint Apps using SaveData and LoadData . Conclusion Offline apps are no longer a luxury; they’re a necessity in our mobile-first world. With Dataverse, building robust offline apps is a breeze, ensuring your users stay productive and your data remains consistent. Whether it’s for field service, retail, healthcare, or compliance, offline functionality can significantly enhance the value and reliability of your applications. If you need help building your Offline Power Apps app or with any other part of the Power Platform scroll down the page and fill out the Contact Us form. We would be happy to help whether it is 30 minutes of help or 30 years worth. We cover it all. 🤩