Licensing question regarding PowerApps for external users

Copper Contributor

Hello ,
I have a question for the following scenario where I do not find an answer in the licensing guides:
We are implementing a Dynamics Sales project where we set up the quoting process in Dynamics CE.
Internal users are using the quoting beside other topics (Account-, Activity-, Opportunity-Management, ...) in the Sales Hub App with a normal Dynamics Sales license.
But we have also external users who need the functionality only in a limited way to get pricing information for an account, so they will only use e.g. accounts, activities and quotes.
For these users we want to build an own small model driven app which contains only the necessary forms and tables to get the price info using the quote functionality.
As they will not write any restricted tables we want to use a Power Apps license for them and give them an own small model driven Power App.
The external users are commercial agents of our customer who are not in an employee-like relationship with our customer but selling his stuff on his behalf and are only guest users in active directory.

As the licensing requirements in the licensing guides for external users are different between D365 and Power Platform we are nor sure how to license this scenario.
Is it correct that also external users can get a Power App licence from our customer (he will purchase the licenses for them) as we can add them as a guest user in AD?
Are there any limitations beside the restricted tables we have to be aware of using a power apps license?
Thank`s for your answer and regards!

5 Replies

HI@Christian_ORBIS 

 

Please review the following for the guidance you need to best resolve your solution. 

 

Is it correct that also external users can get a Power App licence from our customer (he will purchase the licenses for them) as we can add them as a guest user in AD?

Not a full license. As stated on the pg. 42 of the Power Platform Licensing Guide, limited external user access is included with your internal user licenses.

You also have the option to license Power Pages to provide external access to your business processes or data.  Please review the go to Microsoft Power Apps and Power Automate Licensing Guide for details.

 

 

As far as adding them to your Azure directory, guests can view documents.  To add guests in the Azure Active DirectoryQuickstart: Add a guest user and send an invitation - Microsoft Entra | Microsoft Learn and, External Identities in Azure Active Directory - Microsoft Entra | Microsoft Learn

 

There are new Power Apps Portals login capacity add-on and Portals page view capacity add-on for external users of Power Apps PortalsPower Platform licensing FAQs - Power Platform | Microsoft Learn

 

 

 

For these users we want to build an own small model driven app which contains only the necessary forms and tables to get the price info using the quote functionality. As they will not write any restricted tables we want to use a Power Apps license for them and give them an own small model driven Power App.

I'm not sure if you're asking for information on buidling model driven apps, but here's some information if needed:Share a canvas app with guest users (contains video) - Power Apps | Microsoft Learn and Overview of building a model-driven app with Power Apps - Power Apps | Microsoft Learn

LicensingConcierge_0-1688400448421.png

 

 

 

Are there any limitations beside the restricted tables we have to be aware of using a power apps license?

hmmm...that's a general questions and unfortunately, I do not have an answer that will foresee limitations. The following links are resources that are available to you from Partner Center

Restricted tables requiring Dynamics 365 licenses - Power Apps | Microsoft Learn

For more information on restricted tables in power apps - Restricted tables requiring Dynamics 365 licenses - Power Apps | Microsoft Learn

 

 

Note: If you are a Reseller, please contact your Indirect Provider.  Otherwise, I suggest using the Power Apps community for the power apps portion of this scenario - Power Platform for partners - Microsoft Community Hub

 

 

If this (or someone else's) reply answers your question, please Accept as the solution to help the other members find it more quickly.


Regards,

Microsoft CSP Licensing Concierge

Hi @LicensingConcierge1 

 

Thank's for your reply which did not really answer my questions.


In your first answer you write:
"Not a full license. As stated on the pg. 42 of the Power Platform Licensing Guide, limited external user access is included with your internal user licenses."
But this is not from the Power Platform Licensing Guide (which has only 29 pages) but from the Dynamics 365 Licensing Guide!

In the Power Platform Licensing Guide we finf on page 3 in section "Licensing Requirements for External Users" that external users must be appropriate licensed to access Power Platform and Date e.g. with an appropriate "Power Platform User SL".

When I look in your posted table which shows what license must be assigned to my guest users so they can run an app shared with them I can see that for a model drivern app usage (exactly what we want to do) he needs a Power App per app or per user license (exactly what we want do do).

So if I summarize, the question if I can provide an external guest user with a power apps licence for using a special designed model driven (or canvas) app is anwered with: YES!
Did I get that correctly?

Regards
Christian

Hi @LicensingConcierge1,

any answer to my last question?

Regards
Christian

@anton_MS or @VPhillips_MS you able to help with the above inquiry?

 

@Christian_ORBIS has asked "If I can provide an external guest user with a power apps licence for using a special designed model driven (or canvas) app is anwered with: YES!"

 

Thank you all. - jill

Hey @Christian_ORBIS 

 

If you're sharing an application with users outside of your AAD, first add them as a guest to tenant and then license that guest identity appropriately.  Basically you invite them in as a guest and you pay for their license.

Addendum: With model driven apps it is necessary for the app user to have an identity as is noted in this bullet point.  Take it for what you will:

  • The user must exist as a user within the environment. It isn't enough to only be a Microsoft 365 user. This is because all users in an environment are accounted for and described within tables in the environment.

 

There's a big difference in how licenses are handled with Per App and Per User, though.  With Per User licenses, you will be able to assign those directly to the guest identity.  Per App licenses do not get assigned in such a manner which tends to confuse a lot of people.  Those are allocated to the environment and the app must be configured to allow Per App passes.

 

Share a model-driven app using Power Apps - Power Apps | Microsoft Learn