SharePoint and Power Apps: Managing Roles and Permissions
One of the key aspects of SharePoint security is managing permissions at the list or item level, which allows you to control who can view or edit the data. This granular control is essential for maintaining the integrity and confidentiality of sensitive information within your organization. By effectively managing permissions, you can ensure that only authorized personnel have access to specific data, thereby reducing the risk of unauthorized access. Whether you choose to restrict access to the entire list for simplicity or use item-level permissions for more advanced scenarios, SharePoint provides the tools you need to keep your data secure. Restrict Access to the Entire SharePoint List This happens in SharePoint itself, not Power Apps. You need to manage permissions at the list or item level: Go to your SharePoint site > Open the List. Click on the gear ⚙️ > List settings. Under Permissions and Management, click Permissions for this list. Stop inheriting permissions (click the ribbon command: Stop Inheriting Permissions). Remove default access groups (like "Members" or "Visitors"). Add a specific SharePoint group or individuals who should have full access —an admin or manager, not end users. End users will only interact with the list through Power Apps — they don’t need direct list access. Please keep in mind that if users need to edit entries, they must have access to the list. Without proper permissions, they won't be able to see or edit the list. The next user permissions option is ideal for users who need to edit their own entries. Use Item-Level Permissions in SharePoint This is only advisable if you can enforce it consistently: Go to List settings > Under Advanced settings. Scroll to Item-level Permissions. Choose: ✅ Read access: Only their own ✅ Create and Edit access: Only their own This works well only if users are submitting forms (e.g., time-off requests) that shouldn’t be visible to others. Prevent Users from Viewing or Editing Power App Code This is configured through Power Apps and Microsoft Admin Center. Limit Who Has Access to Edit the App In Power Apps Studio: Go to File > Share. Remove or do not add users as Co-owners. Instead, share as Users only — give them “Can use” permission. Use Environment Roles (Dataverse or Environment Scope) In the Power Platform Admin Center (https://admin.powerplatform.microsoft.com): Go to Environments > Click your environment > Security roles. Set roles so users: Are not Environment Admins or Makers. Only have User roles in production environments. Summary of What to Check: Task Where Goal Limit list access SharePoint List Settings Prevent users from directly viewing data Use item-level permissions SharePoint Advanced Settings Let users only see/edit their own submissions Limit app editing Power Apps Share Panel Ensure only owners can edit Secure environment roles Power Platform Admin Center Block access to Maker/Admin capabilitiesCreate an Internal Support Ticket Hub with Microsoft Lists, Forms & Power Automate
Setting Up the Support Ticket Portal First, we will set up the support ticket portal. This is where ticket requests will populate, be triaged, assigned and managed. It's a central location where the support team members can keep track of their tasks as well as keep the client informed through automated notifications upon status changes. Let's get started! 1. Create the Microsoft List: Navigate to Microsoft Lists from the Microsoft365.com App launcher in the upper left. Select the “+ New list” and choose the “Issue Tracker" template. Fill out the list information (name, description*, color*, icon*, and associate it with a team or save to your lists) and select create to make your form (*optional). In this case, associating the list with a team is required as it is needed for notification purposes later on in the tutorial. Review the list items from the template and customize the list to what your organization needs. Include columns that capture essential details such as issue description, priority level, assigned to, and status. Ensure the list is set up to store all necessary information for managing support tickets. There will be items you need captured from the person submitting the form as well as items to triage, assign, and track the status of the case. 2. Creating the Support Ticket Form In the list menu, select the "Forms" tab to create a new form. Customize the form by removing or unchecking questions that are designed for the support team, leaving only the questions needed from the person submitting the ticket. For example, you’d remove the Priority, Status and Assigned To fields from the form because those items are not determined by the submitter, but by the internal staff triaging the case. Ensure the form captures essential details such as the issue description, associated files, and contact information. 3. Enabling Notifications and Assigning Tickets In the form settings, select the toggle next to "Notify me" so that whenever a new item (support ticket) is submitted, you are immediately notified. This ensures that you don't miss an urgent request. Preview your form Check for changes or adjustments you’d like to make. If everything is good, congratulations! You’ve made your support ticket form! 4. The Workflow Process: Now that your form and list are created you can test out your new form and ticket portal. Grab the link to your new form by selecting the forms button again in the menu. Select the link sign to copy the link. Let's test things out. Fill out the form with information as if you are an employee submitting a ticket about an issue. Refresh and check your Microsoft List to make sure the form responses were automatically added. Triage the case. In the Microsoft List, double click on the form submission list item. Here, the support admin will triage the case by assigning it to a member of the support team, updating the status of the ticket to "In Progress" and assigning it a priority status. When a ticket is assigned, the assigned staff member receives a notification, ensuring they are aware of their new task. If they need to get in contact with the employee that submitted the case, they are able to come to the list item, and check for contact/email details in the email column. Team members can update the status of the ticket to "In Progress" when they start working on it and then to "Completed" once the issue is resolved. These status updates help track the progress of each ticket and ensure timely resolution. Congratulations! You have an internal support ticket portal and form. To further enhance the transparency and efficiency of your internal support ticket system, you can implement additional notifications to keep the requester informed about the status of their ticket. By setting up automated notifications in Power Automate for when a ticket is marked as "In Progress" and "Completed," you ensure that the requester is always aware of the current status of their issue. This not only improves communication but also boosts confidence in the support process, as employees feel assured that their concerns are being actively addressed and resolved. 5. Automating Notifications with Power Automate Create a Flow: From the Microsoft365.com app launcher, open Power Automate. Click "+ Create" and select "Automated Cloud Flow". Choose a flow name and set the trigger to "When an item or file is modified". Configure the Flow: On the canvas, select the trigger to enter the required data. The site address your Microsoft List is attached to and the list or library name. Next, we must add a trigger condition in order for the flow to only trigger when the status column has been changed. In the settings tab add the following trigger condition NOt(equals(triggerOutputs()?['body/Status'], triggerOutputs()?['body/PreviousStatus'])) Return to the canvas to create a new action. Select the + sign under your trigger. In the search menu, search for the condition action. For the value of the condition, we want to choose the Status Value from the dynamic field (the lightning bolt). We want to make sure the condition states “Status Value is equal to In progress”. (Capitalization matters here so make sure the capitalization of “In progress” matches the way it is spelled on your Microsoft List”. In the "True" column of your condition we will add a new action. Select “Send an email (V2) Inside of your action select, “Switch to Advanced Mode” to be able to enter dynamic fields or fields directly associated with your form submission. In the "To" field, select the lightning bolt for a dynamic entry. And select the “Issue logged by Email”. This will add the email address of the form sender to the “To” field and who the notifications will be sent to. In the Subject field type and appropriate title such as “Support Ticket Status Update”. In the Body field type a message to the requester. For example, "Hello, you are receiving this message to notify you that your support ticket for" (dynamically insert the name of the issue) “has been changed to “In Progress”. At this point, the flow now sends notifications for when the status column has been modified to “In Progress. Now, let's do the same and send a notification for when the status has been changed to “Completed”. In the False column, we are going to add another condition. The values for the condition will be the same except where it once said, “In Progress” it will say “Completed”. You want the statement to read “Status value is equal to Completed”. In the true column add the same action for sending an email and fill out the details accordingly. Save and test your flow. Test and Deploy: Test the flow to ensure it works as expected. Select Test and choose Manually. This specific flow is triggered when the status column has been modified to “In Progress” or “Completed”. Test both separately to make sure both works. You will see green check marks and receive a notification to the email you provided earlier when filling out the form with sample data. In this example, I tested the flow by updating the status to “In Progress” so in this case I have green check marks along the left side because that follows the first conditions. The green check marks will follow the right-side path if I choose to test the “Completed” status. Here is a copy of the email that was sent to the inbox. Once satisfied, deploy the flow to automate the notification process, enhancing communication and satisfaction. Conclusion By leveraging Microsoft Lists and Forms, you can create a robust internal support ticket system that streamlines the process of submitting, triaging, and resolving support requests. The integration with Power Automate further enhances this system by automating notifications, ensuring that all parties are kept informed throughout the process. This setup not only improves efficiency but also boosts employee satisfaction by providing a transparent and responsive support system.Building a Power App with SharePoint: A Series for Nonprofits
Introduction to the Series ➡️ Next: Building a Power App with SharePoint: An Overview Welcome to our step-by-step series on building a functional Power App connected to a SharePoint List — designed specifically with nonprofits in mind. Whether you're a nonprofit staff member looking to simplify your internal workflows or a tech-savvy volunteer eager to streamline operations, this series is for you. We’ll walk you through creating a simple yet powerful app that helps track records, use filters, and guide users through intuitive navigation — all using low-code Power Platform tools. This app can serve as a foundational template for many nonprofit scenarios like volunteer intake, service tracking, or resource request forms. Each blog post in this series will build on the last, using a SharePoint List as our backend and Power Apps as the frontend. 🎥 Take a Quick Look at the App Want a quick look at the final product before diving into the steps? Watch this short video overview of the custom Power App we built using SharePoint Lists and Power Apps. What We’ll Cover in This Series Here’s what you can expect across the series: Blog 1: Why Power Apps + SharePoint? A Nonprofit-Friendly Overview We’ll explain what SharePoint is, why it’s a powerful tool for storing data, and how it works seamlessly with Power Apps to create simple, low-code solutions for your organization. Blog 2: Building a Power App with SharePoint — Setting Up Your SharePoint List Before jumping into Power Apps, you’ll need a SharePoint List to hold your data. This post walks through how to create a list, configure the right columns, and prepare it to integrate with your app. Blog 3: Creating the Power App — Screens, Forms, and Filters In this final part, we’ll walk you through connecting your list to Power Apps, building the form screen, adding a view screen with filters, and setting up basic navigation to create a clean user experience. Who This Is For This guide is tailored for nonprofit professionals, accidental techies, or small teams trying to make the most of Microsoft 365 tools they already have. You don’t need a development background — just curiosity and a desire to build something helpful! Before You Begin To follow along, you’ll need: Access to Power Apps A SharePoint List you can connect to Basic familiarity with how Microsoft 365 works By the end of this series, you’ll have a working Power App that can be used as-is or adapted to suit your nonprofit’s needs. Let’s get started! 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppBuilding a Nonprofit Intranet with SharePoint (Part 1)
Why Nonprofits Should Leverage SharePoint’s Intranet Capabilities Nonprofits often operate with distributed teams, volunteers, and multiple departments that require seamless communication and resource sharing. SharePoint’s intranet capabilities provide a structured way to: Centralize information Streamline workflows Maintain brand and communication consistency across the organization This blog explores how SharePoint can be used to build a powerful nonprofit intranet, using a real-world example: the Two Six Project. This initiative aimed to create a collaborative digital space for a nonprofit’s various programs, each with unique needs for document storage, communication, and role-based access. The solution included a SharePoint hub site with connected program-specific sites, automated forms feeding into SharePoint lists, and integrated analytics via Power BI. The result was a scalable, secure, and user-friendly intranet that empowered staff, students, and administrators alike. SharePoint Hub Sites: Connecting Departments and Initiatives SharePoint Hub Sites allow nonprofits to connect multiple related SharePoint sites under a single umbrella, promoting discoverability and unified experiences. Key Benefits of Hub Sites: Unified Navigation: Provides a common navigation structure across all associated sites. Search and Discovery: Users can search across all connected sites for relevant documents, announcements, and events. Consistent Branding: Ensures uniform branding, layouts, and permissions across associated sites. Cross-Site Content Aggregation: Displays news, activities, and updates from different sites in a centralized view. Two Six Project Example: In the Two Six Project, a nonprofit needed a centralized hub for multiple educational programs. Each program received its own SharePoint site, connected under a single hub site. This allowed for unified navigation, consistent branding, and easy access to program-specific resources like waiver forms, curriculum documents, and announcements. Site Pages and Nested Pages: Organizing Content Effectively SharePoint lets you build rich, structured content within each site to ensure intuitive navigation and access to important information. Key Features of Pages & Nested Pages: Rich Content Pages: Embed videos, documents, images, and news to create interactive internal communication. Nested Pages: Organize information in a hierarchical manner for intuitive browsing (e.g., a main ‘Volunteer Resources’ page with subpages for ‘Training Materials,’ ‘Policies,’ and ‘FAQs’). Permissions Management: Control who can edit or view specific pages, ensuring that only relevant staff have access to sensitive information. Two Six Project Example: The Two Six Project used SharePoint pages to organize content for both public-facing and admin-only audiences. For example, each program site included a visitor-facing page with forms and calendars, while admins had access to a private portal with restricted news and document libraries. This structure ensured that sensitive content was only visible to authorized users, while still maintaining a clean and intuitive experience for students and guests. Conclusion: What You’ve Learned So Far In this first part of our SharePoint intranet series, you learned how nonprofits can: Use Hub Sites to unify navigation and branding across departments Leverage Pages and Nested Pages to organize internal content clearly and securely These features are foundational for building a connected, efficient intranet environment that supports collaboration and information-sharing at scale. What’s Next in Part 2? In Part 2, we’ll dive into: Communication Sites for organization-wide announcements Lists & Libraries to manage internal workflows Power Platform Integrations for automation and customization Interested in Learning More? Check out the links below Create a hub site in SharePoint Add pages to a SharePoint site Nested navigation in SharePoint Online SharePoint permissions overviewEnhancing Nonprofit Collaboration with SharePoint (Part 2)
Welcome back to our series on SharePoint for nonprofits! In Part 1, we explored how hub sites and nested pages help nonprofits build a centralized, structured intranet that supports internal communication and content organization. In this post, we’ll look at more SharePoint tools that help your team stay informed, manage data efficiently, and automate internal processes—ultimately improving collaboration across your entire nonprofit. Communication Sites: Keeping Your Organization Informed Communication sites in SharePoint serve as internal news hubs, ensuring that employees, volunteers, and board members stay informed. Key Features of Communication Sites: Company Announcements: Share news, updates, and newsletters with the entire organization. Event Calendars: Provide visibility into upcoming meetings, fundraising events, and training sessions. Resource Libraries: Store essential documents such as grant templates, donor reports, and legal policies in an easily accessible format. Mobile Accessibility: Team members can stay connected from anywhere with SharePoint’s mobile-friendly experience SharePoint Lists and Libraries: More Than Just Storage Beyond document management, SharePoint Lists and Libraries function as powerful databases that help nonprofits track critical information such as donor records, volunteer registrations, and grant applications. Key Benefits: Customizable Views: Sort and filter data based on specific needs. Integration with Power Automate: Automate workflows such as volunteer onboarding or approval processes. Version Control: Keep track of document changes and prevent data loss. 💡 Example: Use a SharePoint list to track grant applications with custom columns for deadline, status, and reviewer. Combine it with Power Automate to notify reviewers when new applications are submitted. Customizing SharePoint with Power Platform For nonprofits looking to further enhance SharePoint’s capabilities, integrating with Microsoft Power Platform provides automation and customization options. Power Automate: Automate processes like approval workflows and email notifications. Power Apps: Create custom apps to manage program applications or volunteer registrations. Power BI: Generate reports from SharePoint data to gain insights into fundraising or program impact. Real-World Example: Hampton HR Ticketing System One nonprofit, Hampton University Proton Therapy Institute, implemented a SharePoint-based HR ticketing system to streamline employee requests such as benefits inquiries, payroll issues, and policy clarifications. Using a custom-built Power App connected to a SharePoint list, employees could submit tickets through a user-friendly interface. HR staff managed these tickets via the SharePoint List - utilizing custom views, drop downs, and shareable links per case entry for collaboration across the HR team. The Power App-SharePoint Customization has the ability to run automated workflows powered by Power Automate for notifications and escalations. The system was also designed to integrate with Power BI, enabling the HR team to generate real-time reports on ticket trends, resolution times, and team performance—all without leaving the Microsoft ecosystem Explore the Blog Series for a Step-by-Step Guide to Building a Power App from a SharePoint List Conclusion: Bringing It All Together With the right tools in place, SharePoint can be a nonprofit’s digital backbone—supporting everything from document sharing to cross-team collaboration and real-time reporting. By implementing: Hub sites for unified structure Communication sites for internal news Lists & libraries for managing operations Power Platform tools for automation and insight ...your nonprofit can drive transparency, save time, and stay mission-focused. 🔗 Check Out These Links to Learn More Introduction to SharePoint Communication Sites Lists in Microsoft 365 Power Automate for SharePoint Build Power Apps with SharePoint Data Visualize SharePoint Data with Power BISharePoint: A Game-Changer for Team Collaboration
Microsoft SharePoint Overview on Document Storage for Nonprofits Microsoft SharePoint is a versatile content management platform designed to help organizations manage their information and work together more effectively. For nonprofits, this means less time searching for files and more time focusing on impact. SharePoint is designed for documents that need to be shared across the organization, while OneDrive offers sharing capabilities but is primarily focused on personal document storage. If your nonprofit is currently using OneDrive as a shared document space, migrating to SharePoint could improve collaboration and governance. In this blog, we’ll break down SharePoint’s document storage features, provide practical examples of how nonprofits use them, and outline next steps to get started. Key Features Centralized Document Management SharePoint provides a single location where all your documents can be stored, organized, and accessed. This makes it easy to find and share important files, ensuring everyone is on the same page. Example: Create a document library for each program area—such as Fundraising, Outreach, and Operations—to keep your files organized by function. Real-Time Collaboration With SharePoint, team members can work on documents simultaneously, seeing each other's changes in real-time. This feature is particularly useful for projects that require input from multiple people. Tip: Try co-authoring a grant proposal or annual report with multiple stakeholders working in the same document. Accessibility Being cloud-based, SharePoint allows your team to access documents and information from anywhere with an internet connection. This is ideal for nonprofits with remote or distributed teams. Best Practice: Use the SharePoint mobile app to keep up with documents and updates while working in the field. Integration with Microsoft Office SharePoint works seamlessly with other Microsoft Office applications like Word, Excel, and Outlook. This integration helps to simplify workflows and makes it easier to manage tasks and projects. Pro Tip: Use Power Automate (included in M365) to automatically save Outlook email attachments to the right SharePoint folder. Security and Compliance SharePoint offers robust security features, including permissions management and data encryption. You can control who has access to specific documents and ensure that sensitive information is protected. Scenario: Limit board meeting notes to executive staff, while still allowing wider team access to program documents. Customization SharePoint can be tailored to meet the specific needs of your nonprofit. Whether it's creating custom workflows, designing unique sites, or integrating with other tools, SharePoint offers the flexibility to adapt to your requirements. Example: Build a simple intake form using Microsoft Forms and connect it to a SharePoint list to track community requests. Cost-Effective Another great part of SharePoint is that it is included in Microsoft 365, which means that it is free as a part of your free nonprofit M365 Business Premium licenses. This makes it an affordable solution for managing information and improving how your team works together. Next Step: If you’re not using your nonprofit licenses yet, visit the Microsoft Nonprofit Hub to apply and unlock access to SharePoint. AI Capabilities with Copilot License If your nonprofit opts for a Copilot license, you'll gain access to advanced AI capabilities that can further enhance your use of SharePoint: Automated Content Generation Copilot can help generate content for documents, presentations, and reports, saving your team time and effort. Use Case: Draft a first version of a board update using Copilot and polish it collaboratively in SharePoint. Intelligent Search With AI-powered search, finding the right documents and information becomes faster and more accurate. Copilot can understand the context of your queries and provide relevant results. Try This: Ask Copilot “Where’s our last community event plan?” instead of browsing through folders. Data Insights Copilot can analyze data within SharePoint and provide insights, helping your nonprofit make informed decisions based on the information you have. Use Case: Review engagement metrics on shared documents to see which grant templates are most reused. Task Automation AI can automate routine tasks, such as organizing documents, setting reminders, and managing workflows, allowing your team to focus on more strategic activities. Tip: Use Copilot to summarize weekly meeting notes and auto-tag them by project. Personalized Recommendations Copilot can offer personalized recommendations for content, resources, and actions based on your team's activities and preferences. Benefit: Get suggested templates or files based on your daily tasks—without searching manually. Next Steps Ready to get started with SharePoint? Here’s what to do next: Identify a pilot use case—like organizing HR policies or program templates. Set up your first SharePoint site using a team or communication site template. Train your staff on basic document management and permissions. Explore SharePoint + Copilot features if you're eligible or planning to upgrade. Connect with peers: Join the Microsoft Community Hub to ask questions and learn how other nonprofits are using SharePoint effectively. For additional tips and resources, be sure to follow our Nonprofit Community | Microsoft Community Hub for blogs, updates, and advice on maximizing your nonprofit tools.Building a Power App with SharePoint: An Overview
➡️ Next: Setting Up Your SharePoint List Welcome to the first blog in our series walking nonprofit teams through understanding how to build a Power App using SharePoint as the backend. In the Series Introduction blog, we covered what you can expect to learn throughout this journey — from setting up SharePoint lists to customizing your Power App and beyond. If you haven’t read that yet, I recommend starting there to get a full picture of the series and its goals. Whether you're trying to replace spreadsheets, streamline internal processes, or create a lightweight application that works seamlessly within your Microsoft 365 environment — this guide is for you. We’ll break everything down step-by-step in a way that’s accessible to those without a developer background, focusing on real-world nonprofit scenarios. This first post will give you an overview of why Power Apps + SharePoint is a smart combination for nonprofits, some of the things to watch out for, and what to expect in the rest of this series. Why Use SharePoint and Power Apps Together? There are many no-code and low-code tools out there, but for nonprofits already using Microsoft 365, this combo has some big advantages. 💰 Cost and Licensing Advantages If your nonprofit already has Microsoft 365 through a donation or nonprofit license, you likely already have everything you need to get started: SharePoint Online is included with most Microsoft 365 nonprofit plans. Power Apps for Microsoft 365 allows you to build canvas apps that connect to SharePoint Lists without needing premium Power Apps licenses. This means you can often build simple internal tools — like intake forms, event trackers, request systems, or contact databases — without paying extra for software. 🔗 Deep Microsoft 365 Integration Power Apps and SharePoint are both Microsoft products, which means they work beautifully together out of the box. Some examples: Your app can use Azure AD login to show users only their data. SharePoint security settings can control who can read or edit what. You can embed your Power App directly on a SharePoint page or Teams tab. Files, calendars, and Outlook-based automation (via Power Automate) are all easily connected. This makes it much easier to deploy tools within your existing ecosystem. 🔐 Easy Permission Control for Non-Technical Users SharePoint permissions are very customizable, yet easy to manage once you get the hang of it. For example: You can create a SharePoint List where staff can submit requests but not edit each other’s. Supervisors can get extra edit/view access — without editing Power App settings directly. You don’t need IT staff to control who sees what — just basic SharePoint admin know-how. This lets your team manage sensitive data access without complicated role-based systems. 🧱 Simple List Structure with Room to Grow SharePoint Lists are essentially Excel spreadsheets with superpowers. They give you: Columns for different data types (text, dropdowns, people fields, dates, etc.) Built-in version history Attachments Easy filtering and sorting Views for different user roles or purposes And while they’re simple to set up, you can scale them up over time — connecting them to automation (Power Automate), dashboards (Power BI), and more. Common Pitfalls and When Not to Use SharePoint This combination isn’t perfect for every use case. Here are a few things to watch out for: Complex relational data? SharePoint Lists don’t work well for apps with deeply connected tables like you’d see in a CRM. Dataverse is better for those. High-volume apps? SharePoint Lists have a 5,000-item view threshold and slower performance at scale. Consider performance and filtering strategies. Need for public access? SharePoint + Power Apps is great for internal tools. If your audience is external (like a volunteer signup form for the public), you’ll need a different approach. Mobile limitations? Power Apps can be mobile-friendly, but design carefully — SharePoint-connected apps often need tweaking for mobile usability. Watch for delegation warnings. SharePoint has limitations when it comes to how Power Apps can filter, sort, or retrieve large datasets (called “delegation limits”). For most simple apps, this won’t be a problem — but it’s good to design with it in mind. We’ll touch on this later in the series. Still, for internal tools used by staff or trusted volunteers, this setup offers an unmatched combination of power and affordability. What’s Next in This Series? In the next post, we’ll begin building your app by setting up your SharePoint List. That list will serve as your app’s “database,” and how you structure it upfront will shape what’s possible later on. Here’s a sneak peek at what’s ahead: Upcoming blogs: 🗂 Creating Your SharePoint List – how to structure your list for Power Apps 🧩 Building the App with Power Apps – connecting your list and designing the layout ⚙️ Permissions & Publishing – controlling access and rolling it out to users Each blog will include screenshots, plain-language tips, and walkthroughs that align with the accompanying video series — which we’ll link to as it’s released. Final Thoughts Power Apps + SharePoint offers a low-cost, scalable, secure way to build apps that work for your nonprofit team — especially if you’re already in the Microsoft ecosystem. Even if you’ve never built an app before, this series will help you get from idea to launch, one step at a time. Let’s build together! 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppBuilding a Power App with SharePoint: Setting Up Your SharePoint List
⬅️ Previous: An Overview of the SharePoint/PowerApps Combination ➡️ Next: Building Your Power App What We’ll Cover Creating a SharePoint list from scratch Choosing column types to match your data needs Setting up lookup columns and choice fields Best practices for organizing and naming columns Preparing your list for integration with Power Apps Creating Your SharePoint List Log in to SharePoint: Navigate to your SharePoint site. SharePoint can also be accessed via m365.cloud.microsoft, signing into your account and then clicking in the upper left corner of the window, select App launcher > SharePoint. (If not in left corner please look for “Apps”) Create a List: Go to the site contents and select "New"> "List". --> 3.Start a New List: Click “New List” and choose a blank list or template. If you have an existing excel or CSV file with columns you have already written, you can also import as well. First choose import from excel Then select a file on the SharePoint site or Upload a file 3. If you have multiple sheets in the file, you can select the table or sheet and choose the column type for each column. Choosing the Right Column Types Below, see the list of options when you are importing from ESV or CSV. Each column in your SharePoint list stores a different type of data. Choosing the right type helps your app work efficiently. Common column types include: Single line of text: For short text entries (names, titles). Multiple lines of text: For longer notes or descriptions. Choice: Predefined options for consistent data entry (e.g., status: Active, Inactive). Number: For numerical data (e.g., quantity, age). Date and time: For dates such as event dates or registration timestamps. Lookup: To reference data from another SharePoint list. Make sure to match your columns to the data you’ll collect. 4. Name Your List: Give your list a name (e.g., "Employee Directory"). 5. Add Columns: Add the necessary columns to your list (e.g., Name, Email, Department). If you imported from a file, feel free to add any more columns you may have needed or adjust the column types by clicking on the Column – Column Settings-Edit. Option B for Step 1: Using Microsoft Lists Open Microsoft Lists: Go to Microsoft Lists or access it via the Microsoft 365 app launcher. 2. Start a New List: Click “New List” and choose a blank list or template. 3. Configure the List: Name your list (e.g., "Employee Directory"). Select the desired color and icon if you wish. Choose whether to save it to My lists (private) or a SharePoint site (team-based). 4. Add Columns: Add custom columns such as Name, Email, Department, etc. Note: Whether you create your list in SharePoint or Microsoft Lists, it can be connected to PowerApps the same way in the next step. Tip: When starting from a SharePoint List that has no data, it is helpful to add one line of test data to see how the fields populate within the Power App. Take the time to add an entry before we begin to create the app. Best Practices for Organizing Your List Use clear and consistent column names (avoid spaces or special characters when possible). Keep your list structure simple—complex relationships can be handled later in Power Apps or Power Automate. Limit the number of columns to only those you need to keep performance smooth. Add columns for auditing if needed, such as “Created By” and “Modified Date.” These can be system generated following the steps below: Click on Add Column-Show or hide columns-Select Column-Apply Preparing Your List for Power Apps Once your SharePoint list is ready: Double-check your columns and data types. Add some sample data to test with later. Avoid complex calculated columns that Power Apps might not support fully. Ensure you have proper permissions to connect the list to Power Apps Conclusion Your SharePoint list is the foundation of your Power App. Taking time to set it up thoughtfully will save you time and headaches down the road, making your app more reliable and user-friendly. In our next blog, we’ll jump into Power Apps Studio to connect your SharePoint list and start building your app interface. Stay tuned! Additional information: Setting Up Views Views help you filter and organize your list data directly in SharePoint. Setting up a custom view lets users see just the data relevant to them. Create views based on common filters (e.g., “Pending Approvals” or “Active Volunteers”) Set a default view that makes sense for most users In this example application, I will create an HR view that displays the fields the HR team will manage first in the list. To add a view, click on + Add View on the top right of the list Best Practices for SharePoint Lists with Power Apps Keep your list simple and clean for better app performance Limit choice columns to fewer than 20 options for usability Avoid using complex column types that don’t work well with Power Apps Regularly maintain and clean your list data to prevent errors Plan your list structure early to avoid major changes later 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppBuilding a Power App with SharePoint: Connecting and Customizing the App for an HR Use Case
[⬅️Previous Blog] Setting Up Your SharePoint List You're reading the last of the series, Blog 4 Building Your Power App Now that you’ve set up your SharePoint List — the foundation for your app’s data — it’s time to bring your HR app to life using Microsoft Power Apps. In this blog, we’ll walk step-by-step through how to: Connect your Power App to the SharePoint list, Customize the forms and layout, Configure how users interact with the app, And apply basic rules that enhance the functionality of your HR or other adopted solution Whether you're a nonprofit looking to simplify HR tracking or a team supporting digital transformation with no-code tools, these Power Apps steps will help you build an easy-to-use app your staff can rely on. By the end, you’ll have a working Power App connected to SharePoint, ready for testing. Integrate the List into PowerApps Open PowerApps: Sign in to PowerApps via make.powerapps.com Ensure you are creating the app in the appropriate “Environment” on the top right corner, if you organization is using multiple for different purposes or departments Create an App: Select "Create an app" and choose "Start with data.” Choose “Connect external data” Choose a data set to start Select “From SharePoint” There are 3 ways in which you can connect to the list. Enter the URL of your SharePoint site and select the list you created. Search the Name of the SharePoint Site the list was created within, then select the list name Enter the URL of the List site where it says Enter SharePoint URL, and click connect I will use option 3 and copy the URL link to my SharePoint list (the web address listed when you are on your SharePoint List site), and copy it into the “Enter SharePoint URL” Click Connect if you copied the URL using option 1 or 3 Click Create App Once list is selected 6. Create the App: PowerApps will generate a default app with one screen that includes a container and two sub containers (listing the items in the list if you added one, and the body sub container has the fields in your list) 7. Save the application (warning) Using the save button in the upper right corner and give your app a name. If you do not save right away, after the screen is idle for some time you will have to start over. Ensure the auto save setting is on within Settings->General. Once you have clicked the save it will continue to auto save changes Customize the App Design the App: Use the PowerApps Studio to customize the layout and design of your app. Add Controls: Add controls such as text boxes, buttons, and galleries to display and interact with your data. Set Up Navigation: Configure navigation between screens using buttons and actions. Test the App: Test the app to ensure it functions as expected. Example Customizations Let’s take you through some example configurations based on theme of the HR Employee Ticketing App Here is the app, as finished from the steps above Please note the yellow warning icon is Power Apps warning for the search feature, and that the formula might not work correctly with large data. If you are planning to have over 500 records, there is still a way to use this app and an alternative search function if needed. Follow these articles for more information. Understand delegation in a canvas app - Power Apps | Microsoft Learn Connect to SharePoint from a canvas app - Power Apps | Microsoft Learn Deleting Controls For this app I do not want employees to be able to delete records, so I will remove the delete icon and delete confirm dialog container that was auto created. (see highlights in picture above) Right Click on “DeleteIconButton” then click “Delete” on the Pop-up dialog Add a Display Icon When the employees sign in, I want their profile picture (if uploaded into the directory) to show on the right-hand side Select the Table Name Container, as I want it to be inserted at the top Click Insert on the top of the screen Search for Avatar (or find Display, and scroll), the image well then insert at the top Removing fields from PowerApps View Sometimes, there may be a list or other data that you may not need to be shown in the Power App. Below shows what you can do to remove those (only from the App). Click on the component that is bringing in the data, in this example it is a Form in the MainContainer Then scroll down to the field you want to remove, by simply right clicking on the field i.e., “Priority Level” and click Delete Second Option to Remove Fields There is also the option to hover over the area, and the distinct options will show, choose “Fields” Third Option to Remove Fields Lastly, you can also use the Properties panel on the right side of the screen. This Property Panel is where many other items can be controlled, like size of text, height, and spacing of columns. To remove the field In Properties select Edit Fields -> Find Field to remove from app -> Right Click -> Click on the ellipses->Select Remove ---> ---> Tip: Please note that you can also use this view of the fields properties to drag fields in the order of which you would like (not just the move up and move down arrows shown). In this example, I removed fields that only HR Administrators will use to manage HR cases that come through the application. This way we have employee facing fields and HR only fields. Editing Galleries Layout If you are using a Gallery within your application, you can change the layout that is automatically added. Click on the gallery In the Properties pane, find the Layout subsection. Click on the drop-down arrow to change to the layout you would like If your data includes images, you can choose the option that shows the results with an image icon --> For this application I will keep the Title, subtitle, and body option Gallery Items If you also want to edit the items shown in the gallery, you can click on the Title, subtitle, or body and change the text Formula used. Performing this will update it for all the items shown in the gallery. ---> Click on the item in the gallery, or find the Gallery in the left-hand menu, and select Title, subtitle, or body Once selected the formula bar on the top of the screen, should change to the text property Update the formula to ThisItem.’DataColumnName’ The updates I have made were from First Name, Last Name, and blank to: ThisItem.Created ThisItem.Description ThisItem.'HR Category'.Value Searching in Galleries Once your gallery display items have been updated, you have a search field that now may also be updated depending on how the users will search entries. This example below will only go over searching text values. Click on the Gallery Name in the Screens left hand menu The Items property should pop up with the search equation used. Change the search values – to do this remove or add items after the SearchInput1.Text Value (that is if your icon is labeled as such) see image below Search([@'Import HR Employee App'], SearchInput1.Text, field_1,'Description') “Import HR Employee App – is the Datasource “SearchInput1” - is the search box where items users will type/search “Field_1” or ‘Description’ - are the fields chosen to search from this specific data source Change the items after “SearchInput1.Text,” separating each by a comma. Adding a Screen/Form We are now going to create a form that the user will use to submit a case to the HR team. Click New Screen Choose Blank option Rename screen by click on the “...” ellipses, choose Rename Click Insert -> Search Form -> Select Form or Edit Form Choose Data Source A screen will appear to allow you to select your data source, which will be the same as the gallery in this option and managed by the HR team through the SharePoint List. Below is an image of the Form inserted Remove fields The form that is inserted will bring in fields automatically, utilize the steps in the “Removing fields from PowerApps View” to remove the fields that the employee should not see or fill out Adding Fields Lets add fields that may not be auto added during creation. Utilizing the Properties Pane-> Edit Fields-> Add Field It is here you can multi-select fields for your form Default Mode – change the default mode from edit to new in the properties pane Properties the right pane shows that you perform a variety of changes Edit Fields Change amount of columns Display field name – change whether the layout is vertically on top or to the side of the field Size/Position - change the sizing of the form and position Color – edit the color Border – add a border to the outside of the form Pulling In User Data For this app I want the user information to automatically pull in from the user profile, to prevent type errors. Ensure that you have connected the “Office365Users” data source for user profiles to pull into the app. Below are the formulas I have used: First Name = First(Split(User().FullName, " ")).Value Last Name = Last(Split(User().FullName, " ")).Value Email Address = User().Email Employee ID = Office365Users.MyProfileV2().id Viewable only Fields If there is a need for any of your form fields to be viewable only, in the Properties Pane when the DataCard Value for that field is selected, change the DisplayMode to: DisplayMode.View Note you first must unlock the card to make changes Adding Controls Let us now add a cancel and save button for employees to be able to submit the form or clear the form. Click Insert-> Select Button (For this step, I will perform twice to insert two buttons) Drag the button to the preferred location on the screen Tip Rename the buttons in the Tree View; this helps when looking at the screen left navigation and knowing which button is which Edit the display name for the user using the properties pane If your properties pane does not show click on the icon in the top navigation next to the editing icon, see image below Icon – there is also the ability to change the icon, select which icon makes the most sense for the action you would like the button to perform. The “Layout” property also allows you to have only the icon show, or both icon and text Button Formulas Cancel/Clear the formula for the “OnSelect” Property of the button, and type “ResetForm(NameofFormUsedinTreeView)’ For this app it will be ResetForm(EmployeeFormScreen) If you have a screen you would like to send the user back to, after clicking cancel add; Navigate(MainScreen1) --> Final formula combined would be ResetForm(EmployeeForm);Navigate(MainScreen1) Save – Onselect – SubmitForm(EmployeeForm) Successfully Submitting a Form Click on your Form in the Tree View “EmployeeForm” in this app Find the OnSuccess property Type ResetForm(EmployeeForm);Navigate(MainScreen1) in the formula bar Exit Button For this app I have also added an Exit Button to the Gallery Screen, and added an icon OnSelect fx = Exit() Navigate to the App in the left-hand Tree View and look at the options in Properties Menu on the right-hand side, that says Confirm Exit Turn off if you would like the system to confirm before the user exits Confirm exit message – type in a message you would want the user to see ---> Step 4: Save and Publish the App Although saving, and the auto save setting was explored, in the event this was not utilized let's save and publish! Save the App: Select the Save icon in the upper-right corner and give your app a name. Publish: the app to make it available to your organization. Share the App: Share the app with your team members and assign appropriate permissions. Conclusion Creating a Power App from a SharePoint list is a powerful way to leverage your existing data and create custom applications that meet your organization's needs. By following the steps outlined in this guide, you can build an app that improves efficiency, enhances collaboration, and provides valuable insights. Start exploring the possibilities of PowerApps and SharePoint today! Additional Resources Add and configure controls in canvas apps - Power Apps | Microsoft Learn Understand delegation in a canvas app - Power Apps | Microsoft Learn Connect to SharePoint from a canvas app - Power Apps | Microsoft Learn Congratulations! You’ve now walked through the full process of building a Power App that connects directly to your SharePoint List. From selecting the correct data source to customizing fields, adding logic, and polishing your interface — your app is now functional and ready to test with real users. Before you go live, make sure to: Review your SharePoint permissions so employees only see their own data, Confirm Power App users only have “Can use” access and not edit privileges, And walk through your app to catch any last usability tweaks. 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppWhat’s Included with Microsoft’s Granted Offerings for Nonprofits?
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