Share your canvas apps with guest users.

Microsoft put the sharing possibility of PowerApps with Guest users in preview. Okay, time to share created canvas apps with guest users. This give us the possibility to create PowerApps that are build with the intention to share data with external persons.

Let’s start by adding a guest user into the Azure Active Directory.

Don’t forget this …

Change the “USAGE LOCATION” of the guest user.

Default the usage location of a guest user is empty. When not filled in and the guest user has been added to the Power App. The guest user cannot open the Power App via the receive link in the e-mail. So don’t forget this to change to the correct usage location!

As administrator go to the canvas app that you would like to share with your guest user. Click on Share.

Search for the guest user and click share. The guest user will be notified by e-mail that access is given to a specific canvas app.

E-mail that will be sent to the guest user.

E-mail from Microsoft.

Guest user can click “Open the app >” and use the canvas app.

Which License you use for a guest user?

During the test the guest user had a Office 365 E3 license, including the Office 365 PowerApps/Flow apps. But I did also the test with a Microsoft enabled account without Office 365 license and had no license assigned in Azure Active Directory. Even this guest user cloud access the canvas app, after he was added to the shared user list.

License

Guest user does not need to have a license assignED, THIS UNTIL OCTOBER 2019. Guest user will need a license as from OCTOBER, that means that the guest user has already one in his own tenant or you need to deliver one.

Conclusion:

It’s a great opportunity to have the possibility to create canvas apps in your organisation that can be used by people outside your organisation. I have already my first canvas app, shared with our first customer. How cool is that!

Update 01/10/2019:

  • Share apps with users outside your tenant using ADD B2B or B2C
  • Share an app with guest as easily as you do with co-worker
  • Guest can run cnavas apps that are embedded in SharePoint lists
  • Guest can access apps in both browser and mobile clients

License – update 01/10/2019:

PowerApps and Flow service can only be accessed if you have a PowerApps or Flow license. Similarly, PowerApps and Flow licenses are required for users that input data into, query, or view data from the PowerApps and Flow apps through a pooling device. Pooled connections use a non-interactive user account in PowerApps and Flow that can access the system but only via the web service layer. Internal users accessing PowerApps and Flow service indirectly through a portal or via an API to a separate service such Microsoft Outlook must also be properly licensed, regardless of if they are set up as a PowerApps and Flow user in the app, for example:

  • Internal users that access the PowerApps and Flow service must still be properly licensed for PowerApps and Flow.
  • Any user that accesses PowerApps and Flow service that is made available through an automated process requires a PowerApps and Flow license.
  • The number of tiers of hardware or software between the PowerApps and Flow apps and the user or devices that ultimately use PowerApps and Flow service indirectly does not affect the number of SLs required.



6 thoughts on “Share your canvas apps with guest users.

    1. Hi Jonas, I need to correct this and I will update the blog post.
      The test user had an Office 365 E3 license (including the Office 365 PowerApps and Flow license). What I did was removing the access to the Apps in the test user own tenant.

      Like

    2. Jonas, I have tested it also with a Gmail account without O365 license and no license assigned in Azure AD.
      The user could also access the application after adding him in the shared list. Forgot also to tell you that I have already double-checked this yesterday with the PowerApps community: https://powerusers.microsoft.com/t5/Administering-PowerApps/Share-canvas-apps-with-guests-in-your-organization/m-p/347524/highlight/true#M1293
      The Post will be updated with these findings. So the guest user does not need to have a license assigned.

      Like

    1. Thanks Frederik! Still strange to me that you don’t need a license for guest users. In theory you could deploy an app and share this with 100+ guest users without any cost? Or is running a PowerApps canvas app using basic data sources, free?

      Like

      1. Hello Jonas, that’s why I double checked this with the community. I have currently a canvas app shared with a guest customer user. The app is connected to SQL database. This data can be viewed/edited from the canvas app with the guest user without any license assigned.

        Like

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

This site uses Akismet to reduce spam. Learn how your comment data is processed.