cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
ManishM
Employee
Employee

SharePoint List v/s CDS - User/dev experience

 

PowerApps Dev team and experts

 

Would you say it is a better dev/user experience so move data from SharePoint to CDS when possible?

 

My question stems from my current multiple experiences of how erratic the data access is when reading from a SharePoint. Just until last week, my PM system which is developed in PowerApps with SP, stopped showing basic results in a gallery but is storing any new data to SharePoint list.

 

Such uncertainty does beg a question on the reliability of the existing code set version and approach.

 

Any insight will help me decide whether to move all my data to CDS for expected reliability.

 

Thanks

ManishM

1 ACCEPTED SOLUTION

Accepted Solutions

That's really helpful, thanks @NigelP !  I was worried that Sharepoint wouldn't be able to handle what I needed, but that helps me to feel better about using it.  I can't see ever needing more than 500 records at a time within the PowerApp, but that would allow office staff to access everything through Sharepoint Online if needed.

I don't know anything about delegation (unfortuntely, very new to all this), but I appreciate the tip. I'll research collections and see if I can use that.  Still haven't decided on which to use, but I'll definitely try using Sharepoint Lists for it now.

 

Thanks again!

View solution in original post

18 REPLIES 18
v-micsh-msft
Community Support
Community Support

My personal suggestion here is:

Do not store the data in a single data source.

 

In addition, currenlty Common Data Service only supports Importing( or Export )data from Excel.

Check the following document for more details:

The Common Data Service

 

Regards,

Michael

Community Support Team _ Michael Shao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

@v-micsh-msftThanks for your response.

 

Could you please elaborate what you mean when you say do not store data in a single data source - is it for backup purpose or to distribute data access load across different delegable sources?

 

My worry is more for the reliability of the data access. I am happy to move the data using import from Excel but is it worth the move to ensure reliability of data access every time?

 

I have lot of challenge working with Date field type in SharePoint List when accessing based on date criteria/filter. It giving the blue wiggly line or no result no matter how much I try to do the matching of the data type. Will this be gone if I move to CDS?

 

Sharepoint List - when it reaches 3000 records, it starts to act up by not showing any further records in the galleries which it used to show before even if I summarize the data set to < 500. I thought it was 5000 records limit. Will the 3k/5k record limitation be gone if I move to CDS?

 

Some times when my system accesses supporting data from OneDrive Excel, it behaves erratic and causes my team to hold back their data entry until the next day. Will this be gone if I move the data to CDS?

 

I have many more such experiences that break my system hence I am looking for reliability and move forward to build other systems. I apologize for being curt here. Please know that I DO LOVE the PowerApps technology and all the connectivity and integration it allows and will not give up building Apps using it.

 

Thank you

ManishM

 

 

Hello, 

I fully support Manish. I'm about to build a new app in PowerApps and honestly I have doubts when it comes to chosing SharePoint List or CDS. It wouold be good to understand limitation of both methods of storing data. Thank you!

Mag

I just wanted to say me too...I've built a simple project tracker in PowerApps and am nowhere near the limitations so far, but I'm looking at building a much bigger system to help organize machines, maintenance, repairs, and predict failures.  I can't for the life of me find anything that tells me whether I should move to the CDS or whether Sharepoint lists are fine.  I'm thinking Sharepoint because I want office workers to be able to access/work with it, but if it means my mobile guys have issues, I don't want that.  I also don't want to do a bunch of work and that have to go back and redo it all.

 

Not sure if any of you have figured out some answers to any of this, but I'm grateful for any info or tips any of you can provide.

 

Thanks!

Hi @JHeredia

 

I dont know about CDS too much, but SharePoint lists are OK as long as you know how to handle them.

 

PowerApps, by default, only handles 500 items at a time (2000 if you change the Apps Setting).  So if you only bring a smallish number of records back thats fine.  If you try and bring a lot of records (list items ) back then there are problems.  The advantage with SharePoint lists is that is that office 365 users can see them.  You cannot do that with CDS. In fact I dont know another way of reading items from CDS.  Then there is the dreaded delegation problems with SHarePoint lists.  But this can be resolved using collections.  Read the list items into a collection and then do the filtering / searching on the collection.

 

So, as you might have gathered, I am in favour of SharePoint lists.

 

Regards

 

Nigel

mogulman
Impactful Individual
Impactful Individual

I've only done a comparison between CDS and Azure SQL DB.  Hands down the winner was Azure SQL DB.  I want a database technology where I can easily get data into and out of.  SSMS (SQL Server Management Studio) does this.  I can write complex queries against data.  It supports views.  Azure functions can read/write the data and I can call an Azure function from PowerApps.  You don't need a special PowerApp license to use it.  It is inexpensive.  I'm using a Basic license ($5/month). 

That's really helpful, thanks @NigelP !  I was worried that Sharepoint wouldn't be able to handle what I needed, but that helps me to feel better about using it.  I can't see ever needing more than 500 records at a time within the PowerApp, but that would allow office staff to access everything through Sharepoint Online if needed.

I don't know anything about delegation (unfortuntely, very new to all this), but I appreciate the tip. I'll research collections and see if I can use that.  Still haven't decided on which to use, but I'll definitely try using Sharepoint Lists for it now.

 

Thanks again!

Thanks @mogulman ,

 

That's good to know, my only concern is you seem to have a solid dev experience and background, where as I'm pretty new to this all.  Does Azure SQL DB require learning a lot of coding to be able to use and implement?  I have no experience with Azure...I was trying to get a Bing Maps Key and it was slightly overwhelming 😛

 

Thanks for sharing your thoguhts!

Hey @mogulman 

You said the SQL database id only $5/month? Per app user? That's it?!

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

  It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd. at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3rd, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!       Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪🌠

Tuesday Tips: Community Ranks and YOU

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!This Week: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank! 🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Top Solution Authors
Top Kudoed Authors
Users online (4,765)