Steps/pre-requisites required to make external users access the canvas App.

[Anonymous]

Hello, Can anyone kindly mention the Steps/pre-requisites required to make external users access the canvas App. As I read across the Microsoft docs , it mentions adding that particular user to azure AD as a guest user & guest user must have a license with Power Apps to use the app .

Will these steps be enough for the guest user to use the app ? & the guest user will be using another tenant & the app might be present in another tenant , will he still be able to use the app. ?

Also will power Can power apps portal can be used instead of any kind of canvas power app. As in the portal , we can have both internal & external users to access it . My idea is to create an app for collecting user documents based on few conditions, they fill the form in power apps & give the attachments . So , kindly mention the best practice.

Kindly suggest the proper steps in these cases, if anything seem to be missing. Thanks in advance & expecting quick response due to time constraints.

[Pstork1]

Step by step instructions are included in this official documentation. The steps must be followed in the tenant where the app is being hosted. But the Power Apps license used can come from the user's home tenant or the tenant where the app is hosted.

Share canvas apps with guests - Power Apps | Microsoft Docs

The Power Apps Portal uses different licensing than Power Apps Canvas Apps. External users to the portal don't need to be licensed. They can even access the Portal anonymously.  Portal licensing is based on logins or Page hits instead of per user licensing for external users.  Here's a quote from documentation on Portal licensing for external users.

PowerApps Portals will be licensed per the following:

• External users (authenticated) will be $200 for 100 logins/month.
• External users (anonymous) will be $100 for 100,000 web page views/month.
• Internal users are able to access portals using a PowerApps per app or per user plan as per above.

New licensing options for PowerApps and Microsoft Flow standalone paid plans | Microsoft Power Apps

[Anonymous]

Thanks a lot @Pstork1 for the quick response . I request you to give solution to 2 more clarifications. 

Let me describe my app scenario,

1."I want to have form where the customer organization fills out the form of basic details like (mail , name & contact no.) & then fix the attachment (only pdf) accepted, so we need to write the condition for that.

2. "After given date/ specified date mentioned by admin/HR they shouldn't be able to submit the form (form should be disabled)", so need to write formula/condition for the same on power apps.

3."Trigger mails to the particular user's manager/HR once the user fills the form", so integrating flows also to the app.

So considering these conditions to apply on power apps & flows to integrate, according to my knowledge we can do all these using 'canvas app' . so my clarification is can we include all these functionalities in 'power apps portal'? while we make the website?

And 2nd clarification , I guess 'power apps portal' costs more as it uses only 'Data verse' as data source. As the present customer wants to limit only to 'E1/E3' office 365 license which they presently make use of. So , regarding the license part only 'canvas /model driven app' fits here right? Please do correct me here if I'm wrong here. As these licenses part are little confusing. As you already mentioned license occurs on no. of 'logins' & 'views', so this part might be costing more right? As the customer wants to fix only to the present license (E1/E3).

Kindly consider these scenario & help me on the same. Thanks in advance , expecting a quick response as the ideology needs to be submitted tomorrow.

Spoiler

[Pstork1 · Accepted solution]

Since you can embed a Canvas app in a Power Apps Portal, yes you should be able to do all that using a combination of Power Apps and Flow.  But any internal user who works with the portal or apps in the portal would need a per app or per user Power Apps license.  An E1/E3 would not be sufficient for this purpose since you are using the portal. But if external users only interact with the Portal (and apps embedded in the portal) then they would not need a Power Apps license like a regular Canvas external user.  Their licensing would be either per login (authenticated external users) or per page view (anonymous external users). In your case they would need to be authenticated since you want to do things based on their identity.

[Anonymous]

Thanks a lot @Pstork1 , it was on point. This draws me to few clarification/confirmations , as I'm thinking in all the corners, Kindly do look into these:

1. okay so no need to share the licenses for the external users to use the power apps portal, but the internal users/ organization gets charged up for the number of users logins/views as the number of external users use the website? correct me if I'm wrong here.

2. As we can embed the canvas app in the power apps portal, as my canvas app will be using 'SharePoint' as a data source, will the external users still be able to access the 'SharePoint' data in this case , as we need all the connections used in the app to be shared to all the users using the canvas app ?  If yes, that they need to get the 'SharePoint' connection shared, in that case creating 'custom permissions' in the SharePoint would help right? so that others can't edit the lists.

3. Or , as we are embedding a canvas app in the power apps portal only, it only uses data verse other than that no other standard connectors are used, so we need to use only data verse.

kindly answer these scenario's . Thanks in advance.

[Pstork1 · Accepted solution]

1) Internal users need Power Apps licenses to use the Portal.  Logins/Views is the licensing for external users only.

2) The external users accessing SharePoint through the portal will need permission to the SharePoint lists/libraries that are used by the App/Portal.  But external user access in SharePoint does not require an additional license.  External users will need whatever permissions are needed to make the app work.  So if they need to create SharePoint items via the app they will need Read/Write permissions to the SharePoint list.  There is no way to build a Power App to write to a SharePoint list where the user doesn't have write access to the list itself.

3) If the data will be in Dataverse only then the external users will need permission to the Dataverse data, just like they would SharePoint.  But this shouldn't change the licensing if they only access it through the portal.

[Anonymous]

Thanks a lot for the response. So 1 quick thing to wind up on , sorry for delay in the response . So as you mentioned "Logins/Views is the licensing for external users only" -> so external users will be charged for using the power apps portal right (or website where they enter the details in the form or something)?

Also as we can embed the canvas app in portal apps , we can make use of any of the standard/premium data(200+) data connectors? As usually in power apps portal , only 'data verse' will be the only data source to be used. 

Kindly look into this , thanks for all the replies & queries answered till now . Response for this would be great.

[Pstork1 · Accepted solution]

For external users you will be charged for external users.  The charge will be based on the number of external users who login or the page views by anonymous users.  And the Power Apps portal IS a web site.  

Yes, you can embed canvas apps in the portal and use premium connectors.  Internal users will need appropriate licenses and external users will be covered by the portal licensing.

[Anonymous]

Thank you again @Pstork1 . But as you mentioned here who all the external users are authenticated or anonymous users . As mentioned here " For external users you will be charged for external users.  The charge will be based on the number of external users who login or the page views by anonymous users".

So my customer wants  their clients/ their agents (external users)to use the app & make entry without getting/having any charge , as there will be charges based on logins & views. They mention it could be fine if the organization can incur the charges instead of external users. Imagine an agency company like they want new users or new clients all the time to enter their data through this app or depends, so in those scenario's

So, kindly mention any solution for this. Thanks in advance.

[Pstork1 · Accepted solution]

Sorry, let me clarify.  The person who owns the portal will be charged for external users based on logins or anonymous page views.  The users will not receive a bill.  But there will be a cost based on that usage.  The bill for usage by external users will come to the client, not the external users.  Especially for anonymous users MS would have no way to charge them for page views.