Share a canvas app in PowerApps

After you build a canvas app that addresses a business need, specify which users in your organization can run the app and which can modify and even reshare it. Specify each user by name, or specify a security group in Azure Active Directory. If everyone would benefit from your app, specify that your entire organization can run it.

Important

For a shared app to function as you expect, you must also manage permissions for the data source or sources on which the app is based, such as Common Data Service or Excel. You might also need to share other resources on which the app depends, such as flows, gateways, or connections.

Prerequisites

Before you share an app, you must save it to the cloud (not locally) and then publish the app.

  • Give your app a meaningful name and a clear description, so that people know what your app does and they can easily find it in a list. On the File menu in PowerApps Studio, select App settings, specify a name, and then type or paste a description.

  • Whenever you make changes, you must save and publish the app again if you want others to see those changes.

Share an app

  1. Sign in to PowerApps, and then select Apps near the left edge.

    Show list of apps

  2. Select the app that you want to share by selecting its icon.

    Select an app

  3. In the banner, select Share.

    Open share screen

  4. Specify by name or alias the users or security groups in Azure Active Directory with which you want to share the app.

    • To allow your entire organization to run the app (but not modify or share it), type Everyone in the sharing panel.
    • You can share an app with a list of aliases, friendly names, or a combination of those (for example, Jane Doe <jane.doe@contoso.com>) if the items are separated by semi-colons. If more than one person has the same name but different aliases, the first person found will be added to the list. A tooltip appears if a name or alias already has permission or can't be resolved.

    Specify users and co-owners

    Note

    You can't share an app with a distribution group in your organization or with a user or group outside your organization.

  5. If you want to allow those with whom you're sharing the app to edit and share it (in addition to running it), select the Co-owner check box.

    You can't grant Co-owner permission to a security group if you created the app from within a solution.

    Note

    Regardless of permissions, no two people can edit an app at the same time. If one person opens the app for editing, other people can run it but not edit it.

  6. If your app connects to data for which users need access permissions, specify them.

    For example, your app might connect to an entity in a Common Data Service database. When you share such an app, the sharing panel prompts you to manage security for that entity.

    Assign a security role

    For more information about managing security for an entity, see Manage entity permissions later in this topic.

  7. If you want to help people find your app, select the Send an email invitation to new users check box.

  8. At the bottom of the share panel, select Share.

    Everyone with whom you shared the app can run it in PowerApps Mobile on a mobile device or in AppSource on Dynamics 365 in a browser. Co-owners can edit and share the app in PowerApps.

    If you sent an email invitation, everyone with whom you shared the app can run it by selecting a link in the invitation.

    • If a user selects the link on a mobile device, the app opens in PowerApps Mobile.
    • If a user selects the link on a desktop computer, the app opens in a browser.

    Co-owners who receive an invitation get another link that opens the app for editing in PowerApps Studio.

You can change permissions for a user or a security group by selecting their name and then performing either of these steps:

  • To allow co-owners to run the app but no longer edit or share it, clear the Co-owner check box.
  • To stop sharing the app with that user or group, select the Remove (x) icon.

Security-group considerations

  • If you share an app with a security group, existing members of that group and anyone who joins it will have the permission that you specify for that group. Anyone who leaves the group loses that permission unless they belong to a different group that has access or you give them permission as an individual.

  • Every member of a security group has the same permission for an app as the overall group does. However, you can specify greater permissions for one or more members of that group to allow them greater access. For example, you can give Security Group A permission to run an app, but you can also give User B, who belongs to that group, Co-owner permission. Every member of the security group can run the app, but only User B can edit it. If you give Security Group A Co-owner permission and User B permission to run the app, that user can still edit the app.

Manage entity permissions

Common Data Service

If you create an app based on Common Data Service, you must also ensure that the users with whom you share the app have the appropriate permissions for the entity or entities on which the app relies. Specifically, those users must belong to a security role that can perform tasks such as creating, reading, writing, and deleting relevant records. In many cases, you'll want to create one or more custom security roles with the exact permissions that users need to run the app. You can then assign a role to each user as appropriate.

Note

As of this writing, you can assign security roles to individual users and security groups in Azure Active Directory but not to Office groups.

Prerequisite

To assign a role, you must have System administrator permissions for a Common Data Service database.

Assign a security group in Azure AD to a role

  1. In the sharing panel, select Assign a security role under Data permissions.

  2. Select the role or roles in Common Data Service that you want to assign to the user or the security group in Azure AD with which you want to share the app.

    Security role list

Common Data Service (previous version)

When you share an app that's based on an older version of Common Data Service, you must share the runtime permission to the service separately. If you don’t have permission to do this, see your environment administrator.

Share with guests

Important

  • Preview features aren’t meant for production use and may have restricted functionality. These features are available before an official release so that customers can get early access and provide feedback.
  • Preview features have limited support by Microsoft Support and may be available only in selected geographic areas.

PowerApps canvas apps can be shared with guest users of an Azure Active Directory tenant. This enables inviting external business partners, contractors, and third parties to run your company’s canvas apps.

Note

Guests may only be assigned the User role, and not the Co-owner role, for apps shared with them.

Prerequisites

  1. In Azure Active Directory (Azure AD), enable B2B external collaboration for the tenant. More information: Enable B2B external collaboration and manage who can invite guests
  2. Access to an account that can add guest users to an Azure AD tenant. Admins and users with the Guest Inviter role can add guests to a tenant.
  3. A PowerApps license must be assigned to the guest user in the tenant the app being shared is associated with. Although not possible yet, prior to general availability of canvas app guest access, guests with a PowerApps license in their home tenant won’t need to be assigned a license in the tenant they’re a guest.

Steps to grant guest access

  1. Select New guest user to add guest users in Azure AD. More information: Quickstart: Add a new guest user in Azure AD.

    Add guest in Azure AD

  2. Assign a license to the guest user.

    Important

    You may need to disable the Microsoft 365 admin center preview to assign a license to a guest.

  3. Share the canvas app.

    1. Sign in to https://make.powerapps.com
    2. Go to Apps, select a canvas app, and then on the command bar select Share.
    3. Enter an email address for a guest user from an Azure AD tenant. More information: What is guest user access in Azure AD B2B?

      Share with guest

After you share an app for guest access, guests can discover and access apps shared with them from the email sent to them as part of sharing.

Guests receive app share email

Frequently Asked Questions

What’s the difference between canvas app guest access and PowerApps Portals?

Canvas apps enable building an app, tailored to digitizing a business processes, without writing code in a traditional programming language such as C#. Guest access for canvas apps enables teams of individuals made up of different organizations participating in a common business process to access the same app resources that may be integrated with a wide variety of Microsoft and third-party sources. More information: Overview of canvas-app connectors for PowerApps.

PowerApps Portals provide the ability to build low-code, responsive websites that allow external users to interact with the data stored in Common Data Service. It allows organizations to create websites that can be shared with users external to their organization either anonymously or through the login provider of their choice, such as LinkedIn, Microsoft Account, or other commercial login providers.

The following table outlines a few core capability differences between PowerApps Portals and canvas apps.

Interface Authentication Accessible data sources
PowerApps Portals Browser only experience Allows anonymous and authenticated access Common Data Service
Canvas apps Browser and mobile apps Requires authentication via Azure AD Any ~150 out-of-box connectors and any custom connector

Can guests access customized forms in SharePoint?

Yes. Any user that can access a SharePoint list with a customized form can create and edit items in the list, using the form, without any PowerApps license.

Can guests access apps embedded in SharePoint?

Yes. Though, access to canvas standalone apps require a PowerApps license including apps that are embedded. When embedding a canvas app in SharePoint via the Microsoft PowerApps embed control, enter the app id. To do this, enter the app ID in the App web link or ID box.

Embed canvas app in SharePoint for guests

When embedding a canvas app in SharePoint via the iFrame HTML tag, reference the app using the full web URL. To find the URL, go to http://make.powerapps.com, select an app, select the Details tab, and the URL is displayed under Web link.

Canvas app details

How come guests can launch the app shared with them but connections fail to be created?

As with non-guests, the underlying data source(s) accessed by the app must also be made accessible to the guest.

What license must be assigned to my guest so they can run an app shared with them?

The same license that’s required for non-guests to run an app. For instance, if the app doesn’t use premium connecters then a PowerApps P1 license is enough to assign to the guest.

Prior to canvas app guest access general availability, guests with a PowerApps license in their home tenant won’t need to be assigned a license in the tenant they’re a guest.

SharePoint customized form Standalone canvas app using non-premium connectors Standalone canvas app using premium connectors Model driven app
SharePoint user (no PA license) x
PowerApps Included w/ Office x
PowerApps Plan 1 x x
PowerApps Plan2 x x x x

In PowerApps Mobile, how does a guest see apps for their home tenant?

Any user that has accessed an canvas app, on their mobile device, that’s published in an Azure AD tenant that isn’t their home tenant must sign-out of PowerApps and sign back in to PowerApps Mobile.

Prior to canvas app guest access general availability, an organization selector will allow the user to change the Azure AD tenant they’re signed in to without having to explicitly sign-out of the app.

Must a guest accept the Azure AD guest invitation prior to sharing an app with the guest?

No. If a guest launches an app shared with them prior to accepting a guest invitation the guest will be prompted to accept the invitation as part of the sign-in experience while launching the app.

What Azure AD tenant are connections for a guest user created in?

Connections for an app are always made in the context of the Azure AD tenant the app is associated. For instance, if an app is created in the Contoso tenant then connections made for Contoso internal and guest users are made in the context of the Contoso tenant.

Can guests use Microsoft Graph via Microsoft Security Graph connector or a custom connector using Microsoft Graph APIs?

No, Azure AD guests can't query Microsoft Graph to retrieve information for a tenant in which they’re a guest.

What InTune policies apply to guests using my PowerApps?

InTune only applies policies of a user’s home tenant. For instance, if Alice@Contoso.com shares an app with Vikram@Fabrikam.com, InTune continues to apply Fabrikam.com policies on Virkam’s device regardless of the PowerApps he runs.

What connectors support guest access?

All connectors that do not perform Azure AD authentication of any type supports guest access. The following table enumerates all connectors that perform Azure AD authentication and which connectors currently support guest access. Many of these will be updated leading up to general availability.

Connector Supports guest access
10to8 Appointment Scheduling No
Adobe Creative Cloud No
Adobe Sign No
Asana No
AtBot Admin No
AtBot Logic No
Azure AD Yes
Azure Automation Yes
Azure Container Instance Yes
Azure Data Factory Yes
Azure Data Lake Yes
Azure DevOps No
Azure Event Grid No
Azure IoT Central Yes
Azure Key Vault No
Azure Kusto Yes
Azure Log Analytics Yes
Azure Resource Manager Yes
Basecamp 2 No
Bitbucket No
Bitly No
bttn No
Buffer No
Business Central No
CandidateZip No
Capsule CRM No
Cloud PKI Management No
Cognito Forms No
Common Data Service No
Common Data Service (Legacy) No
D&B Optimizer No
Derdack SIGNL4 No
Disqus No
Document Merge No
Dynamics 365 No
Dynamics 365 AI for Sales Yes
Dynamics 365 for Fin & Ops No
Enadoc No
Eventbrite No
Excel Online (Business) No
Excel Online (OneDrive) No
Expiration Reminder No
FreshBooks No
GoToMeeting No
GoToTraining No
GoToWebinar No
Harvest No
HTTP with Azure AD No
Infusionsoft No
Inoreader No
Intercom No
JotForm No
kintone No
LinkedIn No
Marketing Content Hub No
Medium No
Metatask No
Microsoft Forms No
Microsoft Forms Pro No
Microsoft Graph Security No
Microsoft Kaizala No
Microsoft School Data Sync No
Microsoft StaffHub No
Microsoft Teams Yes
Microsoft To-Do (Business) No
Muhimbi PDF No
NetDocuments No
Office 365 Groups Yes
Office 365 Outlook No
Office 365 Users Yes
Office 365 Video No
OneDrive No
OneDrive for Business No
OneNote (Business) No
Outlook Customer Manager No
Outlook Tasks Yes
Outlook.com No
Paylocity No
Planner No
Plumsail Forms No
Power BI Yes
Project Online No
ProjectWise Design Integration No
Projectwise Share No
SharePoint Yes
SignNow No
Skype for Business Online No
Soft1 No
Stormboard No
Survey123 No
SurveyMonkey No
Toodledo No
Typeform No
Vimeo No
Webex Teams No
Windows Defender Advanced Threat Protection (ATP) No
Word Online (Business) No