Exercise - Create a custom table and import data

Completed

Scenario

The current sales process for your company is manual and updates are only provided each Friday. To simplify this process, minimize the opportunity for mistakes, and improve visibility, you have decided you want to create a new app to track sales leads and automatically calculate the forecasted revenue. You want to use Common Data Service to store the list of potential customers.

Use Microsoft Dataverse to store data

In this exercise, you will use Dataverse to store the list of potential customers for your app.

Creating a Custom table

  1. Go to the Power Apps home page and sign in to Power Apps.

  2. On the menu, expand Data and Select tables.

  3. Select New table.

  4. Enter the following information:

    • Display name: Prospects
  5. In the Primary Name column section, enter the following information:

    • Display name: Prospect Name
  6. Select Create.

  7. Select Add column.

  8. Enter the following information:

    • Display name: Stage
    • Data Type: Choice
  9. For choice, Select the dropdown and select New choice. Enter the following information and Select Save.

    • Display name: Prospect Stage
    • Name: prospectstage
    • Add the following items/options: Lead, Opportunity, Won, Lost
  10. Once the choice has saved, continue entering the following information for the new column:

    • Default value: Lead
    • Change Required dropdown to Required
  11. Select Done.

  12. Select Add column.

  13. Enter the following information and then Select Done.

    • Display name: Contract Amount
    • Data Type: Currency
  14. Select Add column.

  15. Enter the following information and then Select Done.

    • Display name: Probability
    • Data Type: Whole Number
  16. Select Save table, in the bottom-right corner.

  17. Select Add column.

  18. Enter the following information and then Select Done.

    • Display name: Forecasted Revenue
    • Data Type: Currency
    • Select +Add for Calculated or Rollup
    • Select +Calculation
  19. On the popup, Select Save.

  20. A new browser window will open. Select Add action near the bottom.

  21. Enter the following formula, but do not copy and paste, type it in as your column names will not be exactly the same as the example below since the crXXX_ will be specific numbers and letters that define your environment. The formula entry will auto-suggest you options as you start to type the column names.

    crXXX_contractamount * (crXXX_probability / 100)

  22. Select the checkmark to save your changes. You may need to scroll right to see it.

  23. Select SAVE AND CLOSE.

  24. Select Done.

Add a Business Rule

  1. On the table designer toolbar, Select Business rules.
  2. Select Add business rule, a new browser tab will open.
  3. Select on the Condition New Condition from the design pane.
  4. In the right-hand pane, for field choose Contract Amount.
  5. For the Operator, choose contains data.
  6. Select Apply.
  7. In the right-hand pane, Select Components.
  8. Select and hold Set Business Required and drag to the plus symbol to the right of the purple checkbox in the design pane.
  9. In the right-hand pane, for field choose Probability.
  10. For the Status, choose Business Required.
  11. Select Apply.
  12. In the top left of the screen, Select the dropdown next to Prospects New business rule and set the Business rule name to Make Probability Required.
  13. Select Save in top-right corner of screen.
  14. Select Activate to activate the rule.
  15. Select Activate to confirm activation.
  16. Close the browser tab.
  17. Now back on the table management screen, Select Done.

Importing Data from an Excel file

You will use the Excel spreadsheet named Prospects for this exercise. Open the link, and select the Download button and save it locally.

  1. Open the file. Notice the “Stage” column is empty, you will need to look these up and enter them manually.

  2. Go to the Power Apps home page and sign in to Power Apps.

  3. Go back to your Excel file and in the Stage column enter the values as below:

    • Contoso Flooring: Won
    • Fabrikam Inc: Won
    • Adventure Works: Lead
    • Adatum: Lead
    • VanArsdel: Lost
    • Relecloud: Opportunity
  4. Save and close the Excel file.

  5. Continue with the Prospects table.

  6. Select the drop-down arrow to the right of Get data and select Get data from Excel.

    Note

    If you receive an error when selecting the Get data from Excel option, then your Power Apps license does not allow for importing Excel data.

  7. Select Upload, locate the Prospects Excel file, and Select Open.

  8. Select Map columns. Map the following Prospect columns to the associated Source values:

    • Contract Amount: ContractAmount
    • Prospect Name: Name
    • Stage Value: Stage
    • Probability: Probability
  9. Select Save Changes at the top.

  10. Select Import.

  11. Select tables.

  12. Select the Prospects table and Select Data.

  13. Ensure that the data has successfully imported.