Share Power Apps with External Users

Hello Power People,

Share Power Apps with External Users, Yes this is possible, let's see how to accomplish this in this article.

Overview:

Scenario:

"Power Trainers Org" is a company who sells IT Services, IT team has created a Canvas Power Apps "Power Trainers Org Help Desk App" for their customer organizations to raise any issues if they face on the purchased items.

A user form external customers organization ("5npt00") is facing issues in the purchased assets..

Let's see step by step on how to accomplish the external sharing of the Power Apps, so that customers can raise the issues.

Step 1: Get the user's organization (5npt00) email address.

Barry Obama ("bobama@5npt00.onmicrosoft.com") is the user, with whom the app needs to be shared.

Step 2: Invite External user to "Power Trainers Org".

Go to Azure Active Directory (New Name- Microsoft Entra ID) of "Power Trainers Org" and invite the external user, this will create a guest user profile for the external user.

Step 3: External user to Accept the invitation

External user have to accept the invite from the email received.

Step 4 : External user License Assignment to access Power Apps

Important point to notice:

“5npt00” External Organization needs to provide License to their Internal user “Barry Obama” to access the app of their and another organization.

or

“PowerTrainerSKOrg” Organization needs to share the license with the external users (i.e., “Barry Obama”) to let him access the app from their organization

Currently the above license is provided by "5npt00" organization their internal user "Barry Obama".

If in case "5npt00" organization doesn't provide license to their internal user "Barry Obama", then "PowerTrainerSKOrg" would need to provide either Power Apps per user or Power Apps per App License to external user to let them access the app.

Plus, any underlying resources the Power Apps is using those needs to be shared with external user too.

Step 5: "PowerTrainerSKOrg" Organization to Share "Power Trainers Org Help Desk App" Power Apps with External user.

Go to https://make.powerapps.com and from the list share the app with the user.

Note: Any underlying Data sources and proper access needs to be shared with the external users, otherwise they won't be able to move past the Allow connections screen on the Power Apps.

Step 6: Share Underlying resources which are used in Power Apps App (In our case it's SharePoint List)

For the SharePoint list which is the data source of this app, any user would need to have contribute access so that they would be able to create records in the list from the Help Desk App.

To Share any SharePoint Site or List/library, there are couple of steps we need to take.

1. Organization must have the SharePoint Sharing enabled from SharePoint Admin Center.

2. SharePoint Admin must activate the sharing of site collection externally enabled too.

3. Share the SharePoint site with the guest user.

Guest user Barry Obama need to access this link using his login in his organization.

Step 7: Guest user to open the App(from the mailbox)

Let's create a request by Guest user account.

Backend SharePoint records

With above 7 steps, you learnt how to share and access the Power Apps with external organization users.

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P.S. Article published on 13th July 2023, feel free to comment if you have any pointers which need an update.