Microsoft Power Platform, particularly Power Apps and Power Automate, provides unparalleled opportunities for business process automation. However, with large datasets, comes the need for handling tasks like import, export, and bulk deletion. As part of the PL-200 Microsoft Power Platform Functional Consultant certification training, professionals are trained to effectively handle these data management tasks.
I. Importing Data
Power Apps provide various tools to import different data types, including Excel, SharePoint lists, Common Data Service, and others.
For example, to import data from an Excel file into a Power Apps Canvas app, follow the steps below:
- Start by creating a new Canvas app or use an existing one.
- Click on the ‘Data’ tab on the top and select ‘Connections.’
- Click ‘+ Add connection’ > ‘Add static data to your app.’
- Pick your desired Excel file and click ‘Connect.’
- Now, you should be able to see your file’s data within your app.
II. Exporting Data
Exporting data from Power Apps is also simple and straightforward. For instance, to export data to Excel, follow these instructions:
- Navigate to the Entity you want to export.
- Select the data you want to export.
- Click on the ‘Export to Excel’ button and select your preferred Excel file format.
The data will download as an Excel sheet containing the requested data.
III. Bulk Deletion
For bulk deletion, Power Apps offer multiple ways. Let’s look at how to delete data in bulk from a Common Data Service.
- Navigate to https://make.powerapps.com.
- On the left pane, click on ‘Data’ > ‘Tables.’
- Select the table with data you wish to delete.
- Here you can select and delete the records individually, or you can filter your list and use the checkboxes to select multiple records and delete them all at once.
The bulk deletion feature is handy, especially when dealing with a massive amount of records. However, please exercise caution while deleting any data in bulk to prevent accidental deletion of important data.
The practical knowledge of data management tasks such as import, export, and bulk deletion comes with hands-on experience and is an integral part of the PL-200 Microsoft Power Platform Functional Consultant exam. It is vital for candidates to understand and practically expose themselves to these features for better navigation and management of data within the Microsoft Power Platform.
Unfortunately, Power Apps’ Power FX language does not support code yet for import, export, and bulk data operations, but Power Apps’ GUI is designed intuitively to guide users through these operations without any difficulty.
Remember, practice is key when managing data in Power Platform. Handling these procedures during your certification prep will ease your journey and increase your proficiency as a Functional Consultant for Microsoft Power Platform.
Practice Test
True or False: Data cannot be imported in Microsoft Power Platform using Excel Online.
- True
- False
Answer: False
Explanation: Microsoft Power Platform allows data import using Excel Online. Any data stored in Excel can be imported directly into the system.
Which of the following operations can you perform with a Dataflow in Microsoft Power Platform?
- a) Import data from different sources
- b) Map data to standard and custom entities
- c) Edit the dataflow once it is created and running
- d) Export data to different sources
Answer: a, b
Explanation: With Power Platform dataflows, you can import data from different sources and map data to standard and custom entities. However, you cannot edit a dataflow once it is created and running. Additionally, dataflows are primarily used for importing data, not exporting.
True or False: Bulk deletion can be performed in Power Platform by non-admin users.
- True
- False
Answer: False
Explanation: Only users with the system administrator or system customizer security role can perform bulk deletion in Power Platform as it requires special permissions.
Which of the following is NOT a feature of Power Platform’s import wizard?
- a) Importing from Excel and CSV files
- b) Importing from SharePoint lists
- c) Mapping imported data to existing entities
- d) Exporting data to SQL Server databases
Answer: d
Explanation: The import wizard in Power Platform does not support the export of data. Its primary function is to import data from Excel, CSV files, and SharePoint lists and map it to entities within the platform.
Multi-select: What are some of the tasks you can perform with Power Query in Power Platform?
- a) Import data from multiple sources
- b) Transform and clean data
- c) Create custom visuals
- d) Perform bulk deletion operation
Answer: a, b
Explanation: Power Query in Power Platform allows you to import data from a variety of different sources, and to clean and transform that data. However, it cannot be used to create custom visuals or perform bulk deletion operations.
True or False: The import and export procedures in Microsoft Power Platform involve data mapping.
- True
- False
Answer: True
Explanation: Data mapping is an essential part of the import and export procedures in Power Platform. The process ensures that data from the source file translates correctly into the Power Platform system.
When performing bulk deletion, what will happen if some records are related to other records that you didn’t select for deletion?
- a) The deletion will fail
- b) Only the selected records will be deleted
- c) All the related records will also be deleted
- d) The system will prompt for your decision
Answer: b
Explanation: When performing bulk deletion, the system will only delete the records you select for deletion, and it does not automatically delete related records.
True or False: When exporting data in Microsoft Power Platform, you can choose the format of the exported data.
- True
- False
Answer: True
Explanation: When exporting data, you can choose the format you want the data in such as Excel or CSV.
Multi-select: What kind of data can you import into Microsoft Power Platform?
- a) Excel files
- b) CSV files
- c) XML files
- d) JSON files
Answer: a, b, c
Explanation: Data can be imported into Microsoft Power Platform from multiple sources, and it supports a variety of file types including Excel, CSV and XML. As of now, JSON files are not supported for import.
True or False: You can schedule import of data into Microsoft Power Platform.
- True
- False
Answer: True
Explanation: Microsoft Power Platform allows scheduling of data imports. This can be done by defining a data import sequence, or by using dataflows that can be scheduled to run at specific times.
Interview Questions
How can you import data into the Power Platform environment?
You can import data into the Power Platform environment using the Data Management tools found in the Power Platform Admin Center. Data can be imported in various formats including CSV, XML, XLSX, and more.
What is the maximum file size for a data import in Microsoft Power Platform?
The maximum file size that can be imported into the Microsoft Power Platform is 32 MB.
What is Dataflow in Power Platform, and can it be used for importing data?
Yes, Dataflow is a feature in Power Platform that allows users to shape, combine, clean and transform data from a wide array of sources and load it into Microsoft Dataverse.
What happens if you import data into Microsoft Power Platform that contains duplicate records?
If the data being imported contains duplicates, Power Platform will use the “Duplicate Detection” system setting. If the setting is enabled, Power Platform will identify the duplicate records, prevent their creation, and generate a report. However, if this setting is disabled, duplicates may be created.
Can Power Platform export data?
Yes, you can export data from Microsoft Power Platform to CSV, Excel, PDF, or other Office formats using the Export to Excel feature.
How can you delete bulk data in Power Platform?
To delete bulk data in Power Platform, you can use the Bulk Deletion feature under the Data Management section. You can define the deletion criteria and schedule the deletion job to run at a specified time.
In Microsoft Power Platform, is it possible to undo a data import operation?
No, once data import operation has been executed in Microsoft Power Platform, it cannot be undone.
Do you need specific permissions to export data from the Power Platform environment?
Yes, you must have Export to Excel permissions in your Security Role to export data from Power Platform.
What are the possible reasons for a data import failure in Power Platform?
There could be several reasons for a data import failure, such as incorrect data format, exceeded file size limit, network connectivity issues, or insufficient permissions.
Is it possible to automate a regular data export in Power Platform?
Yes, you can use the Power Automate (formerly known as Microsoft Flow) to automate data export on a predefined schedule.
How will I know if my bulk deletion job is done in Power Platform?
Power Platform will send an email notification when the bulk deletion job is done. The email will contain details about how many records were deleted.
Can Power Platform handle importing data that contains attachments?
Yes, Power Platform can handle importing data that contains attachments. Attachments are imported as annotation (note) records.
Can Azure Data Lake be used for exporting data from Power Platform?
Yes, Power Platform has integration with Azure Data Lake for data exporting and analytics tasks.
Is there any specific tool needed from Power BI to import data into Power Platform?
No, Power BI is a separate service used for data visualization and analytics. Data import in Power Platform is performed independently, using the data management tools within the Power Platform itself.
Can I pause or cancel a data import operation while it’s running in Power Platform?
No, once an import operation begins in Power Platform, it cannot be paused or canceled. It must run to completion.
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