Power Apps lets you build custom applications with ease. These applications can connect to your business data stored either in the underlying data platform (Dataflex) or in various online and on-premises data sources (SharePoint, Excel, Office 365, Dynamics 365, SQL Server, etc.).
When we talk about sharing data externally in the context of Power Apps, it is important to note that you share the apps, not the data directly. However, the apps provide access to view, modify and enter data.
Before sharing your app with external users, ensure that these users have access to your data source. Power Apps itself does not grant permission to your data source. Note that you should always strive to apply the principle of least privilege: grant only the permissions needed for the user to perform their tasks.
To share your Power App, follow these steps:
- Navigate to the Power Apps portal.
- Select the ‘Apps’ tab from the left panel.
- Click on the ellipsis (…) symbol next to the required app.
- Select ‘Share.’
Here, you can manage different permissions (Co-owner, Contributor, User) for different users, including external users.
Sharing Data Externally through Power BI:
Power BI is a suite of business analytics tools that allows you to analyze data and share insights. Sharing data externally via Power BI can be achieved through multiple ways:
- Publish to Web: This method is straightforward and allows you to create an embed code that you can insert in a web page, blog, or article. Note that data shared this way is available to anyone on the web, and no authentication is required to view it.
- Embed in SharePoint Online: This method allows sharing of Power BI content to an external user if they have a SharePoint Online license. It embeds the report in SharePoint Online where it can be accessed.
- Power BI Apps: These are collections of dashboards and reports built to deliver key metrics for your organization. You can share a Power BI app with external users, and they should have a Power BI Pro license to access the app.
In conclusion, sharing data externally in Microsoft Power Platform allows organizations to improve their collaborations and business insights. It’s always important to consider the security measures and permissions when doing so, to ensure the data stays protected. Both Power Apps and Power BI provide effective ways to share data externally, enabling organizations to leverage their data for maximum impact.
Practice Test
True or False: Microsoft Power Platform allows you to share data externally with non-Microsoft users.
- True
- False
Answer: False
Explanation: Microsoft Power Platform works within the Microsoft ecosystem. Thus, external sharing typically implies sharing data with users outside the organization but within Microsoft’s ecosystem.
To share data externally, do you need to have appropriate permissions and security roles?
- True
- False
Answer: True
Explanation: Sharing data externally requires a user to have the appropriate permissions and security roles to ensure data is handled securely and misappropriation does not occur.
Which Microsoft Power Platform tool is primarily used for sharing data externally?
- A. Power BI
- B. Power Apps
- C. Power Automate
- D. Power Virtual Agents
Answer: A. Power BI
Explanation: Power BI is the primary tool used for sharing reports, visuals and data externally.
True or False: Power BI can give users the ability to filter and view data as per their requirements during external sharing.
- True
- False
Answer: True
Explanation: Power BI sharing capabilities include allowing users to interact with the report and filter/view data as per their needs.
Which feature of Power BI allows users to share dashboards, reports, and apps with other users outside their organization?
- A. PowerShare
- B. Power External
- C. Azure AD B2B
- D. Power BI teams
Answer: C. Azure AD B2B
Explanation: Azure AD B2B in Power BI allows users to share content with individuals outside of their organization securely.
True or False: You can share data with anyone by just using their email address on Power BI.
- True
- False
Answer: False
Explanation: Sharing data on Power BI requires more than just an email address. The external user must be added to the Azure Active Directory as a guest user.
What is the security protocol that is used by Microsoft Power Platform to ensure the safety and privacy of shared data?
- A. Quantum cryptography
- B. Firewall
- C. Azure Active Directory
- D. Secure Sockets Layer (SSL)
Answer: C. Azure Active Directory
Explanation: Microsoft Power Platform uses the Azure Active Directory to create a secure environment for sharing and accessing data.
Which Microsoft Power Platform tool is used for automating and sharing workflows and tasks?
- A. Power BI
- B. Power Apps
- C. Power Automate
- D. Power Virtual Agents
Answer: C. Power Automate
Explanation: Power Automate is used for creating automated workflows between apps and services to get notifications, synchronise files, collect data and more.
True or False: External users can edit the shared Power BI content.
- True
- False
Answer: False
Explanation: External users can only view and interact with the shared content. To edit, they would require additional permissions.
During external sharing in Power BI, can you govern the data that individuals access?
- True
- False
Answer: True
Explanation: Power BI administrators use Azure Active Directory and Power BI admin portal to govern data access by individuals.
True or False: You can share Power Apps with external users.
- True
- False
Answer: False
Explanation: Currently, Power Apps doesn’t support sharing apps with external users.
During the external sharing of data, which protocol helps in logging and determining data usage?
- A. OAuth
- B. SAML
- C. Audit log
- D. SOAP
Answer: C. Audit log
Explanation: Audit log records events or patterns of activity that can let you see anomalies, and provide better visibility into the usage of data.
True or False: Power BI can only share data in a report format.
- True
- False
Answer: False
Explanation: Power BI allows data to be shared in multiple ways including dashboard sharing, report sharing as well as sharing through apps.
Which of these is not an option for sharing data externally in Power BI?
- A. Publishing to Web
- B. Embedding in SharePoint Online
- C. Embedding in a non-Microsoft Website
- D. Sharing via Email
Answer: C. Embedding in a non-Microsoft Website
Explanation: Power BI can embed reports and data in SharePoint online, publish to web, and share through email but it doesn’t support embedding in a non-Microsoft website.
True or False: You can use Power Automate to automate the data sharing process in Power BI.
- True
- False
Answer: True
Explanation: Power Automate can be used to automate various tasks in Power BI, such as sharing reports, data updates, and more. But the primary function of Power Automate is to create interconnectivity between various apps and services.
Interview Questions
What is the first step in sharing data externally in Microsoft Power Platform?
The first step is to understand and determine the kind of data that you want to share.
Which feature in Microsoft Power Platform can be used to share data externally?
Microsoft Power Platform’s data export service and Power Automate can be used to share data externally.
How does Power Automate support sharing data externally?
Power Automate allows users to create automated workflows between applications and services to get notifications, synchronize files, collect data, and more.
When sharing data externally, what should you consider regarding regulations and compliance?
It’s important to be aware of the compliance, regulations, and consent requirements for data sharing, especially for sensitive data. You should ensure your data sharing process adheres to GDPR and other regional privacy laws.
Is there a data size limit for sharing data externally from the Power Platform?
No, there is no data size limit for sharing data externally from the Power Platform.
How does the data export service in Microsoft Power Platform work for sharing data?
The data export service of Microsoft Power Platform provides a secure and scalable service for exporting Power Apps data to an Azure SQL Database.
How can you ensure that the shared data is used appropriately?
Use policies and controls to ensure that shared data is used and accessed appropriately.
How can external data sharing impact security?
External data sharing can bring potential security risks. It is crucial to apply the access controls and policies properly to ensure data security.
Is there a way to monitor the shared data within the Microsoft Power Platform?
Yes, you can monitor the data through Power Platform’s built-in analytics.
What can you do in case the external party no longer needs access to the data shared via Power Platform?
You can stop sharing the data or revoke their access to the data.
What is one way to share Power BI data externally?
One way to share Power BI data externally is via the Power BI service by sharing the dashboard or report link, and ensuring the recipient has the appropriate permissions to access the data.
Can you limit the access of external users when sharing data?
Yes, you can set up permissions to limit the access of external users to the shared data.
How can an Azure SQL Database be used in conjunction with the Data Export Service for data sharing?
Data Export Service allows you to export Power Apps data to an Azure SQL Database, which can then be used for data sharing.
How can you ensure the data shared is not obsolete?
By setting up regular data updates or real-time data feeds in Power Platform, you can ensure the shared data is not obsolete.
What is one way to share data with Power Apps?
With Power Apps, you can provide access to the specific app that use the data, thereby indirectly sharing the data.
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