Share canvas apps with other users and groups

Introduction

Microsoft Power Platform App Maker empowers users to create powerful canvas apps that offer a seamless user experience. These apps can be shared with other users and groups, allowing for collaboration and improved productivity. In this article, we will explore the different ways to share canvas apps in the Microsoft Power Platform with fellow users and groups.

1. Sharing with Individual Users

Sharing a canvas app with individual users enables targeted collaboration and access control. To share a canvas app with specific users, follow these steps:

1. Open the app in the Power Apps Studio.
2. Click on the “File” tab, followed by the “Share” option.
3. In the “Share” dialog box, enter the email addresses of the users you want to share the app with.
4. Choose whether users can view or edit the app, and specify if they should be notified via email about the shared app.
5. Click “Share” to distribute the app with the selected individuals.

By sharing apps with individual users, you can collaborate on app development, gather feedback, and facilitate seamless teamwork.

2. Sharing with Groups

Sharing a canvas app with groups simplifies app distribution to a larger set of users. To share a canvas app with a group, follow these steps:

1. Open the app in the Power Apps Studio.
2. Click on the “File” tab, followed by the “Share” option.
3. In the “Share” dialog box, enter the group’s email address.
4. Determine whether the group members can view or edit the app, and choose if they should receive email notifications.
5. Click “Share” to share the app with the selected group.

Sharing with groups streamlines access management, ensuring that all group members can collaborate effortlessly and stay updated.

3. Sharing with Roles

In Microsoft Power Platform, roles help define security and access levels within apps. By sharing a canvas app with a particular role, you can ensure that all users assigned that role can access and work with the app. To share a canvas app with a role, follow these steps:

1. Open the app in the Power Apps Studio.
2. Click on the “File” tab, followed by the “Share” option.
3. In the “Share” dialog box, select the “By Roles” tab.
4. Choose the desired role from the list and determine the access level (view or edit) for users assigned that role.
5. Optionally, enable email notifications for role members.
6. Click “Share” to distribute the app within the assigned role.

Sharing with roles allows for flexible app distribution based on user responsibilities, ensuring the right level of access for the right individuals.

4. Shared App Management

Managing shared canvas apps is essential for overseeing collaboration and controlling access. Power Platform provides a centralized space for managing shared apps. Here are key features of shared app management:

1. In the Power Apps Studio, click on the “File” tab, followed by the “Share” option.
2. Access the share settings for the app.
3. Review and modify sharing permissions for individual users, groups, or roles.
4. Enable or disable email notifications for shared users.
5. Remove app access for specific users, groups, or roles.

By effectively managing shared apps, you can ensure secure collaboration, update access permissions, and maintain data integrity.

Conclusion

Sharing canvas apps with other users and groups in Microsoft Power Platform App Maker facilitates collaborative app development and improved productivity. By following simple steps to share apps at the individual, group, or role level, you can enable seamless teamwork and effective access control. Explore the power of shared canvas apps and empower your organization with the Microsoft Power Platform.