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[Joshua Lawch]

We set up a SharePoint List data entry form using PowerApps, but when we tried to have somebody else fill in the form, they got a license error saying that they needed a PowerApps license to enter data into the form we created.  We aren’t looking to give them access to edit the form, just to fill in the data fields.  Is there a fix for that, or does everybody that enters data into the form we created need their own PowerApps license?

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Thanks,
Josh

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[Mark Pearson]

To access any app built the user needs either a license or the company has Office 365 enterprise.

If it is for data entry I used a third part webform builder call Cognito Forms.  Very user Friendly and you can have anyone anywhere fill out the forms.  I then connect the data via PowerAutomate to transfer SP.  This allows me use both PowerApps and Cognito to achieve my goals.  There is a free version to trial

There is a PowerApps portal but it comes at a cost as well

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Mark Pearson
National Operations Manager
61409321547
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[Warren Belz]

HI Josh,
The Power Apps licensing regime is in a bit of a conflict with SharePoint in that you can share SharePoint externally, but when you use the SharePoint Integration Power Apps function, the user needs an appropriate O365 licence to match the facility provided by the Power App form. To explain, as long as the form is not using premium connectors, they need only the “base” O365 licence. We share a lot of data our major customer this way as they also have O365/SharePoint/Power Apps and can access with their login.
You can also share Power Apps  by adding the user to your tenant – here is a document explaining the process as well as a video from Todd Baginski about the process.
Another viable option is Microsoft Forms, where you can launch these from Power Apps with the URL and use Power Automate to capture the responses and write them back to SharePoint.
One last and very “clunky” solution would be to do an InfoPath form on the List, which could be shared (it will work with the SharePoint new/edit function).

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Warren Belz
Rockhampton Qld Australia
+61 409 315 509
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[Darlene Suarez]

Depending on If the form is fairly simple information, you could create a form using Microsoft Forms, then use a Power Automate flow to capture the form responses and create an item in the SharePoint list. With Microsoft Forms you can send the link to anyone to fill out and they don’t need O365 and I don’t believe the user needs any license to fill out and submit the form. Laura Rogers probably has a video on this if you search on Youtube.

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Darlene Suarez
Consultant
Kingwood TX
2816500846
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