How to Build a Canvas App Using Dataverse Data Step by Step
Are you ready to build Canvas App solutions without coding? Dataverse lets you use standard and custom tables to keep your data safe. You can handle lots of data easily. It provides business rules, workflows, and strong security. People use it for asset management, company directories, onboarding, and ticketing systems.
Dataverse works for both big and small businesses. It gives you one place for all your data. It is easy to connect with Microsoft services. Anyone can start to build Canvas App solutions. You do not need to know how to code.
Key Takeaways
Make sure you have the right licenses. Set up a Dataverse environment first. This helps you avoid problems and keeps your data safe.
Get your data ready by making tables. Add columns and set up relationships. This gives your app a strong base.
Link Dataverse tables to your Canvas App. Use views and relationships in a smart way. Use filters and pagination to handle lots of data. This makes your app work better.
Build your app with galleries and forms. These let users see and change data easily. Add search and filter tools. This helps users find things quickly.
Test your app carefully. Change it with formulas and styles. Share it safely with the right people. This makes sure your app works well and is safe.
Prerequisites
You need to get some things ready before you build your Canvas App with Dataverse. This helps you avoid problems and makes building easier.
Access & Licenses
You must have the right licenses for Power Apps and Dataverse. Here are some things to remember:
You need a Power Apps premium license for Dataverse or premium connectors.
A Microsoft 365 license works for standard connectors, but not for Dataverse.
If your app uses restricted tables, you need a Dynamics 365 license.
For custom tables, you can use a Power Apps or Dynamics 365 license.
Every person who uses your app needs the right license.
Model-driven apps always need a premium license because they use Dataverse.
You do not pay extra if you only use standard connectors.
💡 Tip: If you use many premium apps, a Power Apps Premium Per User license is good. If you use only a few, a Per App license can save money.
Dataverse Environment
You need a Dataverse environment before you start. This is where your data and apps are kept. You can have different environments for different jobs:
Development environments are for building and testing apps.
Sandbox environments let you try changes without risk.
Production environments are for real apps that people use.
Separate environments keep your work safe. You can test new things without breaking important stuff. This setup helps you work with others and keeps your data safe.
Data Preparation
Good data helps your app work better. Here is how to get your data ready:
Make Dataverse tables for your app’s data. You can use standard or custom tables.
Add columns for the information you want to track.
Put sample or real data in your tables.
Set up relationships if your tables connect.
Use the Power Apps data workspace to manage your tables.
Always publish your changes so they show in your app.
📝 Note: If you want your app to work offline, check the “Can be taken offline” setting for your tables. Set up an offline profile in the Power Platform Admin Center.
Doing these steps will help you build a strong and reliable Canvas App with Dataverse.
Build Canvas App: Connect Dataverse
Start New App
You can start your journey to build Canvas App solutions right from the Power Apps home page. Here’s how you do it:
Log in to Power Apps. Go to the “Make your app” section and pick “Start over.”
Choose the phone layout if you want your app to work well on mobile devices.
Select a Dataverse table to connect as your first data source. You can always add more tables later.
Skip the “Welcome to Power Apps” dialog if it pops up.
Pick a theme that matches your style and save your app with a clear name.
💡 Tip: Save your app often. This keeps your work safe and lets you go back if you make a mistake.
If your organization uses advanced security, you might need to register an Azure AD app for Dataverse Search API. This step helps you set up permissions and connect safely. You’ll need to save your ClientID, DirectoryID, and Client Secret from the app registration. Then, get your Dynamics environment endpoint URL from the Power Platform admin center. In Power Apps, go to Data > Custom Connectors and create a new connector. Set up authentication with OAuth 2.0 and enter your details. This process lets you use Dataverse Search and other advanced features.
Add Dataverse Tables
Dataverse gives you both standard and custom tables. Standard tables cover common business needs, like contacts or accounts. Custom tables let you track anything special for your business, such as equipment, projects, or events. You can mix both types in your app.
To add tables:
Go to the Data panel in Power Apps Studio.
Click “Add data” and search for Dataverse.
Pick the tables you want. You can add more than one, including tables with lookup or choice columns.
If your tables have relationships, Power Apps will recognize them and help you use them in your app.
📝 Note: When you build Canvas App solutions, you can connect to as many tables as you need. This helps you create rich apps that fit your business.
You might notice some tables have a lot of data. Power Apps has limits on how much data it loads at once (usually 500 to 2,000 records). To keep your app fast, use search-as-you-type, filters, or break your data into smaller groups. You can also use pagination or load data in pages. These tricks help your app stay quick, even with big tables.
Use Views & Relationships
Views in Dataverse show you filtered or sorted data. You can use them to display only what matters to your users. When you add a table, you can pick a view to use in your galleries or forms. This keeps your data display consistent and easy to manage.
Relationships connect your tables. For example, you might link a “Project” table to a “Task” table. Here are some best practices for setting up relationships:
Pick the right type: One-to-many (1:N) or many-to-many (N:N).
Avoid loops in your relationships. Loops can make your data hard to manage and slow down your app.
Use relationship behaviors like Cascade All or Restrict to control what happens when you delete or update records.
Think about how deleting or reassigning a record affects related records. This keeps your data safe and clean.
⚡ Quick Tip: Use parental relationships for 1:N links when you want changes in the main table to affect related records automatically.
When you build Canvas App solutions, always check how your relationships and views affect performance. Large tables can slow things down. Use delegation-friendly functions and keep your data model simple. If you need to work with lots of data, try loading only what you need, use collections for quick access, and show loading indicators to keep users informed.
By following these steps, you set a strong foundation for your app. You connect your Dataverse data, use the right tables, and make sure your app runs smoothly. Now you’re ready to design your app’s interface and bring your data to life!
Design Interface
Designing your app’s interface is where you bring your data to life. You want your users to find, view, and update information easily. Let’s walk through the best ways to set up your screens and controls.
Add Galleries & Forms
Start by adding a gallery control to your main screen. Galleries show lists of records from your Dataverse tables. Modern controls based on Microsoft’s Fluent 2 design system work best. They look great, load fast, and help everyone use your app, including people with disabilities. You can use vertical or horizontal galleries, depending on your data.
After you add a gallery, place a form control on another screen or a side panel. Forms let users view or edit details for a single record. Use clear screen names and keep navigation simple. This helps users know where they are and what to do next.
📝 Tip: Fewer screens and controls make your app faster and easier to use.
Display & Edit Data
You can display and edit Dataverse data using Display form and Edit form controls. Set the DataSource property to your Dataverse table. Connect the Item property to the selected record in your gallery. When users pick a record, the form shows its details.
To let users edit, set the form’s mode to Edit. For new records, switch to New mode. Use functions like NewForm, ResetForm, and SubmitForm to control the form’s state. Each data card in the form should match a column in your table. This setup keeps your data accurate and easy to manage.
Filter & Search
Filtering and searching help users find what they need fast. Use delegable functions like Filter, Sort, and StartsWith. These run on the server, so your app stays quick, even with lots of data. Add combo boxes for multi-select filters. Users can pick several options at once. Sliders and search boxes also help narrow down results.
⚡ Quick Tip: Always check delegation warnings. If you ignore them, your app may only show the first 500 records.
Good filtering and search features make your Build Canvas App solution scalable and user-friendly. They also help keep your data safe and organized.
Customize & Test
Advanced Customization
You can make your app unique by changing fields and adding formulas. Change how your forms and galleries look to match your brand. Use Power Fx formulas to add logic, like showing a warning if a field is empty. You can also change colors based on status. Give your screens clear names and use containers to group controls. This helps keep your app neat and easy to update. Always look for hardcoded values and use the same naming style for controls. If you want to add custom code components, use the Power Apps CLI tool to put them in and test them. Check your formulas and screens often to keep things simple and fast.
📝 Tip: Use the Solution Checker tool in Power Apps. It finds mistakes in your formulas and helps you fix problems before users see them.
Virtual Tables
Virtual tables let you use data from outside Dataverse, like SQL Server, without copying it. You can work with this outside data just like a normal table in your app. Here is what you get:
Get real-time data from places like SQL Server.
Do create, read, update, and delete actions in one spot.
Save storage space because you do not copy master data.
Set up connections with no code using the Virtual Connector Provider.
Some features, like relationships between virtual tables, may not work perfectly yet. You might have trouble with lookups or setup. Check Microsoft’s documentation and community forums for help if you have problems.
Test & Publish
Testing makes sure your app works well and keeps data safe. Follow these steps:
Check your formulas and screens for mistakes.
Use the Power Apps Performance Analyzer to check load times.
Test security by checking user roles and permissions.
Try all workflows and forms to find mistakes.
Ask real users to test the app and give feedback.
Fix any problems and do a final test.
When you finish testing, add your app to a solution. Include all flows and dependencies. Export the solution from your source environment. Import it into your target environment. Change connection references and environment variables so your app connects to the right data. Share your app with users by giving security roles and using Azure AD groups. Always watch usage and check permissions to keep your data safe.
⚡ Quick Tip: Use Data Loss Prevention (DLP) policies and audit logs to watch app activity and protect sensitive information.
You now know how to link Dataverse tables, make views, and set up relationships. These steps help you build a strong app. Here’s a simple table that shows the main steps and why they matter:
You can try cool features like virtual tables to connect outside data. App templates help you start building faster. If you want to do more, learn about Power Automate for automation. You can also use roles and audit logs to make your app safer. For extra help, look at Microsoft’s Power Apps docs or use the Maker Portal.
FAQ
How do you update your Dataverse data in a Canvas App?
You just use the Edit form control. Pick a record, make changes, and hit the submit button. Power Apps saves your updates right to Dataverse.
📝 Tip: Always test your form before sharing your app.
Can you use Dataverse with other data sources in one app?
Yes, you can! Add more data sources from the Data panel. You can mix Dataverse with SharePoint, Excel, or SQL.
Just remember:
Use delegation-friendly functions
Watch for data limits
What happens if you delete a table in Dataverse?
If you delete a table, you lose all the data and connections in that table. Your app may break if it depends on that table.
⚠️ Warning: Always back up your data before deleting anything.
Do you need to know how to code to build a Canvas App?
No, you do not need to code. Power Apps uses drag-and-drop controls and simple formulas. You can build powerful apps just by clicking and choosing options.
💡 Good to know: Learning Power Fx formulas helps you do more.
How do you share your Canvas App with others?
Go to the app’s details page. Click “Share.” Add users or groups. Set their permissions.
