How to use Power Apps Grid Control for smarter data management in model-driven apps
You can transform the way you handle data in power apps by using the power apps grid control. This feature lets you edit information directly in the grid, group records, and see totals or averages at a glance. With AI-powered search, you quickly find what you need, making your experience smoother and more efficient. Whether you work in microsoft dynamics 365 or build a custom model-driven app, power apps grid control gives you a smarter approach to data management.
Key Takeaways
Power Apps Grid Control lets you edit data directly in the grid, saving time and making updates easier without opening separate forms.
You can organize data by grouping records and see totals or averages instantly with aggregation features for better insights.
The grid supports infinite scrolling and a jump bar, helping you navigate large datasets smoothly and find records faster.
Nested grids show related child records within the main grid, giving a complete view of your data without switching screens.
AI-powered Copilot allows natural language search and filtering, making it simple to find and sort data without complex setup.
Power Apps Grid Control Overview
What Is Power Apps Grid Control
You use the power apps grid control to manage and interact with data in model-driven apps. This control gives you an enhanced, editable grid experience. You can view and edit records inline, right within your views and subgrids. The grid supports features like infinite scrolling, which lets you move through large datasets without paging. You can filter, sort, and group your data for better organization. The grid also supports client-side events such as OnRecordSelect, OnChange, and OnSave. These events allow you to attach custom scripts, so you can respond to user actions and create a more interactive experience.
Tip: You can use the power apps grid control to improve both data visualization and editing efficiency. This makes it easier to keep your information up to date and accurate.
Classic vs Modern Grid
When you compare the classic read-only grid to the modern editable grid, you see clear differences in how you manage data.
The classic grid lets you view data, but you must open a separate form to make changes. This process takes extra steps and slows you down.
The modern grid allows you to edit most columns directly in the grid. You can update lookups, choices, and other fields without leaving the view.
You can add lookups, nested grids, and configure grouping and filtering in the modern grid. This flexibility helps you manage your data more efficiently.
Infinite scrolling replaces the old pagination system, so you can browse records smoothly.
The modern grid uses a single "Enable editing" parameter to switch between read-only and editable modes. You no longer need separate controls for each mode.
If you use microsoft dynamics 365 or build custom solutions in power apps, the modern grid control streamlines your workflow. You gain more control over your data and save time with inline editing and advanced features.
Add the Power Apps Grid Control
Setup Steps
Before you add the power apps grid control to your model-driven app, make sure you have the right permissions. You need to exist in the Microsoft tenant and have a security role with access to the tables you want to work with. Assign roles in the Power Apps Admin Center under environment settings. This step ensures you can configure the power apps grid control and interact with your data securely.
To add the power apps grid control, follow these steps:
Sign in to Power Apps and open your environment.
Go to Solution Explorer and expand the Entities section. Select the table where you want to use the grid.
Open the Controls tab.
Click to add a new control, then select Power Apps Grid Control from the list.
Choose the devices where you want the grid to appear (Web, Tablet, Phone).
Configure the control properties, such as enabling editing, grouping, and aggregation.
Save and publish your changes.
Open your app to verify the new grid experience.
Note: You can also enable modern controls in the Power Platform Admin Center by turning on advanced find options under Features. This step gives you access to the latest grid capabilities.
Configuring Views and Columns
Once you add the grid, you can configure the power apps grid control to match your business needs. Start by selecting which columns to display in your view. You can overwrite a column with a custom icon button to make the grid more interactive. For example, you might add a button to launch a dialog or trigger a workflow directly from the grid.
You can also customize dialog forms for each column. Set fields to support both reading and writing, so users can update data without leaving the grid. Arrange the layout of dialog forms to make data entry simple and efficient. This flexibility helps you present information clearly and reduces the need for custom pages.
To further enhance your grid, enable editing so users can update records inline. You can enable grouping to let users organize data by a specific column, such as project status or owner. Enable aggregation to show totals or averages at the bottom of the grid or within each group. These features help you surface insights and streamline your workflow.
Tip: Allow users to reorder columns, multi-select rows, and use range selection for copying data to Excel. These options improve productivity and make data management easier.
Enabling Child Items
Displaying nested grids is a powerful feature in the power apps grid control. You can show related records, such as tasks linked to a project, directly within the parent grid. This setup gives users a complete view of their data without switching screens.
To configure the power apps grid control for displaying nested grids, follow these steps:
In Power Apps, select your environment and open the desired table.
Go to the Forms area and open the form where you want to add the associated grid.
In the form designer, add the Associated Grid Control by dragging it onto the form.
In the Properties panel, set the Table and Default View for the subgrid.
Enable "Show related records" to display only child records linked to the current parent record.
Customize the subgrid with color-coded icons or a custom title for better clarity.
For additional nested grids, specify the Table, Default View, Customizer control, and Relationship Name. You can find the relationship name in the Relationships section of the table schema.
If you want to use a different grid type for associated records, adjust the "Grid type for Associated grid control" setting.
Publish all customizations to apply your changes.
Displaying nested grids lets you manage complex data relationships in one place. You can filter, sort, group, and aggregate both parent and child records. This approach saves time and keeps your data organized.
Pro Tip: When you configure the power apps grid control for displaying nested grids, always check that relationship names and views are set correctly. This step ensures users see the right child items every time.
Power Apps Grid Features
Inline Editing and Bulk Actions
You can dramatically improve your data management efficiency with inline editing in the power apps grid control. This feature lets you update records directly in the grid, so you do not need to open separate forms for each change. Inline editing speeds up data entry and reduces the effort required to keep your information current. You simply click into a cell, make your changes, and move on to the next record. This modern approach streamlines your workflow and enhances the overall user experience.
Bulk actions further simplify your daily tasks. When you enable multiselect, you can select multiple records at once. The grid then activates toolbar buttons for bulk edit or delete actions. You can update several records in one step or remove them from your dataset without repeating the same process for each item. If you need to clear your selection, a dedicated button resets your choices. These features save time, reduce manual work, and help you maintain accurate data across your organization.
Tip: Use allow range selection to copy a group of records from the grid and paste them directly into Excel. This makes reporting and data sharing much easier.
Sorting, Filtering, and Grouping
Sorting, filtering, and grouping give you powerful tools to analyze and organize your data. When you enable sorting, you can arrange records alphabetically or by date, making it easier to find what you need. Visual indicators show which column is sorted and in which direction, so you always know how your data is organized.
You can enable filtering to display only the records that meet specific criteria. The filter editor lets you add, edit, or remove conditions, so you see just the data that matters most. You can also build complex filter expressions using AND or OR logic, giving you precise control over your views.
Grouping organizes your records by a single column, such as project status or owner. You can expand or collapse groups to focus on the details that matter. This feature helps you spot trends, compare related items, and keep your workspace tidy.
Note: You can allow column reordering to let users customize the grid layout for their own analysis needs.
Aggregation and Option Set Colors
Aggregation in the power apps grid control helps you surface key insights without leaving the grid. You can enable aggregation for numeric columns to display totals, averages, minimums, or maximums. These summary calculations appear at the bottom of the grid or within each group, giving you instant feedback on your data.
Option set colors add visual clarity to your choice columns. When you enable this feature, each option displays with its configured background color. This makes it easy to spot statuses, categories, or priorities at a glance. Before you enable option set colors, check that your color choices are readable and accessible for all users.
You can also show row status icons to indicate when changes are in progress or saved. Show data type icons help users quickly identify the type of information in each column, improving navigation and reducing errors.
Pro Tip: For advanced customization, you can use custom PCF controls to add icons, groupings, or even more complex visualizations to your grid.
Infinite Scroll and Jump Bar
Infinite scrolling transforms how you navigate large datasets. As you scroll through the grid, the power apps grid control loads more records dynamically. This approach keeps performance smooth, even when you work with hundreds of records. Infinite scrolling reduces load times and memory usage by fetching data only as needed. You no longer need to deal with page breaks or wait for new pages to load.
The jump bar provides another way to move quickly through your data. When you enable jump bar, an alphabetical list appears at the bottom of your view or subgrid. You can select a letter to jump directly to records that start with that letter. This feature saves time and helps you find specific records without endless scrolling.
Tip: Combine infinite scrolling with the jump bar for the fastest navigation experience in large tables.
Responsive Design and Reflow
Responsive design ensures that your grid looks great and works well on any device. The power apps grid control uses flexible layouts and scalable images to adapt to different screen sizes. Whether you use a desktop, tablet, or phone, the grid automatically adjusts its layout for readability and usability.
Reflow behavior changes the grid from a multi-column view to a list view when space is limited. This keeps your data accessible and easy to read, no matter how you access your app. Touch-friendly controls on mobile devices and mouse-friendly navigation on desktops ensure a consistent experience for all users.
Accessibility remains a core focus. The grid follows Microsoft’s accessibility standards, supporting users with disabilities through compliant fonts, sizing, and styling. You can also extend the grid’s functionality by integrating custom PCF controls. These controls let you add new features, such as custom icons or advanced data visualizations, directly into your grid.
Note: Test your grid on multiple devices to ensure a seamless experience for every user.
Smart Grid and Copilot
Natural Language Search
You can use Copilot in Power Apps Grid Control to search and filter your data with simple, natural language commands. This AI-powered feature helps you find the information you need without building complex filters or sorting rules. When you enable the Smart Grid (also called Natural Language Grid and View Search) in your environment settings, you unlock a new way to interact with your data.
With Copilot, you can:
Filter records by describing your criteria in plain language, such as “projects where status is in progress.”
Sort your data by adding commands like “sort by project name.”
Search for specific text within your records.
See the filters Copilot applies, displayed next to the search bar, so you always know how your query is interpreted.
For example, you might type “accounts where open revenue is greater than 0” or “cases with high priority and overdue follow-up by date.” Copilot instantly applies the right filters and sorts your data. This feature saves you time and reduces manual steps. You do not need to set up advanced filters or remember exact column names. Copilot supports filtering, sorting, and text search for text columns. You can work faster and focus on insights instead of setup.
Note: Your administrator must enable this feature in the Power Platform Admin Center under “Natural Language Grid and View Search.”
Saving and Managing Views
After you use Copilot to create a filtered or sorted view, you can save your personalized setup for future use. Power Apps Grid Control makes it easy to manage these personal views.
To save and manage your views:
Select “Save as,” enter a name and description, and choose if you want to pin it as your default view.
Restrict the view to certain legal entities or save it as a global view if needed.
Open the “Manage my views” dialog from the view selector by choosing “More” and then “Manage my views.”
In this dialog, you can:
Pin a view as your default.
Reorder views using “Move up” or “Move down.”
Rename or delete your personal views.
Share your view by publishing it. Assign security roles, set the name and description, and decide if it should be the default for others.
Update published views by republishing with new filters or settings.
Manage published views with options to republish, unpublish, save as personal, or delete.
You gain full control over your data experience. You can quickly switch between views, keep your workspace organized, and share insights with your team.
Best Practices for Power Apps
Optimizing Grid Performance
You can achieve smooth and responsive grid experiences by following proven performance strategies. Start by limiting data calls. Only fetch the data you need for your view. Use lazy loading so the grid loads records as you scroll, not all at once. This keeps your app fast, even with large datasets.
Tip: Enable Explicit Column Selection in Dataverse to reduce unnecessary data retrieval.
Consider these steps to further optimize performance:
1. Fetch only essential data and avoid loading large datasets at once. Use lazy loading for incremental data retrieval. 2. Minimize heavy formulas in the OnStart event. Move complex logic to OnVisible events to speed up app load times. 3. Delegate filtering, grouping, and joining to the server side. Use SQL views when possible to reduce client memory usage. 4. Profile and optimize backend queries and indexes. Make sure your data sources do not have resource contention. 5. Keep on-premises data gateways healthy and close to your data sources to lower latency. 6. Use modern browsers like Microsoft Edge for better client-side performance. 7. Monitor your app with Power Apps Monitor. Identify slow data calls and avoid excessive requests. 8. Reduce the number of controls on each screen. Use galleries for repetitive items. 9. Limit collection sizes by selecting only necessary columns. Use functions like ShowColumns to manage memory.
By following these practices, you ensure your grid remains fast and reliable for all users.
Data Quality and User Adoption
Maintaining high data quality and encouraging user adoption are key to successful data management. The Power Apps Grid Control makes this easier by offering editable and customizable grids. When you allow users to update data directly in the grid, you improve usability and accuracy.
Customizable grids let you tailor the experience to your business needs.
Editable grids drive user adoption by making data entry simple and intuitive.
Higher adoption leads to increased productivity and faster innovation.
Information-rich dashboards help users unlock the value of your data.
Advanced customization and API-driven features align the grid with your business processes.
Note: When users find the grid easy to use, they are more likely to keep data accurate and up to date.
Encourage feedback from your team and provide training on new features. As users become comfortable with the grid, your organization will see better data quality and more effective data management.
You can transform your data management by using Power Apps Grid Control. Features like inline editing, grouping, and aggregation help you work faster and make better decisions. The table below highlights how each feature increases productivity:
Copilot uses AI to automate routine tasks and lets you filter data with natural language. This reduces manual effort and helps you focus on what matters most. Start using these tools in your model-driven apps to boost efficiency and accuracy.
FAQ
How do you enable inline editing in Power Apps Grid Control?
You select the grid control in your view settings. Then, you set the editing option to "Yes." This lets you update records directly in the grid without opening separate forms.
Can you group data by multiple columns in the grid?
You can group data by one column at a time. The grid supports single-column grouping for clear organization. For advanced grouping, consider exporting data to Excel.
What devices support Power Apps Grid Control?
You can use the grid control on web, tablet, and mobile devices. The grid automatically adjusts its layout for each device, ensuring a consistent experience everywhere.
How do you display related records as child items?
You configure the child items option in the grid control settings. Select the related table and view, then specify the lookup column. The grid will show related records nested under each parent row.