SharePoint and Power Apps Permissions to Replace InfoPath Forms

When you’re a SharePoint content developer tasked with replacing obsolete InfoPath forms with Power Apps, there are some optimal settings and configurations to consider for both SharePoint and Power Apps. These help ensure you have the right permissions, functionality, and data connectivity.

SharePoint Settings:

  1. Permission Levels: Make sure you have at least “Contribute” permissions on the SharePoint list or library where the form will reside. Ideally, you would have “Full Control” or “Design” permissions during the development stage.
  2. Versioning: Enable versioning in the SharePoint list. This is useful for tracking changes and is essential if your Power App will modify list data.
  3. Columns and Views: Set up your SharePoint list columns and views precisely as you’ll need them in Power Apps. The types of columns (Choice, Lookup, etc.) can impact how you’ll design the app.
  4. Content Types: If you’re using multiple forms or have various types of entries, consider using SharePoint Content Types.

Power Apps Settings:

  1. Environment: Use a Development environment distinct from the Production environment. This way, you can test changes without affecting end-users.
  2. Connection: Make sure you connect to SharePoint as a data source and double-check the connections to ensure you have read and write permissions.
  3. App Permission: Set the app permission level to “Can Use” for normal users and “Can Edit” or “Is Owner” for developers or admins.
  4. Sharing and Groups: Share the app with relevant SharePoint Groups or Office 365 Groups instead of individual users for easier management.
  5. Error Handling and Notifications: Implement robust error handling, and use Power Apps’ notification function to guide or inform users about actions they need to perform or avoid.
  6. Offline Capability: If needed, configure the app for offline use by utilizing collections and the SaveData/LoadData functions.
  7. Version Control: Power Apps allows you to restore to previous versions, but having an additional version control mechanism like exporting the apps is a good practice.
  8. Throttling and Delegation: Be mindful of data limitations and delegation while querying SharePoint lists, especially if your lists have a large number of records. Know the delegation limits and plan your data queries accordingly.
  9. Testing: Test the app with a smaller group of end-users first, collect feedback, and make necessary changes before rolling it out organization-wide.

By carefully configuring your settings at both the SharePoint and Power Apps levels, you’ll be better positioned to successfully replace your outdated InfoPath forms.