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Getting Started with Power Apps

Power Apps is Microsoft’s low code application development platform included in the Microsoft 365 suite at KAUST. It allows you to build custom business applications that connect to your data and work across web and mobile devices. Apps can be shared with the entire KAUST community, or limited to specific teams or colleagues, depending on your publishing settings.

What can I do with Power Apps?

  • Create custom business applications using drag and drop simplicity and templates
  • Build apps for desktop or mobile that use device features such as camera, GPS, and barcode scanner
  • Connect to data in Microsoft 365 or external services and digitize manual processes
  • Integrate with Power Automate, Power BI, and Microsoft Teams for end to end solutions

Accessing Power Apps

Browser compatibility: Power Apps works best in Microsoft Edge, Google Chrome, or Firefox. Internet Explorer is not supported.

Types of Power Apps

  • Canvas Apps: start with a blank canvas and design the interface with controls, ideal for task specific apps
  • Model driven Apps: built on Microsoft Dataverse with data first design for more complex, enterprise grade applications
  • Power Pages (formerly Portals): create secure, low code websites for external audiences

Important: Model driven apps, Power Pages, and Dataverse require different licensing that is not part of KAUST’s standard Microsoft 365 licensing. Contact the KAUST IT Department to discuss requirements and approvals before starting projects that use these capabilities.

Power Apps and Power Automate

Use Power Apps to collect or display data, for example a digital request form, and Power Automate to handle workflow, for example routing approvals or sending notifications. Together they create efficient, end to end automation within Microsoft 365.

Power Apps Licensing and Premium Connectors

Included with Microsoft 365

All KAUST Microsoft 365 account holders can build and share apps using standard connectors such as SharePoint, Outlook, and Teams. This is suitable for most internal workflows that use SharePoint or Excel as a data source.

Power Apps Per User (Premium)

  • Access to premium connectors such as SQL Server, Azure DevOps, Salesforce, ServiceNow
  • Advanced app capabilities and integration with Power Automate
  • Ability to use Microsoft Dataverse where approved and licensed

Request a Power Apps Premium license at the Microsoft 365 License Request Portal.

Choosing a Data Source

  • SharePoint Lists: best for lightweight team apps or form based processes
  • Excel in OneDrive or SharePoint: fine for small datasets, limited for concurrent access
  • Microsoft Dataverse: recommended for enterprise apps that require relational data and stronger security

Note: Dataverse is not enabled by default and requires additional licensing and setup. Please contact the IT Department if your project requires Dataverse access.

Important note: Power Apps supports many third party connectors. Be mindful of where your data goes. Before connecting to or subscribing to a third party platform, confirm it complies with KAUST Information Security and Data Privacy requirements, ensure you have the appropriate licensing or approval from the KAUST IT Department, and understand where data is stored.

Governance and Ownership

  • Assign at least two owners for every published app to ensure continuity
  • Store shared apps in KAUST managed environments rather than personal environments
  • Review app permissions, data connections, and usage on a regular cadence
  • Notify IT if an app handles sensitive or institutional data so it can be reviewed for compliance

App Lifecycle Management

  1. Develop: build and test in a personal or sandbox environment
  2. Validate: share with a pilot group and collect feedback
  3. Deploy: publish to a shared or departmental environment
  4. Maintain: monitor usage, update logic, and keep connections valid
  5. Retire: archive or decommission outdated apps

Accessibility and UX Design

  • Use high contrast colors and readable fonts
  • Provide text alternatives for icons and images
  • Avoid excessive scrolling and small tap targets on mobile
  • Use consistent layouts and simple navigation
  • Run the Power Apps Accessibility Checker before publishing

Accessibility tip: Clear labels and consistent color contrast help make apps usable by everyone.

Performance and Optimization Tips

  • Limit the number of data connections
  • Use delegation friendly formulas for large data sources such as SharePoint and Dataverse
  • Load data on demand rather than retrieving all records at once
  • Compress media files and images to improve load times
  • Test across devices to validate performance on desktop, tablet, and mobile

Security and Data Compliance

  • Only use KAUST approved systems and data sources
  • Apps handling confidential or restricted data must remain within KAUST Microsoft 365
  • Do not connect Power Apps to personal accounts or unapproved systems
  • Follow KAUST Information Security and Data Privacy guidelines

Data location: Power Apps data for KAUST tenants is stored in Microsoft regional data centers and managed under Microsoft 365 data residency and compliance standards.

Learn Power Apps

Microsoft Learn

LinkedIn Learning

Power Apps at KAUST

Power Apps is used across KAUST to digitize and streamline internal processes.

  • Submitting and tracking internal service requests
  • Managing approvals and task assignments
  • Handling equipment checkouts or room reservations
  • Collecting feedback and operational data

Common Issues and Troubleshooting

  • If an app fails to load, verify that connected data sources still exist
  • Ensure users have permissions to any linked SharePoint lists, Excel files, or Dataverse tables
  • Reconnect connectors after password changes or expired credentials
  • Simplify complex formulas and reduce controls to improve performance
  • Check dependent flows in Power Automate if your app triggers automations

Quick Start Checklist

  1. Sign in to Power Apps with your KAUST account
  2. Choose a template or create a new canvas app
  3. Connect to a KAUST managed data source such as SharePoint, OneDrive, or Dataverse if approved
  4. Customize design, add forms or galleries, and define logic
  5. Test thoroughly, then publish and share with your team or department
  6. Request a Power Apps Premium license if you need premium connectors or Dataverse access at the Microsoft 365 License Request Portal

Version Updates

Power Apps is updated frequently with new controls, connectors, and features. See what is new on the Power Apps Blog.

Need Help?

  • Use VITA at it.kaust.edu.sa to log a ticket
  • Visit the IT Service Desk in Building 14, 8 AM to 5 PM, Sunday to Thursday
  • Call 910 or 012-808-0910 during business hours