Power Apps Per App License: Transitioning existing users from Per User to Per App and Assignment to Disabled & New Users

Recently, I completed delivery of an amazing Model Driven App project for an NFP client and was being asked to assist client with Power Apps per App licensing as well.

There were 3 key licensing specific requirements:

1. Client had existing 250 users on Power Apps per User licenses which were going to be expired next month. The requirement was to transit all those existing users from Per User license to Per App license.
2. There were bunch of existing Disabled users who had no Power Apps license at that moment however they were also expected to get Power Apps per App license.
3. And finally, any newly created users should also get per App license.

Though MSFT documentation on Power Apps per App license is quite comprehensive, it was not enough to cover the end-to-end process for above mentioned 3 different use cases. After doing some R&D with my colleague Benex Sumawang at Barhead Solutions, few calls with MSFT support (thanks to them) to understand it in detail and then test our knowledge in sandboxes to conclude below information which was later successfully applied in Production to complete the licensing requirement.

Key Information:

1. Power Apps per App Pass is environment specific. Hence if a user needs to access UAT and PROD, 2 passes will be required.
2. Model Driven App is automatically shared as soon as Per App capacity/pass is added to an environment. For Canvas App, it’s configurable.
3. Per App Pass is assigned when security role is assigned to user and removed if security role is removed from user profile.
4. Reporting on pass consumption is on very high level at the moment.

Pre-requisites (applicable to ALL below 3 Use Cases):

1.      Admin has allocated capacity of the Power Apps per App licenses to the required environment.

2.      Model Driven App is available in that specific environment.

Use Case # 1 – TRANSIT existing Enabled Dynamics365 Users from Power Apps per User license to Power Apps per App license

Assumption: User has Power Apps per User license and able to login to Dynamics365.

1. Admin removes existing Power Apps per User license for each user from Microsoft 365 Admin Center.
2. No changes required in users profile in terms of Dynamics365 Security.

Use Case # 2 – Assign Power Apps per App License to existing DISABLED Dynamics365 Users who currently do NOT have any Power Apps license

1. Admin resets the password for user from Microsoft 365 Admin Center.
2. Admin tries to log in to Dynamics365 using user credentials so user starts appearing in Dynamics365 as Enabled user.
3. Admin assign security role to user.
4. Admin shares credentials with user and ask to change the password after first login.

Pro Tip: To avoid step # 1, 2 & 4, assign Power Apps per User license temporarily and remove it after step # 3. (now it will become use case #1)

Use Case # 3 - Assign Power Apps per App License to NEW Dynamics365 Users

1. Admin creates new user in from Microsoft 365 Admin Center but do NOT assign any Power Apps license.
2. Admin tries to log in to Dynamics365 using new user credentials so user starts appearing in Dynamics365 as Enabled user.
3. Admin assign security role to user.
4. Admin shares credentials with client and ask to change the password after first login.

Pro Tip: To avoid step # 2, assign Power Apps Per User license temporarily on step # 1 and remove it after step # 3.

Hope it would save someone’s time if comes across same sort of scenarios.

Happy Learning!