Aroh's Microsoft 365 Musings: February 2020

Hi All,

In Jan 2020 SQL PASS Meetup I spoke on how to use Power Apps with data in Azure SQL Server.

SQL Meetup link
Slide Deck for how to use Power Apps with Azure SQL Server.

These are the step by step for this blog post.

Business Requirements

Contoso Purchased Microsoft 365 subscription and has corporate Data on Azure SQL Server

Problem Statement
Staff needs to access the data using their mobile devices
They should be able to perform in a quick UI for

Creation
Reading
Updating
Deleting (CRUD )

I will split into 4 parts.

Set up Azure SQL Server DB
Choose SQL Server Tables within Power Apps
Creating PowerApps and SQL Server App
Final touch-ups on Power Apps

Set up Azure SQL Server DB

Refer to how to Microsoft documentation Create a new Azure SQL Server Database.
I will provide screenshots for this setup

Create SQL Server Database
The firewall rules have to be added so that we communicate with SQL Server Management Studio (SSMS) and also for Power App that will use in the next steps.

Azure SQL Server Firewall Rules
Connect SSMS locally and enter your Azure SQL Server credentials

In our example, we are using 2 tables
First is Projects table and ProjectType table as shown
The Projects table has a foreign key reference to the ProjectType table.

2. Choose SQL Server Tables within Power Apps

Go to make.PowerApps.com site.
Start with Data and we will use SQL as our data source.
LICENSING for Power Apps

I am using Office 365 E3 license and Power Apps comes with this license. However, integrating with Azure SQL Server, Cosmos DB, you need Power Apps P1 / P2 license.

I am using Power Apps P1 30 days trail.

Office 365 with Power Apps license comes with standard connectors such as SharePoint Online, Excel, Onedrive

You can refer to Power Apps pricing on Microsoft Site. (as of 01 Feb 2020)

3. Creating PowerApps and SQL Server App

Power Apps have many in-built connectors and we will use SQL Server. Use SQL Server Authentication and use the same credentials that we did for connecting to SSMS.

NOTE: Must add PowerApps client IP and add to Azure SQL Server.
Select the Project table and select Connect.
Power Apps will make 3 screen format (Web, Tablet and Mobile)
Power Apps has a default naming for the controls and you as citizen developer can change the naming convention
We can rename the default controls that are more meaningful for the user.
For e.g. instead of [dbo].[Project] label you can rename it to more meaningful such as Project Lists.
HintText:

In the Search box, under Advanced settings, you can type the Search for projects.
Click on ALT + > on the Power Apps app to navigate to the detail screen.
Dynamic Labels:

You can make the [dbo].[Project] label to dynamic and modify to a Details page with the current project as shown:

"Details for " & BrowseGallery1.Selected.ProjectName
Tooltip:
For French Translation in the details page on the details page, the text is truncated.
Copy the Text and paste on Tooltip textbox.
Reorder fields:

You can reorder the fields to your business requirements.

and can be reordered as this
Saving App

Go to File >> Settings >> choose a description name, icon and description of the app.

and then select Save button to Save the Power App.

You no need to publish the app as we need to make some changes.

NOTE: Save Power Apps for the first time otherwise you might lose your changes.
Creating a new item

In the new Edit / Item Screen we again reorder the screen.

Let's add a new item for Project app

Now project type ID text field and use can put any number. But In the project type table, we have only 3 project type ID. This may lead to user error and inconsistent app.
Furthermore, Projects and ProjectTypeID have foreign relationships.
There are 2 issues.
a) It has data quality issue as the user can add any number for ProjectTypeID.

b) The User should be to view the Project Type and not the Project Type ID.
To achieve this in our Power Apps design, we have to add the Project Type table in our app and user Power Apps functions
ShowColumn function
Lookup function
Fix the Edit Screen first

Instead of [dbo].[Project] in Edit screen

Use the similar code that we have used it earlier.
"Edit " & BrowseGallery1.Selected.ProjectName
Adding a new data source

Under View click on Data Sources.

Under Data Source, search for SQL, select SQL Server and then select SQL Server TimeCard data source.

Select ProjectType and click on Connect.

and now we have another table in our app.
Details screen - ProjectTypeID

End User does not know the project ID and they should be knowing the project name instead. However, our current Edit screen’s ProjectTypeID is a text field and we need to change the app to change the text field to a dropdown list. In the Detail screen, we need to change the Project Name, which is in the ProjectType table in Azure SQL Server.
Select the ProtectTypeID Card (03), The text field i.e. Parent.Default (4) can’t be edited in the above screenshot. Therefore, select the unlock the change properties under the advanced tab (5).
Once the ProjectTypeID data editable, instead of Parent.Default we can use Power Apps expression.
We will use Lookup function as follows:

LookUp('[dbo].[ProjectType]', ProjectTypeID = ThisItem.ProjectTypeID, ProjectTypeName)

The project system ProjectTypeID = ThisItem.ProjectTypeID is similar a join in T-SQL.
Change ProjectTypeID field as a dropdown field

In Edit Form, in Edit Fields, changed ProjectTypeID to a dropdown.

Now we have a dropdown field for the ProjectTypeID Datacard for the DataCard3
In the ProjectTypeID i.e DataCardValue9 (1) which has Parent.AllowedValues (4) is un-editable. Therefore, select the unlock the change properties under the advanced tab (5) below

and use this expression

ShowColumns('[dbo].[ProjectType]', "ProjectTypeName", "ProjectTypeID")
On ProjectTypeID Datacard3, we initially used the ProjectTypeID number field.
But we changed ProjectTypeID to a dropdown. Therefore, we have to replace value to ProjectTypeID

4. Final touch-ups on Power Apps

The current app for the ProjectTypeID a dropdown list (for e.g. Translation Services value) is not editing/updating for the user.

Go to Edit Screen

Let’s look at the ProjectTypeID_DataCard3 value and in Update properties, it showing up DataCardValue9.Selectected.Value which is incorrect and getting a red icon on this datacard

The reason for that we stored ProjectTypeIDs in our project table. Let's make a minor change to DataCardValue9.Selected.ProjectID as shown
Also, Edit form’s DataCardValue9 is showing default value in the dropdown from this

to write the following expression
LookUp('[dbo].[ProjectType]', ProjectTypeID = ThisItem.ProjectTypeID, ProjectTypeName)