Share an app in PowerApps
It’s great to build apps that address your own business needs, but the real magic of PowerApps comes from sharing those apps with others. In this topic, you will learn how to share apps with specific users or security groups, or you can share it with your entire organization.
To share an app, you must open powerapps.com. We no longer support sharing apps in PowerApps Studio or PowerApps Mobile.
From PowerApps Studio
Option 1 - On the File menu, click or tap Share.
Option 2 - On the File menu, click or tap Open, and then click or tap the share icon for an app.
In the left navigation bar, click or tap Apps, click or tap the ellipsis (...), and then click or tap Share.
From here, you can share an app by following these steps.
Specify the names of one or more users or security groups in Azure Active Directory, or specify that you want to share the app with your entire organization. Note you can only share with User permission when sharing to your entire organization.
Specify the level of permissions:
- User: Users or groups can run the app but not share it.
Contributor: Users or groups can run the app, customize it, and share the customized version further to other users.
Click or tap Save.
To change permissions for a user or a group, repeat step 1 of this procedure, and then specify a different option in the list of permissions for that user or group. To remove all permissions for a user or group, click or tap the x icon for that user or group.
When you share an app, you can select whether or not to notify users or a security group via email. If you choose this option, an email will be sent to notify the user or users or security groups. The email contains a link with which they can access the app. If appropriate, users are prompted to sign up for and install PowerApps.
Please note that different email templates are sent depending on the permission you decide to share the app with. When you share the app with User permission, the email contains the link to run the app. When you share the app with Contributor permission, the email contains the link to edit the app in PowerApps Studio or to run the app.
After you share an app with one or more users or security groups, how they can see the app depends on the permission you shared the app with.
The people you shared the app with will receive an email notification if you selected that check box in the app sharing screen. In the email, they can click or tap a link to run the app on Dynamics 365. Soon we will support universal links, which means if you have PowerApps Studio or PowerApps Mobile installed, the app will open in PowerApps Studio or PowerApps mobile.
The people you shared the app with will receive an email notification if you selected that check box in the app sharing screen. In the email, they can click or tap a link that opens the app directly for editing using PowerApps Studio for the web. There is also a link to run the app on Dynamics 365. Soon we will support universal links, which means if you have PowerApps Studio or PowerApps mobile installed, the app will open in PowerApps Studio or PowerApps Mobile.
Users can also discover the app in powerapps.com (for example, if you didn't send email). This is the home for app creators to browse through all the apps they created or that have been shared with them with Contributor permission. In contrast, Dynamics 365 is where users can run apps from PowerApps and other business apps quickly.
To share an app, you must save it to the cloud, not locally.
Before you share an app, consider which users and security groups you’re going to share it with and what role you want each to have—user or contributor. If you share an app with a group, existing members of that group and anyone who joins it have the permissions that you specify. Anyone who leaves the group loses those permissions unless they're members of a different group that has access or you specify permissions for them explicitly.
Every member of a group has the same permissions for an app as the overall group does. However, you can specify greater permissions for one or more members of that group to allow them greater access. For example, you can share an app with security group A with User permission. Every member of security group A can run the app. Now you share the app with user B, who is part of security group A, with Contributor permission. User B now can edit the app while everyone else in security group A can only use the app. If you specify fewer permissions to one or more members of a group, they'll still have all the permissions that you've granted to the overall group.
You can share an app with your entire organization, but think carefully about whether everyone needs access to your app.
Be aware that any changes you make to a shared app will flow through to the people you shared it with as soon as you save the changes. This can be great if you improve the app, but can also impact others if you remove or significantly change features.
Before you share an app, give it a meaningful name and description, so people know what your app is about and can easily pick it out from a list. On the File menu in PowerApps Studio, click or tap App settings, and then enter a description.
Most apps rely on at least one of these types of resources:
- a connection to a data source
- an on-premises data gateway
- a custom connector
- an Excel workbook or other service
- a flow
Users and contributors need permissions to any data connections and gateways that the app uses. Some permissions come along implicitly with the app, but others must be explicitly granted. For more information, see Share app resources.
When you share an app that uses the Common Data Service, notice the information bar indicating that you must share the runtime permission to the Common Data Service separately. If you don’t have permission to do this, see your environment admin. Read more about security for the Common Data Service.
- You can share to a security group but not a distribution group.
- You can share apps with users in your organization but not users in another tenant.
- You can share an app from powerapps.com but not from PowerApps Studio. (Click or tap a share icon in PowerApps Studio to open powerapps.com).
- You can re-share an app if you have Contributor (not User) permission to that app.