Client Background
The client is the leading global technology provider and specialist distributor of business technology.
Operating in more than 70 countries, we deliver business value and opportunity by connecting the world’s leading IT vendors with a channel of technology resellers, systems integrators, and service providers.
We combine our industry insight, technical know-how and decades of distribution experience to deliver value and accelerate our vendors’ and partners’ business success.
Problem
The client is having old tenant with some of PowerApps applications associated with SharePoint data source containing number of lists.
The SharePoint list and libraries contain 500 GB of data in old tenant.
Client wants to migrate all SharePoint data that is containing lists and libraries to new tenant and need to do configure SharePoint environment on new tenant.
Client plans to demote the old environment and use new environment to Manage the PowerApps, Licenses and Data sources.
There was need to modify or improvement existing PowerApps have the following drawbacks.
There was no environment strategy has been followed and it make the apps vulnerable to security, data loss and accessibility.
There was a chance of performance improvement in apps as they have not followed the Microsoft recommended way of design. Like use of solutions, containers, components, local & global variables, and minimal API calls to the database/SharePoint.
If there was any change/ enhancement in existing apps then it’s difficult to follow the Agile methodology.
As there were no testing/UAT environments, CI/CD pipelines and deployment automation.
There were no flows involved and all the data creation and update are happening through PowerApps with all the app users having at least contribute access to the data sources (SP list/ libraries) that is not recommended as people can access/update/delete the database. (SOX Non-Compliance)
Assessment
Understanding the existing workflows, data management procedures, and business processes within the organization. This includes identifying manual tasks that could be automated for efficiency gains.
By conducting a thorough needs assessment, organizations can make informed decisions about how to best leverage Power Platform to streamline operations, improve productivity, and achieve their business goals effectively.
Access to the current SharePoint environment.
Comprehensive assessment of existing Power Apps and SharePoint Site collection and list and libraries.
Detailed analysis from the existing Tenant.
Identification of dependencies and access control settings.
Select appropriate migration tool for SharePoint data migration.
Access the new SharePoint environment.
Configure the structure required for SharePoint data on new tenant.
Solution Delivered
Migration steps involved for Power Apps are as follows:
First, export all Power Apps application from existing old tenant in compressed file on local machine, or send it with outlook mail.
Import all Power Apps applications in new tenant and re-establish the connection.
Edited the power Apps and add references to new SharePoint list data.
Published the power apps and test the functionality.
There was an issue identified for SharePoint list, but it is fixed by reconfiguring the new tenant list address.
We have developed existing power apps like previously the email id provided as hard coded in the send email function.
We replaced with variable and used automation by using Power Apps.
There was a functionality issue we need to investigate the app flow and we have modified using (Control/function/formula) for that fictionality and resolve it.
We added code and modified the flows for data creation and updating that would help it with security at least contribute access to the data sources.
We have updated a hard coded email entries in all the apps for “Send an email” function with the corresponding new tenant domain) (Added one extra entry for each old+ new).
At last, deployed aal apps and did UAT for user experience, there was some unknown error occurs after UAT in some apps we have resolved it.
Share the Power Apps with the required users.
All Risk Assessments apps are working fine.
Also provided a co-owner access to Owner from client for all the apps.
Architecture Design-
Result/Outcome
With Power Apps, it is easy to build feature-rich, custom applications as it does require less or no coding.
Power Apps enables developers to add conditional business logic to forms with many other added functionalities.
When utilized with SharePoint on-premises, Power Apps provides a modern SharePoint experience to developers.
When taking the benefits of Power Apps development into account, one of the highlights is the ability for developers to swiftly create custom applications.
Power Apps simplifies automating and moving applications or forms as it offers a rich set of workflow capabilities.