Let's be honest, Dataverse is the best data source for Power Apps. It has the best performance, most features, and the most delegable functions. But you started with SharePoint, like 99% of everyone else, because it was easy, and you had the license.
No problem, I also started with SharePoint. 😎 But there comes a time you want to do more and Dataverse is usually the answer to doing more. So, let's learn how to get started with Dataverse.
And to make it as easy as possible, I am going to explain things in SharePoint terms as much as possible. Leverage all of that knowledge you already have. Also, if you prefer to see things in motion then here is the video Getting Started with Dataverse.
What is Dataverse?
In simple terms, Dataverse is the underlying data platform for Power Apps, Power Automate, Copilot Studio, and the rest of the Power Platform. If you are looking to build your apps and solutions on the best platform, look no further, Dataverse is the answer.
Not that it really matters but, under the hood, both Dataverse and SharePoint are built on top of SQL Server. With the biggest benefit of both is Microsoft worries about all of that database tuning and performance, you just use it. 😎
So what are some of the key components of Dataverse?
Dataverse vs. SharePoint: Key Differences
If you're a SharePoint user, think of Dataverse tables like SharePoint lists. However, Dataverse offers a more robust and scalable solution. Some of the key differences include:
- Environments in Dataverse act like SharePoint site collections, isolating data, apps, and security settings.
- Dataverse and SharePoint both support relationship management and complex data types, which allows for more sophisticated app development. Both have things like Lookup and Choice columns to help you build a solid data model and use similar terminology in most cases.
- Dataverse’s performance and scalability far exceed what SharePoint can offer, making it the go-to option for apps with extensive data requirements. This is because SharePoint is a collaboration portal that we sometimes use as a database. Dataverse is built from the ground up to be a storage system for the Power Platform.
Dataverse Tables
Let’s jump into the practical side of things! One of the first things you'll do in Dataverse is create custom tables. This is very similar to creating a custom list in SharePoint. One of the biggest differences you may notice is there isn't different types. In SharePoint there are countless templates to start:
Dataverse will always be the equivalent of choosing Blank list in SharePoint.
Now to be fair, Dataverse is doing a lot to integrate Copilot so you can use words to create your first table or create a table from an existing data source like SharePoint, so you don't always have to start from blank but that is for another day. 😎
Different Column Types
Dataverse and SharePoint have a lot of the same column types, not surprising, who doesn't need to store text or numbers? Below let's call out some key ones and talk about any differences you should know.
Single Line of Text: Ideal for storing names, addresses, or other short text data. Defaults to 100 characters, can be increased to 4,000. Multiline can be increased to 1,000,000. SharePoint is 255 and ~64,000 and not adjustable.
Number fields: With SharePoint you choose a number and it just works, decimals or not doesn't matter. With Dataverse there are Whole Numbers, Decimal, Float, and some other goofy ones. You do need to take a minute and make sure you choose the correct one.
Date and time: SharePoint stores these always as full date and time, but has some UI options. In Dataverse, there is Date and time and Date Only + there are different options for how they are stored and returned. Make sure you spend a few minutes here.
Lookup: These fields behave the same from a storage perspective in both. There is some coolness when referencing the data from Dataverse called polymorphic lookups, where you can dot (.) your way through the related record.
Choice Fields: Same in both from a storage point of view. Filtering and other usage of Choice fields with Dataverse is clunky, I rarely use Choice fields for either product.
Yes/No: Unlike SharePoint’s true/false columns, Dataverse uses a choice field for Yes/No values, which can be a bit confusing for SharePoint veterans. Boo!
Currency: SharePoint is just a number field with a currency symbol in front of it. Dataverse... It has a robust system of fields and tables to build a currency conversion and rate system, not for the faint of heart but very cool if you need it and learn it.
AutoNumber: Dataverse specific field with one thing of note. It is a text field, not a number, which can be confusing when working with it. But if you want an auto Invoice number like INV-0001 that is self-incrementing? This is it.
File: Dataverse doesn't have document libraries 😢, so if you want to store files in Dataverse you need to use a File column, same for Images. They work but just not as convenient as a doc library from SharePoint.
Formula: Dataverse's newest column let's use Power FX to create formula driven columns. Think of calculated columns on steroids, a very powerful win for Dataverse.
Enjoying this? Do you like the way I explain things? You must, you are still reading. 😋 Be sure to check out my Power Platform Training Classes. Both live and on-demand class are available now!
Dataverse Licensing: What You Need to Know
Before you jump headfirst into Dataverse, it’s important to understand the licensing implications. Unlike SharePoint, which is included in most Microsoft 365 plans, Dataverse requires a premium license. This means that while you can build apps using Dataverse, your end users will need a premium license to access them.
Conclusion: Is Dataverse Right for You?
While Dataverse comes with licensing requirements, it’s by far the most powerful and scalable data source for Power Apps. Whether you're building simple apps or large enterprise solutions, Dataverse provides a level of performance and flexibility that surpasses SharePoint.
If you’ve been frustrated with SharePoint’s limitations or you need to scale your apps to handle more data, then it’s worth exploring Dataverse. And now that you’ve seen how easy it is to create custom tables and integrate with Power Apps, you’re well on your way to mastering the Power Platform.
To get help with this or any other Power Platform topic just scroll down the page a bit more and hit the Contact Us button. We are happy to help with anything from 30 minutes screen shares to long term projects. 😎
Comments