Wat is Dataverse?

In our new blog series: 'Discover the building blocks of Power Apps', we cover all the parts of Power Apps one by one. In this blog, we take a closer look at Dataverse. Discover what Dataverse is, what you can do with it, and how it works together with other parts of Power Apps.

Discover the building blocks of Power Apps: Dataverse

Microsoft Dataverse is part of the Microsoft Power Platform. Dataverse was formerly known as Common Data Service (CDS). Dataverse is used to store and manage data used by Power Platform solutions and Microsoft Dynamics 365 applications. It works with tables in which data is stored, similar to an Excel spreadsheet. Still, Dataverse differs from Excel. A Dataverse table is meant for large-scale data management in business applications, while an Excel table is suited to small-scale data analysis and presentation of data.

Dataverse is all about ease of use. Many components are standardized by Microsoft, so users don't need to have any particular expertise. Users can also easily create new tables themselves in Dataverse. All tables have rows and columns. Each column stores a specific type of data.

To manage access and identities, Dataverse uses Microsoft Entra ID. This means users can only access the data they're allowed to see and use.

What can you do with Dataverse?

Dataverse is more than just a place to store data. There are several ways to get started with the tables in Dataverse:

• Complex data models: Different types of relationships can be created between Dataverse tables that are related to each other. This makes it possible, for example, to link a transaction to a customer.
• Forms and lists: Create custom forms based on Dataverse tables to personalize data entry. This way, only the data you actually need gets entered.
• Business rules: Make fields within a form dependent on each other. This makes it possible to show or hide a field based on the value in another field.
• Calculated columns: Automatically calculate values in a column based on other columns. This makes it possible, for example, to calculate profit in a new column based on revenue and costs.

For instance, we developed a model-driven Power Apps application for SURF with Dataverse as the database. All data for this application is entered and edited through Dataverse forms. Read all about the SURF case here.

Role within Power Apps

Dataverse serves as the central database where all the data for your Power Apps is stored and managed. This makes it easy to use consistent and reliable data across all your applications. Whether you're building canvas apps, model-driven apps, or a Power Pages site, Dataverse ensures seamless integration of your data.

How Dataverse works together with the Power Platform

Dataverse also works seamlessly with other parts of the Microsoft Power Platform, such as Power Automate, Power Apps, Power BI, and Power Pages. These integrations let you combine the various tools to arrive at the ideal solution you need. Here are a few examples of how Dataverse works together with all the components of the Power Platform:

• Power Automate: With Power Automate, you can automate workflows and business processes using data in Dataverse. Power Automate can create, edit, and delete Dataverse rows. You can also trigger a Power Automate flow when certain actions occur within a Dataverse table. For example, when a new customer is added to a Dataverse table, Power Automate can automatically send a welcome email and create a task for the sales team to reach out to the new customer.
• Power Apps: By using Dataverse as the backend for your Power Apps, you can easily build applications that use structured and secured data. For example, you could develop a canvas app for your sales team where they can view and update customer information stored in Dataverse. This way, they always have access to up-to-date data, wherever they are.
• Power BI: Power BI makes it possible to create interactive reports and dashboards that provide real-time insights based on data in Dataverse. For example, you could build a dashboard showing sales performance by region, with data coming straight from Dataverse. This lets you analyze trends, identify opportunities, and make quick decisions based on current information.
• Power Pages: With Power Pages, you can build dynamic websites that use data from Dataverse. Imagine setting up a customer portal where customers can view their order history and place new orders. By integrating Dataverse, you can ensure that all the data on the portal is current and accurate, and that customers have easy access to the information they need.

Limitations of Dataverse

Besides all these great features, Dataverse also has a number of limitations. For example, there's a limit to the number of tables and columns within an organization. This limit isn't reached quickly, but it's still good to think about before you get started with Dataverse.

In addition, there are costs associated with using Dataverse. To use Dataverse, a Power Apps Premium, Power Apps per App, or Power Apps Pay-as-you-go license is required. You pay per user for this.

Conclusion

Microsoft Dataverse is a powerful part of the Microsoft Power Platform. With Dataverse, organizations can build complex data models, implement business rules, and create dynamic forms and lists. This makes it possible to personalize data entry and optimize business processes. On top of that, secure storage in the Microsoft Cloud ensures that only authorized users have access to the data, offering a high level of security.

Curious what Dataverse and the rest of the Power Platform can mean for the processes within your organization? Then schedule an appointment using the button below.

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Written by Mathijs van der Ven
Low-Code Consultant