In this “Application User in Power Platform” article, we will learn what is an application user in Power Platform and how to create an application user in Power Platform, and also we will learn what is an user and S2S apps in Power Platform environment and how to create a user and S2S app in Power Platform with the use cases.
The Power Platform Admin Center is a crucial hub for managing Microsoft Power Platform applications, which include Power Apps, Power Automate, Power BI, and Power Virtual Agents. Within this platform, admins have various ways to manage access and usage by configuring Application Users, standard Users, and S2S (Service-to-Service) Apps.
But what do these terms mean, and why is it important to understand their differences? This article will break down each type, explain their use cases, and offer real-world examples of how each plays a vital role in managing access, security, and functionality across the Power Platform. By the end, you’ll know exactly when to use each one, helping you to make better administrative decisions.
Let’s explore each type to see how they fit into the Power Platform ecosystem and how they can benefit your organization.
What are Application Users in Power Platform?
Definition and Overview
In Power Platform, Application Users are non-human accounts specifically designed to allow applications and services to interact with the platform without needing a dedicated human user. Unlike regular users who log in and actively interact with the platform, Application Users are typically set up to perform background tasks or manage data access for automated workflows.
How Application Users Work in Power Platform
Application Users use an “application identity” rather than a specific user’s identity. This setup allows Power Platform apps, especially Power Apps and Power Automate, to perform tasks autonomously and securely. For example, if you want an app to pull data from a database every morning and display it in a Power BI report, an Application User could handle this repetitive task without manual intervention.
Real-World Example of Application Users
Imagine a logistics company that needs to update its inventory data daily. By setting up an Application User to pull data from the company’s ERP (Enterprise Resource Planning) system, this task becomes automated. The Application User logs in on behalf of the company to fetch and process inventory data without requiring a person to handle these actions.
Benefits of Using Application Users
Automation: Automate tasks and workflows without human intervention.
Security: Manage data access with controlled permissions.
Consistency: Run daily or periodic tasks reliably without user error.
Limitations of Application Users
While they are highly effective for automation, Application Users have specific permissions and may need additional configuration for complex tasks requiring multiple system integrations.
How to create an application user in Power Platform environment?
Create application user in Power Platform environment
Click on the “Create” button.
This is how the add an app from Microsoft Entra ID look like:
Add an app from Microsoft Entra ID in Power Platform
And, this is how, we can add security roles to an application user.
Add security roles in Power Platform environment
I can see my new application user in the application users list; from here, you can manage your application user, like add, edit, and delete application users.
Application user created in Power Platform Environment
Understanding Users in Power Platform
Definition and Purpose
Regular Users in Power Platform are typically employees or individuals who use the applications within the Power Platform ecosystem, such as Power Apps or Power BI, for daily tasks. These Users interact directly with the platform, utilizing it to complete workflows, analyze data, or automate specific parts of their job functions.
How Users Differ from Application Users
The main difference between Users and Application Users lies in interactivity. While Application Users are meant for automated tasks, Users actively engage with the platform, creating and analyzing reports, building apps, or accessing insights. In the Power Platform Admin Center, administrators can set up different security roles and permissions to control the level of access each User has to certain apps or data.
Real-World Example of Regular Users
Consider a sales team in a retail company that uses Power Apps to track customer leads. Each salesperson is a regular User who logs into Power Apps, adds new leads, and updates customer interactions. This data is then accessible to managers in Power BI for analyzing sales performance.
Licensing and Access Control for Users
Regular Users typically require a Power Platform license to access apps and data. These licenses are assigned based on their role and specific needs, with options for Power Apps, Power BI, and Power Automate licenses depending on their functions.
Benefits of Using Users in Power Platform
Direct Interaction: Enables hands-on access for employees to manage data and tasks.
Flexible Permissions: Different roles and permissions can be assigned as per job requirements.
Enhanced Collaboration: Promotes collaborative data management across teams.
How to add an user to an Environment?
Adding an user to an environment is a straight forward step.
After login to your Power Platform environment, click on the “Settings” link.
Go to “Users + Permissions” section.
Click on the “Users” link.
Click on the “+ Add user” link.
Select the user you want to add to your environment.
Add user to Power Platform Environment
Click on the “Add” button.
Notes:
Only users that meet the below access requirements can be added to this environment. Add one user at a time.
User access requirements: Enabled in Microsoft Entra ID, Has an active license, Member of the environment’s security group
What are S2S (Service-to-Service) Apps?
Definition of S2S Apps
S2S (Service-to-Service) Apps are designed to enable secure communication between Power Platform and other Microsoft services or third-party platforms. They are particularly useful for integrations that require a seamless flow of data across services without needing constant user authentication.
With S2S Apps, services communicate directly, using OAuth 2.0 authentication protocols to ensure secure, reliable data exchange.
How S2S Apps Work in Power Platform
S2S Apps are a great choice when you want to integrate Power Platform with tools like Microsoft Dynamics 365, Azure, SharePoint, or even third-party platforms like Salesforce. They help automate processes and data sharing between systems, creating a more connected environment.
Real-World Example of S2S Apps
A company using both Dynamics 365 for CRM and Power BI for data visualization may set up an S2S App to share customer data automatically. By connecting the two platforms with an S2S App, the CRM data from Dynamics 365 flows seamlessly into Power BI, allowing for real-time updates in the dashboards and analytics without needing any manual data transfer.
Benefits of Using S2S Apps
Secure Integrations: Ensures data is exchanged securely across platforms.
Efficient Automation: Saves time by eliminating the need for manual data transfers.
Scalability: S2S Apps make it easy to expand integrations with other services as business needs grow.
Considerations and Limitations of S2S Apps
S2S Apps are designed for secure and straightforward integrations but might require additional setup for more complex scenarios or third-party integrations beyond Microsoft services.
How to access S2S apps link?
The S2S apps link and applications users link are both the same; both the link will take to create an application user.
You can access the S2S apps link by following this navigation, logging in to your environment, and then, from the right side access panel, clicking on the “S2S” link.
S2S apps and application users in Power Platform
Once, we click on the above “S2S” link, we will get into the applications users screen as shown below:
New app user screen in Power Platform environment
Comparing Application Users, Users, and S2S Apps: When to Use Each
The following table summarizes the differences between Application Users, standard Users, and S2S Apps, providing insights into when to use each.
Type
Best For
Example Use Case
Key Benefits
Application Users
Background automation tasks
Automated data pull for daily reporting in Power BI
Security, automation, consistency
Users
Direct platform interaction
Sales team tracking leads and opportunities in Power Apps
Hands-on access, collaboration, flexible roles
S2S Apps
Service-to-service integrations
CRM data flow from Dynamics 365 to Power BI dashboard
Secure integrations, scalability, efficiency
YouTube Video Demo: Application Users in Power Platform
Conclusion and Best Practices
Thus, in this article, we have learnt about application users, normal users, and S2S apps. And how to create an application user, how to add a normal user to the Power Platform environment.
Understanding the differences between Application Users, Users, and S2S Apps is essential for any administrator working with Power Platform. Here are some best practices to ensure you’re using each effectively:
For Automation: Use Application Users when you need secure, reliable automation without user involvement.
For Day-to-Day Use: Assign Users for employees who need direct access to Power Platform applications.
For Integration: Use S2S Apps to create seamless, secure integrations between Power Platform and other services.
By implementing these user types strategically, administrators can improve efficiency, security, and collaboration across their organization’s Power Platform environment.
As a SharePoint and Power Platform Maven, my greatest joy comes from sharing my expertise with colleagues, friends, and the tech community, helping them navigate the ever-evolving world of technology and guiding them through the dynamic landscape of modern technology.
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