PowerApps - SharePoint lists vs Dataverse as the back end

Question

I have developed a solution that has SharePoint Lists as the back end and PowerApps as the front end.

The solution has been set up for one project and has 6 different lists to support the solution, two of those lists are specific to the project. I have had interest from other projects to use the solution. My question is, should I be re-creating the two project specific lists and updating the PowerApps solution to point to those lists, or is there a better way to design the solution so that multiple projects can save their data? Each project will be raising 3000-4000 records in one of the project specific lists. If I create a generic solution across all projects, how can each project only access their records?

Thank you.

Answer 1

Hi @Maria Z

Good day! Welcome to Q&A forum.

You're facing a common architectural decision when scaling a PowerApps/SharePoint solution. Here are your options and recommendations:

Single List Architecture (Recommended)

Create a "Project" column in your project-specific lists to identify which project each record belongs to. This is the most scalable approach.

Implementation:

1. Add a "ProjectID" or "ProjectName" column to your project-specific lists
2. Modify your PowerApp to:
   • Filter all views by the current project (using Filter(List, ProjectID = varCurrentProjectID))
   • Set the ProjectID automatically when users create new records
3. Create a separate Projects list to define your projects

Hope these information helps.

Please do let us know if you have any further queries.

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