Unlocking digital transformation for as little as $5 a month

The global digital transformation market is projected to reach $6.8 trillion dollars this year. However, for many businesses, the cost of embarking on a digital transformation journey can be a barrier to entry. But what if we told you that you could start your digital transformation journey for as little as five dollars per month? In this blog, we will explore a real-world challenge and demonstrate how Microsoft Power Apps is helping to solve it, for a cost equivalent to a cup of coffee each month.

During a recent Dynamics 365 Field Service implementation project, one of our clients faced a common challenge. They were using preprinted paper forms to collect information from their field workers. While the use of paper-based forms is declining, many businesses have yet to eliminate them completely. In this case, the client needed to replace a paper-based form that truck drivers completing deliveries of equipment and supplies to job sites were required to fill out. This form contained crucial information that was essential for the client’s health and safety documentation for the work order and factored into equipment maintenance. However, the client had not planned for these drivers to be licensed users of Dynamics 365 Field Service since they only drive to and from the site and did not need to interact with the Dynamics 365 Work Order or other Field Service functionality. As a result, the client did not want to pay $95 per driver each month for a Dynamics 365 Field Service license to digitize this one paper-based form.

We proposed a solution that would enable the client to digitize the paper-based form for a fraction of the cost of a full Dynamics 365 Field Service license. Specifically, we recommended developing a custom Microsoft Power App that would allow drivers to complete the required form electronically. The cost of the Power App license would be just $5 per month for each driver, the cost of a cup of coffee. By using Microsoft Power Apps to digitize the paper-based form, the client can collect important data from their truck drivers with ease and accuracy, while maintaining compliance with health and safety regulations.

As we designed the solution, we had to be mindful of Dynamics 365 restricted tables as Microsoft has limited the create, update, and delete operations for certain Dynamics 365 tables. We ensured that the design of the custom Dataverse Table and related form would only read some of these restricted tables. All components of the solution are encapsulated within a new model-driven app, ensuring a streamlined and cohesive user experience.

Licensing for a Power Apps per App subscription is only $5 per month as long as no restricted tables are updated. One thing to note is that licenses are not assigned directly to individual users. Instead, they are assigned to an environment via the Power Platform Admin Center. From there, you can easily monitor the number of available passes and how many are being used in the Add-ons section of the Admin Center’s Capacity tab. Our team assisted in this process to ensure that licenses were properly allocated to maximize the value of the investment.

To ensure security, custom security roles had to be created to contain all the tables used by the App. This security role was then added to the App by selecting the ellipses on the top right corner of the app within the environment and then choosing the Manage Roles option. The list of security roles will be displayed, and the custom role can be selected and saved. Once assigned to users, they will have access to the app with the appropriate level of permissions.

Digital transformation is essential for businesses to remain competitive in today’s market. Fortunately, solutions like Microsoft Power Apps make it easier and more affordable to modernize your operations for as little as $5 per month. By replacing paper-based forms with digital solutions, businesses can streamline their operations, enhance data accuracy, and improve overall efficiency.

Rand Group is a trusted Microsoft partner and multi-platform solution provider that can help you unlock digital transformation. Contact us to learn more about how we can help transform your business today.