hello welcome to our broadcast today we're going to talk about how to manage the project risk from project for the web using power apps i'm diego pereira i've been working with project online and microsoft solutions since 2005 and i'm together with christine please introduce yourself yeah hello i'm christine and i'm an architect in the modern workplace team here in proactiv and i've been working with microsoft solutions for eight years and the past few years with the power platform yes so if you start about power apps if i need to make a explain what is power for apps for me i would say it's just a tool where you can create apps for your phone or tablet or also browse right exactly so you can provide your users with a different interface than the normal solution interface and then they have the options to create risk in this example we will be going through later from their phone okay so for example project for the web it is an app and i could have i could create several apps for the departments that i need in my company so one app per department and then if we show the solution for example if you go to the project for the web and then open one of my project what i would like to do is i go to my risks and then i want to create a new risk yes from here of course right to click new risk i can create risk i can see the risk matrix all the information about that risk but then let's say i'm in a meeting i don't want to open my computer and go to a browser and connect and so on so i want to do that from my phone can i do that sure you can do that so we have prepared a power app for that purpose here then later we will be taking you through it so you can learn how to do this yourself but first we have a screen here where we can see all our projects so if we open the same project as we just had on the solution then we will see all the risks which are part of this project we will be able to go into a risk and see the same information as we have over here we will be able to edit it if we want to do some modifications to it we will of course also be able to create a new risk on this project so you have a lot of great options from your powerapps and i can see you have the the colors there and are using the same colors from the my risk matrix that i have in project for the web yes so if we just close this one for a moment you can see you have a matrix here and based on the calculations for that matrix we use that to do some conditional images here so based on what is the impact and probability of this risk then we show the different colors that's great so i have created some simple powerapps how can i do this how can i connect these powerapps to my project risk from project for the web yes so let's start from scratch so in this case we are doing a canvas power app so we will start by selecting canvas then you can start from since a project on the web are using the dataverse or formerly known as data common data service as the data model beneath it you could start here but we are doing integrations to both the projects table and risk tables so we will start from a blank one so we don't have to redo the default settings okay you have some predefined layouts to use for phone or tablets and so on yes and in this case we will do the phone one you can of course do exactly the same stuff in the tablets layout okay yes so right here we have a blank one we will start to not create everything from scratch we will use a default screen so we will use a default list screen then once that is created we can remove the default blank one so we will just delete this one yes i will try to zoom in a little so you guys hopefully can see what we're going then first what we will focus on this is the naming convention because we will have more than one screen so to make it easier to find the right one later by search or if we need to troubleshoot then we will rename it and also follow best brackets from microsoft on how to have the names and so on exactly so in this case because it's a screen we will have a prefix called sc and then an underscore and this first one which is a list screen we will have for the projects so therefore we will call it ss sc on the scope projects then we have a gallery and it's this gallery we want to connect to our projects so in the same way we will do a naming convention we will rename it and because it's a gallery we will prefix it well tl and then underscore and then we will still call it projects because it this gallery will be connected to projects okay so then the idea of the gl is just to identify that's the gallery and then you put a name just to make it clear what we are doing here right okay so for instance on the next screen we are going to do we will make a filter on a gallery based on the selected item in this gallery and it's a lot easier to to find the right gallery if we know they're all prefixed with the the gl for gallery okay then we will go over here and we will now find our data source so in this case it's the projects it will search down in in different sources so it could also have been that you have some sharepoint sources but in this case it's the dataverse so we will take this one projects and wait for it to load so now i can see already all my projects from my project for the web on this part here exactly uh it could be that we don't i think i believe this is integration date that might not be relevant in this case so we can go in we can change the different uh data which is shown we can also change the layout so in this case we are only inserting in the title so we will go and show the title only okay then before doing the next steps we will create another list screen so on now what you're going to do is when you click on the a specific project you want to show the risks inside that project right um yes exactly and i'm just having a little hard time because when i zoom in i would like it to still show my header okay i hope you are still able to see it um and so in this case again we will start by renaming it so in this case we will rename it to sc underscore risks and we will take the gallery and we will rename it to dl underscore and then we will call it risks by project because it will be a gallery with your filter to only show the risk for the project we selected on the first screen so again we go over to select our data source this time i will be searching for the risk list and now we are connected to this list as we can see as soon as we connect to our data source it already shows up here that our items are coming from this list but we want to make a folder because we don't want to see all risk we only want to see the ones which are related to the selected projects so that's the the tricky part to do the connection between the project from the first screen to the risks on the second screen exactly yeah okay yes um so here we will say that we want to filter our data storage which are risk and we want to filter it based on the related project so i will take the project column on the risk table and now for the ease of it i will take the name and then i will say that it should be equal to our tl projects and the selected uh project from our gallery and the name of that project so now here now we we haven't here we can see the risk for the projects which are default selected over here but we haven't really selected one uh together yet it could also be that we want to uh enable search so it's possible to search for a risk then we can say start with and we can say that we want to search for the risk title and then we have already because we are using a default screen we have a text box a text search box so i will search for that this one dot text so now what i'm saying is that the text within this text search box if that is the same as starting with the title of our risk then it should find that one so let's just see why it's complaining here that's always nice when that happens when you're alive and how can you later like try and see if it's working can you do like a play to see yes you can do that so first we will just do a quick over here because we want you when you select a project over here in this gallery then we want to navigate to our screen so we can see the filtered risk for that project so here you can see it's much easier when we have prefixed up with that the sc so now up here i can go to a play mode so i can go down i can find this which is the project we also looked at over here and if we go into that then we can see all the risks which are for this specific project and then this is live connection so if you change something over there in the project for the web you'll be already updated here as well uh you don't need to refresh or anything over here you will have to um if we go out so we can see that's why i'm having a problem with this search because over here you can see there is a refresh button right now by default it's not set to do anything but for that one you can say refresh and then choose your data source which in this case is a risk then you will make sure to uh to refresh the risk okay uh another thing is that right now we actually don't have any way to go back to our first screen we can do it over here but not in the live app okay so we would like to i will just copy this icon here place it next to it and change the icon so let's just call our first screen if it's home then we use the home icon and then we can instead of the refresh from the other icon then here we will say navigate and then we will now navigate to our project screen that means that now this is really annoying two seconds i will just save it and then reopen it so we hopefully get the full app um so you can do some talking in the meantime so then now you are you are saving and then after that you just need to publish and then the app will be available for any users that can see that app right so if we go over here right now it's not shared with anyone else than me yeah okay then i will go over here and not edit mode here then let's so we can see the full screen right now so actually the comments are quite simple to refresh or move to the next screen and so on yes so again we find our project we go in if we use this one we go back to the projects we might of course also want to rename these titles which by default just unnamed titles so for instance up here on our project screen we might want to call it projects uh it's just a header to identify where you are yes and later i will show you on some of our other screens i will show you how you can do it dynamic um so it could be for instance you have a form screen yeah which are sometimes it's for a new item sometimes it for edit an existing item so you want to have a different header based on whether it's the new or an edit item so i will show that as well so if we head back yes then on here we will call it risk then now we would like to be able to go into one of our risk and be able to see the details so we will add a new screen this time we will add a forms screen again we get some out of the box by by using these predefined screens so this one again but you could create from scratch you can create it from scratch if you don't like the layout define everything exactly buttons and box and everything renamed and so on exactly okay it's just more work yeah so it's more if if you're just getting started with powerapps then this is the easy way because you get some out of the box features if you are more used to it if you're a power user of it then then you can play around and go to go crazy with your own layouts okay and normally do you go to like a microsoft site to see the comments how do you learn this like navigate or refresh yeah if i don't know anything are you use bing and say okay how do i refresh yeah there is some very good documentation from microsoft where you can look up the different available functions and there is always some examples on how to use these functions so that is always very helpful there is also a lot of good videos by by the community and microsoft community where you can also get a lot of good advices great i'll check that later and try to create my own powerapps so this one we will call risk detail and we will also rename the edit form because we're going to have one more screen where we also have an edit form so to make it easy to find it we will rename this one to edit form underscore risk view because in this case it will be a viewform only over here we can see that we have the option to select at default mode and in this case we will select that it's the view mode that means we cannot edit anything we can only view it then of course we need to take our data source and it's the risk then it by default load some different fields it could be that we want to show some other fields or in a different sequence so for instance here i want to create it on to be at the end i also want to see the project in this case i'm already on a project but it could still be nice to see the project and i can just drag and drop to move it around we have the data source in place but we need to to find a way to to tell this form which item we're going to uh to show so okay yes so it will be the item which is selected in our gallery risk by project so we will take that one and say select it and then it will know that it is this item and it's already showing so it's super now it's super simple for me that's good to hear again we have the title up here and now just to do some different so we don't put in a static text then i would actually like it to be the title of the risk that we are currently viewing so i will put in the tl risk by project dot selected oh sorry that's selected and dot title because i know that the title column of the risk is called title so now up here we can actually see it's showing the title of the the item that we're currently viewing and on this title yeah so i we can make it smaller okay if we want to have all the possibilities and the properties there exactly yes then we have some buttons up here this one we want us to navigate back to our risk screen so we can again use the navigate function and then just put in which screen we want to have let me see so there so if we go up here click on it we will come back if we go into one oh here again we need to select our navigate to so again on this gallery it says by default parents select parent which means it takes the item that you are on when you click on this icon and then you can say that we should now navigate to the risk details screen so if we go in um let's just take another one for example then we can see here and we can see that it shows us the title of this item then because we use the the default form screen then it's right now showing this one where it has a default unselect property which will submit the form if we do any changes but since this is a view only we don't want to do any changes instead we want to to change this to an edit icon and when you use that you will go to a new screen where you can actually modify this item but first i want to add that extra screen because it will be a lot similar to this one it will just be a different default mode then instead of creating a new screen i will duplicate the existing one so i will duplicate it here then again i will rename it so instead of risk detail i will call it risk edit and i will also rename this to risk edit and then i will change the default mode over here to edit because now we want to edit it um and then it's the same id you can select the fields that you want to edit and so on exactly okay um and here let's go back to the screen first so this one we want to navigate to our new edit screen so we want to change the icon to tell the user that this one is if you want to edit this item then because our edit screen is going to be used in two modes it's going to be used for creating new items and it's going to be used for modifying existing items then we want to tell that when we use this one then it should be in edit form mode so we want to tell that the risk edit form should be in edit form mode uh and then we of course want to navigate to our risk edit screen then so that will identify that you want to yes so if we go to over here where we have the plus icon instead then we want to do the same but here we want to tell them that it should go and have the form in new mode instead so here we would put new form and again put our edit from risk edit and then we will navigate to the same screen as the other one so if we just go in to see an example then if we go here then it's empty and now we i up here but that's fine so if we go out of it and instead go into an item and go from here we can see it is pre-populated with with all the details now it looks simple now yeah if we go to see how to do it if we go to uh the new form then because we already went into a project then it's annoying for the users if they have to select this project okay um so therefore we can go and we can set a default so let me just uh by default it's the properties unlocked for this item so i will go unlock them then i will go to the drop down and i will go to the default selected items then i will make an if condition so if the edit risk edit dot mode is equal to form mode dot new this meaning that if this one opens up in the new form mode then we should look up projects where name is equal to the project that we selected on our first gallery so let's just here it's good that the the formulas is showing what you could use when you click gl projects dot and then you have the option then it suggests and also here it will tell me that i'm not done with my condition yet because first i have to do the check which is what i have the first part then i have to separate by comma and then say what should it do if this condition is true and then i should separate my comma and then decide what to do if this condition this check is false okay so in this case i want let me see parent default so this means that if i go if it's not the new form but the edit form of an existing item then it should instead go in and and take the default value of of that item that i go into but as we can see here if we just try to test so if we go back we go out we go to a completely different one we click plus then we can see that it's that project which is default selected on the new form it could also be when we are if we are here on our screen then again we have this different title options in this case because we made a duplicate of the risk detail one it's set to show the title of the item that we're currently editing but right now it's in new form mode so that means we do not have a title yet so in that case we can do again a condition if edit form risk edit dot mode is equal let's just get rid of this one even though we're going to use it in a second is equal to form mode dot new then it should say new risk and if not it should say edit risk let's just say that then right now we can see we are in the new form so it says new risk if we go out we go into one we're going to edit that one it says edit risk ah okay so then you have a dynamic way to change the name based on your status that's really useful and then so when it's ready what you need to do now you just need to publish this and share with some users how do i get access to this app when it's ready so when it's ready then you can save it now we already saved it once and otherwise you would be you would do like the first time i did it where you can select an icon you can always go in and change the icon stuff like that but you would save it so if we just do that then you can publish it and once you published it you get the share button and then you can share it you can look up any users and then share it with that user that's simple and then i can just connect through my phone and then use the app already yes it's of course important to remember that this one is using the the data sources uh the projects list and the risk list so the user that we're sharing with should of course also have permissions to the data project for the web yeah yeah okay because otherwise they they will not see any content and of course like you did that simple example for me to start with but you could have a lot of special things like i i saw you did the coloring based on the matrix so you could have some specific images also doing the same ifs and formulas you can create everything like that right yeah so it's the same uh principle in that case you would click on the image you would then go to properties you will import your images now i already have these three different kind of images you will import them and then up here where it right now just put the latest image that are imported then you could do an if condition if if impact is higher than this and probability less or higher than this then this color and this color and this color and then it will have different depending on the data on the given risk okay that's super cool so i think i learned something new so now i know how to create another type of powerapps so i did some basic ones before with sharepoint lists and now with project for the web so i don't know if you have any questions from the audience so far no but if you guys have any questions you can just write it here so did you do anything like a really cool power app before like you have to create them let's suppose a matrix inside then you have some ideas um i have some i've done some different power apps so for instance we had done for a customer they needed a way to manage who could approve a payment request so they needed a way to to make a request to get someone to be approver of a specific department uh within a specific organization because this customer do have a lot of different organizations okay so um the approval process was through the also the power app yeah so through the power apps they they put in the request and then it's binded together with the power automate as well so as soon as they put in that request it will save the data in that case it saved the data to sharepoint and then it triggered a workflow which went into approval and once it was approved then the next part of the app was that you could actually do a repayment request and select all the approved approvers so only approvers which had been through this approval process was able to be selected and once you put that payment request it would go to that approver okay and also with these approvals can you control security and say i want to show only for project managers or only for portfolio managers this app you can control in the same way yes that we control uh project for the web so there's different ways so you can manage permissions by only sharing the the power app to to a specific user group but you can also manage it by having having some filters within the app so it could be that some screens are only available to to some parts of the organization some specific departments while others should see something else so you can do it by having different filters on on the current user which logs in or you can do it by only sharing it to specific user questions and you control everything inside the app with the formulas and if that's exactly yes okay that's nice so we don't have any questions so far and we are getting out of time now so i just want to say thank you to show me this nice power apps and how to do this together with project for the web i think i i learned a new way of doing and and then thank you all for being here so if you have any questions you can send email to us or directly to me or christine will be glad to help yes right and and it could be that you didn't see the last broadcast about how to integrate with power automate to projects on the web but that is available with the peter cure and christina health yeah yeah great so that's it thank you guys for watching and see you bye next one bye