Excited to share a Power Platform project I’m currently delivering for a large multinational organization operating across multiple regions. We’re building a robust Power Apps Canvas application backed by Dataverse, designed to manage metadata for millions of critical documents that will be stored in a centralized SharePoint site. These documents are distributed across multiple libraries to optimize performance and scalability. Security is multi-layered: • Role-based access control based on the logged-in user • Record-level ownership tied to Dataverse teams, each with specific security roles Key app features, not limited to: • Landing page with advanced metadata filtering via Dataverse columns • File upload screen supporting up to 10 files at once, with metadata capture and precise folder targeting • Bulk upload screen allowing users to upload multiple files across different SharePoint locations • Metadata configuration screen tailored for PO-level management • Global search combining metadata filters with file content search for powerful discovery The file upload flow includes: • The actual file upload and a Get Library and Folder action • Assigning record ownership to the appropriate Dataverse team with specific Security Roles. The project also includes a migration component, where a dedicated SharePoint team is migrating files from SharePoint on-premises to SharePoint Online. As part of this process, metadata records are created in Dataverse, and security groups are leveraged to enforce dataverse teams record ownership. This solution is a great example of how Power Platform can scale to enterprise-level document management while maintaining granular security and user-friendly interfaces. #PowerPlatform #PowerApps #Dataverse #PowerAutomate #SharePoint #LowCode #EnterpriseSolutions #DigitalTransformation #Migration #SharePointOnline
Les Black
4mo
You know you can bypass Dataverse altogether for this app - probably. You can build a Power App on top of the Libraries and render a document in the app if you wish. SPO Libraries come with Metadata extraction tools including AI ones. In terms of security SPO Libraries and Sites have user level settings preventing access for others. If you do need separate data collection functionality you can use a List(free) or Excel and read and write to it using and Office Script. So, no Dataverse tables, no Dataverse role management and no dataverse costs at all!
Ali Raza J. ☁
4mo
Wow, that’s great Georges! 👏 Speaking of SharePoint — "The maximum supported limit for unique permissions (unique security scopes) per list or library is 50,000. This is a hard limit—attempting to exceed it will result in errors, such as "You cannot break inheritance for this item because there are too many items with unique permissions in this list."
Muhammad Suleman
4mo
Awesome 💯
Joe Gill How are you going to manage the file upload for files which are larger than 200mb ?
Joe Gill
4mo
Sounds like an interesting project what tech did you use to build the upload form?
Arman Sahi
4mo
Thanks for sharing seems like a intresting project… can you please share more
Sami Skaff
4mo
Power apps is a great platform to quickly spin-off applications! Not only that it can automate the operation by connecting other tools through power automate! Georges Ghaleb what’s the use case / industry? The power of app development today is at different levels..
Aline Chahine
4mo
Bravo 👏👏
Impressive work, Georges. Scaling document management to millions of records while keeping performance and security tight is no small feat. Most teams underestimate how complex metadata governance and permissions mapping get once you add regional structures and migration layers. At Process Street, we’ve seen similar patterns, the real challenge isn’t storage, it’s maintaining provable control and consistent process across that scale. How are you handling long-term governance once the migration is complete? Do you plan to automate validation or rely on manual checks through Power Automate?