Microsoft Dataverse advantages and disadvantages explained - SharePoint Lists & Power Apps

Introduction to Microsoft Dataverse

Microsoft Dataverse is a scalable, secure and versatile data platform that serves as the central database for the Microsoft Power Platform. It enables the storage, management and integration of data from various sources and provides a basis for the creation of customised applications, workflows and dashboards.

Key features of Dataverse

• Centralised data structure:
  • Dataverse uses Tables (formerly "entities") to store data. Each table has predefined or user-defined columns.
  • Data is stored in a standardised way so that it can be easily used by different applications.
• Integration:
  • Seamless integration with the Power Platform (Power Apps, Power Automate, Power BI and Power Pages).
  • Connectors for external services such as Dynamics 365, SharePoint, SQL Server and many more.
• Security:
  • Granular access controls at row and field level.
  • Support for Microsoft Azure Active Directory (AAD) for role-based security models.
• Scalability: Suitable for small applications through to large, company-wide solutions.
• Expandability:
  • Built-in functions such as business rules, workflows and plugins.
  • Supports user-defined code for generating complex logic.

Why Dataverse?

• Data management at company level:
  • Relationships between data: Supports complex 1:n and n:n relationships that can be modelled directly in the platform.
  • Data validation: Business rules and workflows can be used to standardise and validate data entries.
• Standardised database:
  • Enables centralised storage and access to data from various applications and tools.
  • Avoids data silos and improves collaboration between teams.
• Extended functionality:
  • Process automation: Automate workflows and notifications based on data changes.
  • AI-supported analyses: Use of integrated AI models for forecasting and decision-making.
• Scalability and performance: Optimised for high data volumes and growing business requirements.

Dataverse vs. SharePoint lists

Licensing and costs

• Dataverse for Teams: Free version for Microsoft Teams users, with limitations in terms of storage space and functions.
• Dataverse (full value): Paid licence for extended functions, from around €40 per user and month (depending on the plan).
• Additional memory: The cost of additional storage space is around €38.40 per GB/month.

Best practices for the use of Dataverse

1. Data modelling: Plan tables, columns and relationships in advance to create a consistent data model.
2. Business logic: Use integrated workflows and rules to automate recurring tasks.
3. Security guidelines: Ensure that users can only access the data they need.
4. Integration: Connect Dataverse with other tools and platforms to optimise workflows.

Summary

Microsoft Dataverse is a powerful platform for the centralised management and use of data. With its integration into the Power Platform, advanced security features and scalability, it is the ideal choice for complex enterprise applications. While simple solutions with SharePoint lists may suffice, Dataverse provides the necessary foundation for growth-orientated and future-proof solutions.