Microsoft PowerApps and Microsoft Flow Licensing Guide-October 2019

Microsoft PowerApps and Flow – What’s new in this licensing guide

How to buy

Licensing Programs
Licensing programs are channels where you can buy PowerApps and Flow. You can license PowerApps and Flow through Microsoft Volume Licensing (VL), Cloud Solution Provider program (CSP), and/or Web Direct (MOSP) programs. In Volume Licensing, PowerApps and Flow are available through:
• Enterprise Agreement (EA)
• Enterprise Agreement Subscription (EAS)
• Service and Cloud Enrollment (SCE)
• Enrollment for Education Solutions (under the Campus and School Agreement) (EES)
Additional channels:
• Microsoft Online Government
• Microsoft Products and Services Agreement (MPSA). More information on MPSA is available here.
• Microsoft Online Subscription Program (Web Direct/MOSP)
Participating in a Volume Licensing program typically involves signing an agreement and/or enrollment, meeting a minimum purchase requirement, and ordering licenses through a Microsoft Reseller.

PowerApps and Flow – Multiplexing

Multiplexing refers to the use of hardware or software that a customer uses to pool connections, reroute information, or reduce the number of users that directly access or use the PowerApps and Flow service. Multiplexing does NOT reduce the number of SLs of any type required to access the PowerApps and Flow apps. Any user or device that accesses the PowerApps and Flow app —whether directly or indirectly—must be properly licensed.
PowerApps and Flow service can only be accessed if you have a PowerApps or Flow license. Similarly, PowerApps and Flow licenses are required for users that input data into, query, or view data from the PowerApps and Flow apps through a pooling device. Pooled connections use a non-interactive user account in PowerApps and Flow that can access the system but only via the web service layer. Internal users accessing PowerApps and Flow service indirectly through a portal or via an API to a separate service such Microsoft Outlook must also be properly licensed, regardless of if they are set up as a PowerApps and Flow user in the app, for example:
• Internal users that access the PowerApps and Flow service must still be properly licensed for PowerApps and Flow.
• Any user that accesses PowerApps and Flow service that is made available through an automated process requires a PowerApps and Flow license
• The number of tiers of hardware or software between the PowerApps and Flow apps and the user or devices that ultimately use PowerApps and Flow service indirectly does not affect the number of SLs required.

PowerApps Subscriptions

Licensing overview
General purpose, full PowerApps capabilities are licensed on a standalone basis. Additionally, limited PowerApps capabilities are included within various Office 365 and Dynamics 365 licenses. High level overview of the licensing structure is provided below.

Standalone PowerApps licensing
Customers that need general purpose and full capabilities of the platform should license PowerApps on a standalone basis. Licensing is supported on both a “per user” basis as well as a “per user, per app” basis. Both standalone licenses are fully featured. Details follow.

PowerApps per app plan
PowerApps per app plan allows organizations to get started with the platform at a lower entry point. Customers on the per app plan typically start with 1-2 leading use case scenarios before adopting the platform more broadly. PowerApps per app plan is also an attractive licensing option to license end users that run only a few apps.

PowerApps per app plan allows individual users to run 2 custom applications (be it canvas or model or both) and access 1 custom portal based on the full capabilities of PowerApps.

Entitlement Summary for PowerApps per app license

Note:
• Embedded canvas apps within a model-driven app will not count towards the two-app limit.
• A single user might be covered by multiple ‘per app’ licenses to allow the user to use multiple solutions targeted at various business scenarios, without requiring a per-user license
• Once a pool of PowerApps per app licenses are purchased, individual licenses need to be assigned to specific environments and to individual users

PowerApps per user plan
PowerApps per user plan allows licensed users to run unlimited custom applications based on the full capabilities of PowerApps.

Entitlement Summary for PowerApps per user license

PowerApps use rights included with Dynamics 365 licenses

Limited PowerApps use rights are included with Dynamics 365 licenses to allow users to customize & extend Dynamics 365 applications. Use of PowerApps capabilities included with Dynamics 365 licenses must be only within the context of the licensed Dynamics 365 application. Further, the specific use rights vary by Dynamics 365 license type.

PowerApps use rights with Dynamics 365 applications

PowerApps use rights included with Office 365 licenses

Limited PowerApps use rights are included with select Office 365 licenses to allow users to customize & extend Office 365 for productivity scenarios. For a complete list of Office 365 licenses that include PowerApps use rights.

PowerApps use rights with Office 365 licenses

PowerApps Portals

Licensing overview

Provisioning a PowerApps Portals instance
PowerApps Portals instances can be provisioned by customers on-demand. Provisioning a portals instance draws 1GB from available (unused) Common data service database capacity. Thus, provisioning additional portals instances is only capped by available Common data service database capacity.

Usage of a PowerApps Portals instance
Each end user that accesses a PowerApps Portals instance needs to be licensed appropriately. The table below outlines the end user types.

The licensing scheme varies based on end user type.

Per login model
For PowerApps Portals instances that implement authenticated external user scenarios, appropriate login capacity, based on anticipated usage volumes, should be purchased. Customers should purchase necessary capacity of logins across all Portals instances that cater to authenticated external user scenarios.

Each unit provides 100 logins/month. Volume tiers and corresponding SKUs differ based on minimum purchase requirements. For each of the tiers, once the minimum purchase requirement is met, additional units can be purchased in units of 1.
For example, a customer requiring 5,500 logins/month can purchase 55 units of “PowerApps Portals login capacity add-on tier-3”

Capacity enforcement
For PowerApps Portals login capacity add-on SKUs, purchased capacity is enforced monthly. Unused logins do NOT carry over from one month to another. Customers should purchase appropriate capacity aligned with peak monthly anticipated usage.

Overage handling
While occasional and reasonable overages will be tolerated, customers exceeding purchased capacity should adjust their purchase quantity per standard Microsoft terms to remain in compliance.

Assignment of purchased capacity
The minimum assignment capacity per PowerApps Portal instance is 100 logins/month. Once the minimum capacity of 100 logins/month is assigned, additional logins can be added in terms of 1 login.

Per page view model

For PowerApps Portals instances that implement anonymous access scenarios, appropriate capacity of page views, based on anticipated usage, should be purchased. Customers should purchase necessary page views capacity across all Portals instances that cater to anonymous access scenarios.

Each unit provides 100,000-page views per month. For example, a customer requiring 570,000-page views per month, should purchase 6 units of “PowerApps Portals page view capacity add-on”.

Capacity enforcement
For PowerApps Portals pageview capacity add-on SKUs, purchased capacity is enforced monthly. Unused page views do NOT carry over from one month to another. Customers should purchase appropriate capacity aligned with peak monthly anticipated usage.

Overage handling
While occasional and reasonable overages will be tolerated, customers exceeding purchased capacity should adjust their purchase quantity per standard Microsoft terms to remain in compliance.

Assignment of purchased capacity
The minimum assignment capacity per PowerApps Portal instance is 50,000-page views/month. Once the minimum capacity is assigned, additional page views can be added in terms of 1-page view.

PowerApps Portals – Use rights for Internal users

For internal users i.e. users licensed with PowerApps or Dynamics 365 licenses, the use rights for PowerApps Portals which are essentially custom portals aligns with use rights to custom PowerApps.

API limits for PowerApps portals

Each login provides a daily limit entitlement of 200 API calls per 24-hour period per user. Anonymous page views, which rarely interact with backend system functionality, are afforded up to 3 API calls per page view.
These API calls are pooled at portal level depending on number of logins/page views assigned to portal.

Flow Subscriptions

Licensing overview

General purpose Flow capabilities are licensed on a standalone basis. Limited Flow capabilities are also included within PowerApps, Office 365 and Dynamics 365 licenses. High level overview of the licensing structure is provided below.

Standalone Flow licensing
Customers that need full-fledged, general purpose workflow/business process automation capabilities, should consider purchasing standalone Flow licenses. Licensing is supported on both a “per user” basis as well as a “per flow” basis. Both standalone licenses include the full capabilities on Flow. Details follow.

Flow per user plan
Flow per user plan equips individual users to create and run unlimited workflows and business processes based on their unique needs. The per user plan is intended to support the broad adoption of an automation culture in an organization. Should the entire organization be licensed with the Flow per user plan, admins will have minimal overhead with tracking how many Flows are being activated/used within the organization.

“PowerApps and Flow capacity add-on” can be purchased to increase daily service limits.

Flow per business process plan
Flow per business process plan is licensed by flow and allows customers to implement critical business processes with capacity that serves teams, departments, or the entire organization without individually licensing each end user that triggers the licensed flow.
Flow per business process plan is great for departmental scenarios where typically, one power user sets up a flow and shares the same with the broader group. This plan alleviates the need to license each end user that knowingly/ unknowingly triggers execution of the licensed flow.

Note:
• All types of enabled top level flows need to be licensed (Scheduled flows, automated flows, instant flows and business process flows). Flows that are only used as “child” flows (triggered by another Flow) do not need to be additionally licensed
• Should customers wish to license more top-level Flows, they should purchase more units of the “Flow per business process plan”
Should customers only wish to license more usage capacity for currently licensed flows, they may purchase “PowerApps and Flow capacity add-on”.

Note, scheduled flows may be configured to trigger every minute, irrespective of license type. There are no limits on the frequency of flow runs beyond what the connector supports.

Flow use rights included with PowerApps licenses

PowerApps licenses (both “PowerApps per app plan” and “PowerApps per user plan”) include Flow use rights for the purpose of automating workflows associated with the PowerApps application(s).
Flow use within PowerApps is limited to the context of the PowerApps application. What this means is that for both triggers and actions, Flows included within a PowerApps application can connect to:
• Any data source within the use rights of the PowerApps application
• Directly with the PowerApps application (via built in trigger/action)
If the Flow is isolated and has nothing to do with the PowerApps application, then standalone Flow licenses will need to be purchased.
Example of Flow use within PowerApps application context:
User with a standalone PowerApps license runs an app that uses SQL DB as the data source and includes Flows that:
• Read from OR write to SQL DB
• Use a built-in PowerApps trigger and/or action – e.g., Send a push notification to the app
Example of Flow use outside of PowerApps application context:
The same user (in the example above) now also wants to use a Flow that updates an Oracle database, and:
• Is completely unrelated to the PowerApps app
• Does not interact in any way with the PowerApps app (or its data sources)

Flow use rights included with Dynamics 365 licenses

Dynamics 365 licenses include Flow use rights for the purpose of customizing and extending Dynamics 365 application(s).
Flow use within Dynamics 365 is limited to the context of the embedding Dynamics 365 application. For both triggers and actions, Flows included within the Dynamics 365 application can connect to:
• Any data source within the use rights of the Dynamics 365 application
• Directly with the Dynamics 365 application (via built in trigger/action)
If the embedded Flow is not within the context of the Dynamics 365 application, then standalone Flow licenses will need to be purchased.

Flow use rights included with Office 365 licenses

Office 365 licenses include Flow use rights for the purpose of customizing and extending Office 365 applications.
Flow use within Office 365 is limited to the context of the embedding Office 365 application. For both triggers and actions, Flows included within the Office 365 application can connect to:
• Any data source within the use rights of the Office 365 application
• Directly with the Office 365 application (via built in trigger/action)
If the embedded Flow is not within the context of the Office 365 application or if the embedded Flow needs to connect to a premium on-premises or custom data source standalone Flow licenses will need to be purchased.

Subscription Capacity

PowerApps and Flow default subscription capacities leverage the same tenant and infrastructure and will accrue across one tenant. Every tenant with a PowerApps or Flow license receives default capacity. In addition, for each PowerApps per user, PowerApps per user, per app, Flow per user, and Flow per flow plan license there is additional capacity added to the tenant.

Note, customers may have as many flows as needed per-flow plan. Each flow will increase capacity limits.
PowerApps, Flow and Dynamics 365 Customer Engagement applications leverage the same tenant and infrastructure. Common Data Service capacity (database, file and log formats) is pooled across the tenant and shared amongst relevant application workloads.

The first subscription of PowerApps OR Flow OR Dynamics 365 Customer Engagement provides the one-time default capacity entitlement for the tenant. For example, if a new customer purchases “PowerApps per user plan”, the tenant will receive 10GB of default Common Data Service Database capacity. Additional subscriptions do not add to the tenant’s default capacity.

Upon additional subscriptions being added to the tenant, additional Common Data Service capacity might accrue to the tenant. Additional capacity per PowerApps and Flow subscription license is listed below.

Example:
Let’s assumed that a new customer starts by purchasing 10 PowerApps per user licenses and 20 PowerApps per app licenses. In this case, the total tenant wide pooled capacity will be as follows:

PowerApps and Flow Capacity Add-ons

If you require additional subscription capacity (such as additional database or file capacity), you can include these optional add-on licenses with your subscription. Subscription add-ons apply across tenant and are not tied to a specific user. Subscription add-ons can be purchased at any time and remain a part of the subscription for the remainder of the subscription term.

Common Data Service Capacity Add-ons
PowerApps apps or flows utilizing the Common Data Service will consume varying quantities of Database Capacity, File Capacity, and Log Capacity and may require different kinds of PowerApps and Flows environments. Apps may utilize flows, or flows may be run separately from apps.
Each type of per user license (Office 365, Dynamics 365 applications, the standalone PowerApps and Flow Plan licenses) include capacities of one of more of these basic resources. These entitlements are pooled, and shared across users, at the customer tenant level.

AI Builder capacity add-on

Service overview
AI Builder helps empower everyone – regardless of their technical experience to work with Artificial Intelligence (AI). This solution helps easily add AI capabilities to both apps and business processes.

Licensing overview
AI Builder is licensed as an add-on to PowerApps, Flow and Dynamics 365 licenses.
AI Builder is licensed on a capacity basis. AI Builder capacity is expressed in the form of “service credits”. Service credits serve as the single (common) currency across all the scenarios supported by AI Builder. Available service credits are deducted when AI Builder services are used. Different scenarios (for example, forms processing, prediction, etc.) burn down service credits at different rates.
Customers should purchase the appropriate number of AI Builder capacity add-on units based on anticipated usage across all scenarios.

Each unit of “AI Builder capacity add-on” includes 1 million service credits per month. For example, a customer requiring 4.7 million service credits per month (based on anticipated usage), should purchase 5 units of “AI Builder capacity add-on”.
Note:
• Purchased service credits can be used from AI Builder models included within Microsoft Flow, PowerApps and Dynamics 365 applications
• Service credits are deducted / consumed for both training and production usage
• Service credits are pooled across the tenant

Capacity enforcement
For AI Builder capacity add-on SKUs, purchased capacity is enforced monthly and unused service credit do not carry over month to month.

Overage handling
While occasional and reasonable overages will be tolerated, customers exceeding purchased capacity should adjust their purchase quantity per standard Microsoft terms to remain in compliance.
Comprehensive monitoring, reporting and alerting mechanisms will be instituted to assist customers with managing AI Builder capacity. More stringent technical enforcement (including service denial) will result for usage that is significantly over the purchased capacity.

Assignment of purchased capacity
Assignment of purchased capacity to appropriate Flows, PowerApps applications and Dynamics 365 workloads is managed in product. Assignment helps ensure capacity for critical AI models. The minimum capacity to be assigned is 1 service credit.

PowerApps and Flow capacity add-on

PowerApps and Flow capacity add-on increases the daily API request limit for PowerApps, Flow and Dynamics 365 users/workloads that need more usage capacity than their allocation. For more details on service limits and to learn about daily service limits applicable to various to licenses.

Capacity enforcement
For PowerApps and Flow capacity add-on SKUs, purchased capacity is enforced daily and unused/unassigned API calls do not carry over from day to day. Also, the assigned capacity is specific to a user/flow.

Overage handling
While occasional and reasonable overages will be tolerated, customers exceeding licensed capacity should adjust their purchase quantity per standard Microsoft terms to remain in compliance.

Assignment of purchased capacity
Upon purchase of the add-on subscription, the tenant admin will need to assign the purchased capacity to specific users and/or flows. Minimum capacity that needs to be assigned is 1,000 daily API requests.

For more informations download the document:

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