A file manager app in Power Apps is a custom business solution that allows users to view, upload, download, and manage files stored in a connected data source. Instead of building a new file system from scratch, Power Apps connects to existing platforms like SharePoint, Dataverse, or OneDrive to leverage their powerful storage and security capabilities. The app is built with a low-code approach and uses a gallery control to create a familiar file explorer-like interface.
Key features of a Power Apps file manager
- File and folder navigation: The app uses a gallery to display a list of files and folders from a chosen data source, such as a SharePoint document library. Users can click on a folder to drill down into subfolders and use a breadcrumb menu to navigate back up the hierarchy.
- Metadata integration: Files stored in SharePoint can have associated metadata, such as project name or status. The Power Apps file manager can display and allow editing of this metadata, enhancing file discoverability and organization.
- Search and filter: An app can include a search bar to quickly find files and folders by name. It can also offer filtering options based on file properties like date modified or file type.
- Custom security: The app inherits the security and permissions of the underlying data source, but custom business rules can be added within Power Apps and Power Automate to further control access to files.
Common data sources for a file manager app
| Data Source | Description |
|---|---|
| SharePoint Document Library | Primary choice for most Microsoft 365 users. It provides a built-in file structure, version history, and is more cost-effective for document storage than Dataverse. Files can be uploaded, downloaded, and managed directly from the app. |
| OneDrive for Business | A good option for managing files within a personal or shared OneDrive space. It offers a familiar folder structure and robust user authentication. |
| Dataverse (Files) | Used when files must be tightly coupled with specific records within the Dataverse environment, with security roles and business rules applied to the attachments. File storage costs in Dataverse are much higher than in SharePoint. |
How a Power Apps file manager is built
Creating a file manager app typically involves these steps:
- Connect to a data source: Use a connector to link your app to a SharePoint Document Library or another file storage service.
- Display files and folders: Add a gallery control to the screen and set its Items property to the connected data source. Use Power Fx formulas to filter the gallery and display only the items for the current folder path.
- Implement navigation: Use context variables to store the current folder path. The OnSelect property of a folder icon updates this variable, refreshing the gallery to show the new subfolder's contents.
- Add core functionality: Incorporate buttons or icons with Power Fx formulas and Power Automate flows to handle file uploads, downloads, and deletion.
- Refine the user interface: Add features like breadcrumb navigation, search bars, and distinct icons for files and folders to create a polished and user-friendly experience.