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README.MD

Install and configure the Event Organizer PowerApps sample

Step-by-step instructions for installing and configuring the Event Organizer PowerApps sample.

Estimated time to complete these steps: 25-30 minutes

If you would like to see a demonstration of this process please watch this installation and setup video.

Event Organizer PowerApps sample overview

The Event Creation and Management PowerApp enables event managers and other users to easily organize events like a corporate conference or trade fair. Event attendees can self-register quickly and easily, and they can sign up to receive updates about conference news, special sessions, and general information. Event managers can track registrations, check-in event participants, and access real-time statistics about event attendance.

Opening screen of the Event Organizer PowerApp

Watch the Event Organizer Demo Video to see how to use the Event Organizer PowerApp Sample.

Prerequisites

  • Sign up for PowerApps.
  • A SharePoint Online global administrator account.
  • Have a Power BI account and Power BI Desktop installed.
  • Clone the project to your local machine.
  • Should be familiar with the following
    • Configuring Forms
    • PowerApps
    • Flow
    • Power BI
    • SharePoint

Create the Registrations SharePoint list

This list stores the registrations for events.

Install Site Script

  1. Download and install the SharePoint Online Management Shell.

  2. Open the SharePoint Online Management Shell command prompt. To do so, click the Start button in Windows, type SharePoint, then click SharePoint Online Management Shell.

    Start SharePoint Online Management Shell

  3. In the SharePoint Online Management Shell command prompt, change to the EventOrganizer folder under the project that is cloned in your local environment.

    Change powershell folder

  4. Modify the script commands below by replacing the $orgName variable value (replacing all the text between the quotes, including the < and > characters) in the first line of script code, and then run the following commands in the SharePoint Online Management Shell command prompt:

    SharePoint demo site url

    $orgName="<name of your Office 365 organization, example: contoso>"
    Connect-SPOService -Url https://$orgName-admin.sharepoint.com

    Connect SharePoint Online Service Command

  5. When prompted by the Microsoft SharePoint Online Management Shell dialog box, enter the account name and password for a SharePoint global administrator account, and then click Sign in.

    Login SharePoint Online Management Shell

  6. Run following PowerShell script to install the SharePoint Site Script. After running the cmdlet, you get a result that lists the ID of the added Site Script. Copy this ID and save it to a text file, you will need it in subsequent steps.

    Get-Content '.\registrationsList.json' `
         -Raw | `
         Add-SPOSiteScript `
        -Title "RegistrationsList" 

    Add SPSite Script Result

  7. Run the following cmdlet to add a new Site Design. Replace the ID placeholder (replace the ID text, including the < and > characters) with the Site Script ID you saved in the text file.

    Add-SPOSiteDesign `
        -Title "Event Organizer" `
        -WebTemplate "64" `
        -SiteScripts "<ID>" `
        -Description "Creates Registrations list"

    Create Site Design Command

  8. Open the SharePoint home page, click Create site, then select Team site.

    Create SharePoint Site 1

    Create SharePoint Site 2

  9. Select the Event Organizer template and use the screenshot below for reference to enter values for site name, site description and additional owners. Click Next.

    Select Design Template

  10. Add any additional owners or members, then click Finish button to submit.

    Add Owners or Members

  11. When the site is created, the web browser will open the new site and display the status in the right panel.

    Create SharePoint Site Completed

  12. Close the status panel on the right, then click the Site contents link in the left menu. Verify the Registrations list exists.

    Created Registrations List

  13. **!!! IMPORTANT !!! ** Open the Registrations list and add at least one record for testing.

    Note: If the SharePoint list is empty, Power BI can not publish the report successfully in the next step.

Create a Power BI workspace

Download Power BI Desktop

  1. Open a web browser and go to https://app.powerbi.com.

  2. Sign in with an account that has a Power BI Pro license.

  3. Click Workspaces.

    Create Power BI Workspace

  4. Click Create app workspace.

  5. In the Name your workspace textbox, enter Event Organizer.

  6. In the Add workspace members textbox enter the email addresses for all the users who will need to access the report.

  7. Click Save.

Create a Power BI dashboard

  1. Open the EventOrganizer.pbix report under EventOrganizer folder in your local project with Power BI desktop.

  2. Click on Edit Queries. This opens the Power Query Editor.

  3. Right click on the existing Registrations table (shown in red box below) and select Delete. Click **Delete ** again.

    Power BI remove the datasource

  4. Now, close the Power Query Editor. First, click File.

  5. Then, click Close & Apply.

  6. Return to the Power BI Desktop application.

  7. Click Get Data.

  8. Click More....

  9. Enter SharePoint in the search box and select SharePoint Online List.

    Power BI getdata from sharepoint list

  10. Click Connect.

  11. In the SharePoint Site Url textbox, enter the URL to the Registrations site.

    **For example: ** https://contoso.sharepoint.com/sites/Registrations

  12. Click OK.

  13. Select Microsoft Account.

  14. Click Sign in.

  15. Log in with your Office 365 administrator account.

  16. In the Select which level to apply these settings to radio button, select the URL to the Registrations site.

  17. Click Connect.

  18. Select the Registrations list and click Load.

    Power BI navigator list

  19. Click File.

  20. Click Publish .

  21. Click Publish to Power BI .

    Power BI publish report

  22. In the Select a destination list, select the Event Organizer workspace you previously created.

  23. Click Select.

    Power BI select workspace

  24. Open the Power BI Workspace by going to https://app.powerbi.com

  25. Click Workspaces.

  26. Select the Event Organizer workspace.

  27. Click Reports.

  28. Click the Event Organizer report.

    Power BI select report

  29. Click the Pin Visual icon.

    Pin Visual Icon

  30. Select the New dashboard radio button.

  31. In the Dashboard name textbox enter Event Organizer Dashboard.

  32. Click Pin.

    Create dashboard

  33. Click the ellipses next to Event Organizer in DATASETS, then click SCHEDULE REFRESH

    Power BI Refresh Now

  34. Edit credentials in Data source credentials and turn on Keep your data update to date in Scheduled refresh section and click Apply button to save changes

    Power BI Schedule Refresh

  35. Click the ellipses next to Event Organizer in DATASETS, then click REFRESH NOW

In PowerApps create a SharePoint connection

  1. In a web browser, navigate to https://web.powerapps.com.

  2. Sign in with the same credentials that you used to sign up for PowerApps.

  3. In the menu on the left, expand Data, then select Connections.

  4. Click + New connection.

    Power BI create new connection

  5. In the Search textbox, enter SharePoint.

  6. Select SharePoint in the list.

  7. Select Connect directly (cloud-services), then click Create.

    PowerApp create sharepoint connection

  8. In the popup window, select the account you logged in with.

Get the Event Organizer PowerApp

Note: The steps in this article demonstrate how to install and configure the mobile version of the PowerApp. The steps are exactly the same for the tablet version, except the for the PowerApp zip file you download and import.

  1. Get the mobile version EventOrganizerMobile.zip under EventOrganizer folder in your local project that is cloned in your local environment.
  2. Get the tablet version EventOrganizerTablet.zip under EventOrganizer folder in your local project that is cloned in your local environment.

Import the Event Organizer PowerApp

  1. In a web browser, navigate to https://web.powerapps.com.

  2. Sign in by providing the same credentials that you used to sign up.

  3. In the menu on the left, select Apps.

  4. Click Import package (preview).

  5. Click the Upload button, then select the PowerApp package you downloaded in previous steps.

    Import package screen

  6. When the import process completes, verify the IMPORT SETUP value is set to Create as new.

    Import settings screen

  7. Click Import and wait until the process is complete.

    Import settings screen

Configure the PowerApp

  1. In the web browser, click Apps.

  2. Click the ellipses next to the Event Organizer PowerApp.

  3. Click Edit.

  4. Click Allow.

    PowerApp allow connection

Delete existing connection to the Registration list

  1. Click View.

  2. Click Data sources.

  3. In the Data pane, click the ellipses next to Registrations.

  4. Click Remove.

    PowerApp remove connection

Connect to the Registrations list

  1. Click View.

  2. Click Data sources.

  3. In the Data pane, click Add data source.

  4. Select SharePoint.

  5. In the Recent sites list, select the SharePoint site where you created the Registrations List.

    Note: If the site does not appear in the list, enter the URL to the SharePoint site in the textbox, then click Go.

  6. In the Search textbox at the top of the list enter Registrations.

  7. Check the checkbox next to the Registrations list.

  8. Click Connect.

    PowerApp create connect

  9. Click File.

  10. Click Save.

Embed the Power BI report into PowerApps

  1. In the Screens pane, select the Reports Screen.

    PowerApp Selct Power BI control

  2. Select the existing Power BI control and edit it's properties.

  3. In the Properties pane, click the URL that appears next to the Data label.

  4. In the Workspace dropdown, select Event Organizer.

  5. In the Dashboard dropdown, select Event Organizer Dashboard.

  6. In the Tile dropdown, select Registration Status:.

  7. Click File.

  8. Click Save.

  9. Click Publish.

  10. Click Publish this version.

Power BI PowerApp settings

Create MS Forms

  1. In a web browser, navigate to https://forms.office.com/.

  2. Sign in with your work account.

  3. Click New Forms

  4. Change the form title to CONTOSO WORLD EXPO 2018.

    Forms update title

  5. Click + Add question and select Text Type

  6. Update Question to First Name and toggle Required to on status

    Forms add field

  7. Add the following questions, just like you did in the previous step.

    Question Type Required
    Last Name Text on
    Organization Text off
    Email Address Text on
    Street Address Text off
    City Text off
    State Choice off
    Phone Number Text off
    Zip Code Text off
  8. Select the State question, click the ellipsis and check Drop-down.

    Forms update state field

  9. Add all the US states as individual State options.

    • Alabama
    • Alaska
    • Arizona
    • Arkansas
    • California
    • Colorado
    • Connecticut
    • Delaware
    • Florida
    • Georgia
    • Hawaii
    • Idaho
    • Illinois
    • Indiana
    • Iowa
    • Kansas
    • Kentucky
    • Louisiana
    • Maine
    • Maryland
    • Massachusetts
    • Michigan
    • Minnesota
    • Mississippi
    • Missouri
    • Montana
    • Nebraska
    • Nevada
    • NewHampshire
    • NewJersey
    • NewMexico
    • NewYork
    • NorthCarolina
    • NorthDakota
    • Ohio
    • Oklahoma
    • Oregon
    • Pennsylvania
    • RhodeIsland
    • SouthCarolina
    • SouthDakota
    • Tennessee
    • Texas
    • Utah
    • Vermont
    • Virginia
    • Washington
    • WestVirginia
    • Wisconsin
    • Wyoming
  10. Exit and the forms saves automatically.

In Flow create the Forms connection

  1. In a web browser, navigate to https://flow.microsoft.com.

  2. Sign in with the same credentials that you used to sign up for Flow.

  3. In the menu on the left, expand Data, then select Connections.

  4. Click + New connection.

  5. In the Search textbox, enter Forms, select Microsoft Forms in the list and click + to create the connection.

    Create forms connection in flow

  6. In the popup window, select the account you logged in with.

Import the Flow

  1. In a web browser, navigate to https://flow.microsoft.com.

  2. Sign in with your work account.

  3. Click My flows.

  4. Click Import.

    Import flow

  5. Click Upload.

  6. Select the EventOrganizerNotificationFlow.zip file, then click Open.

    Note: In the related resources section you may see conflicts, they are indicated with red icons.

  7. Resolve all the conflicts by clicking the Select during import links.

    Note: Do this for all the items in the Related resources section.

    Resolve Conflicts

  8. Select a connection from the list, then click Save.

    Resolve Conflicts

  9. Click Import.

  10. Select the SaveRegistrationToSharePointFlow.zip from your local and import it using the same process you followed in steps 7 and 8.

Modify the Event Organizer Notification Flow

  1. In the menu on the left, click My Flows.

  2. If prompted to sign in, sign in by providing the same credentials that you used to sign up.

  3. Select My flows in the top menu.

  4. Next to the Event Organizer Notification flow Flow, click the pencil icon.

    Edit Flow screen

  5. Expand the Get SharePoint items 2 days prior to the event action.

  6. Change the Site Address and List Name to match the Registrations SharePoint list you created.

    Note: Don't forget to update the body text of the email

    Edit Flow screen

    Note: You don’t need to type it manually, you can choose it in the dropdown lists.

  7. Click Save.

Modify the Save registration information to SharePoint Flow

  1. In the menu on the left, click My Flows.

  2. If prompted to sign in, sign in by providing the same credentials that you used to sign up.

  3. Select My flows in the top menu.

  4. Next to the Save registration information to SharePoint flow Flow, click the pencil icon.

  5. Expand the Invitee fill out registration action and remove current Form Id value and select CONTOSO WORLD EXPO 2018 from the dropdown list.

    Update Form Id

    Note: You don’t need to type it manually, you can choose it in the dropdown list.

  6. Expand the Get registration information action in Save to SharePoint list action. Remove current Form Id value and select CONTOSO WORLD EXPO 2018 from the dropdown list.

  7. Expand the Create registration record in SharePoint action. Change the Site Address and List Name to match the Registrations SharePoint list you created.

    Create registration record in SharePoint

  8. Click the Invitee Organization input textbox, select Organization from the popup menu.

  9. Update the following fields with the value listed in the following table.

    Field Name Field Value
    Title ⁠First Name [space] ⁠Last Name
    Invitee Email Address Email Address
    Invitee Street Address ⁠Street Address
    Invitee City ⁠City
    Invitee State Value ​State
    Invitee Zip Code ⁠Zip Code
    Invitee Phone Number ⁠Phone Number
    Invitee Name ⁠First Name [space] ⁠Last Name
    Event Day ⁠Date of the event in YYYY-MM-DD format, for example 2018-12-22
  10. Click Save.

Play the PowerApp

  1. In a web browser, navigate to https://web.powerapps.com.
  2. Click Apps.
  3. Click the ellipses next to the Event Organizer PowerApp.
  4. Click Play.
  5. Click Allow.

Watch the Event Organizer Demo Video to see how to use the Event Organizer PowerApp Sample.

Embed the PowerApp into a SharePoint page

Note: Only Modern pages support embedding PowerApps.

There are 2 ways to embed PowerApps in a Modern SharePoint pages.

  1. Follow these instructions to embed PowerApps with the Embed web part.

  2. Follow these instructions to embed PowerApps with the PowerApps web part.

Next steps