Module 2: Introduction to Microsoft Dataverse

Scenario

Bellows College is an educational organization with multiple buildings on campus. Campus visits are currently recorded in paper journals. The information is not captured consistently, and there are no means to collect and analyze data about the visits across the entire campus.

Campus administration would like to modernize their visitor registration system where access to the buildings is controlled by security personnel and all visits are required to be pre-registered and recorded by their hosts.

Throughout this course, you will build applications and perform automation to enable the Bellows College administration and security personnel to manage and control access to the buildings on campus.

In this lab you will access your environment, create a Microsoft Dataverse database, and create a solution to track your changes. You will also create a data model to support the following requirements:

  • R1 – Track information for scheduled campus visits

  • R2 – Record basic information to identify and track the visitors

  • R3 – Schedule, record, and manage visits

Finally, you will import sample data into Microsoft Dataverse.

High-level lab steps

To prepare your learning environments you will:

  • create a solution and publisher
  • add both new and existing components required to meet the application requirements. Refer to the data model document for the metadata description (tables and relationships). You can hold CTRL+click or right click the link to open the data model document in a new window.
  • create Visit table
  • import Visit data using an Excel spreadsheet

Prerequisites:

  • Completion of Module 0 Lab 0 - Validate lab environment

Things to consider before you begin:

  • Naming conventions - type names carefully.

Exercise #1: Create New Table

Objective: In this exercise, you will create new custom table for Visits.

Task # 1: Create Visit Table and Columns

The Visit table will contain information about the campus visits including the visitor, scheduled times and actual times of each visit.

We would like to assign each visit a unique number that can be easily entered and interpreted by a visitor when asked during the visit check-in process.

We use Time zone independent behavior to record date and time information, because time of a visit is always local to the location of the building and should not change when viewed from a different time zone.

  1. Sign into https://make.powerapps.com (if you are not already signed in)

  2. Select your [my initials] Practice environment at the top right if it is not already selected.

  3. Using the navigation on the left, expand Dataverse, and select Tables.

  4. Click New table.

  5. Enter Visit for Display Name.

  6. Click Create. This will start provisioning the table in background while you can start adding other columns.

  7. Create Scheduled Start column

    1. You should be on the Visit table columns page.

    2. Make sure you have the Columns tab selected and click Add column.

    3. Enter Scheduled Start for Display name.

    4. Select Date and Time for Data type.

    5. In Required, select Required.

    6. Expand Advanced options section.

    7. In Behavior, select Time zone independent.

    8. Click Done.

  8. Create Scheduled End column

    1. Click Add column.

    2. Enter Scheduled End for Display name.

    3. Select Date and Time for Data type.

    4. In Required, select Required.

    5. Expand Advanced options section.

    6. In Behavior, select Time zone independent.

    7. Click Done.

  9. Create Actual Start column

    1. Click Add column.

    2. Enter Actual Start for Display name.

    3. Select Date and Time for Data type.

    4. In Required, leave this as Optional.

    5. Expand Advanced options section.

    6. In Behavior, select Time zone independent.

    7. Click Done.

  10. Create Actual End column

    1. Click Add column.

    2. Enter Actual End for Display name.

    3. Select Date and Time for Data type.

    4. In Required, leave this as Optional.

    5. Expand Advanced options section.

    6. In Behavior, select Time zone independent.

    7. Click Done.

  11. Create Code column

    1. Click Add column.

    2. Enter Code for Display name.

    3. Select Autonumber for Data type.

    4. Select Date prefixed number for Autonumber type.

    5. Click Done.

  12. Create Visitor lookup column

    1. Click Add column.

    2. Enter Visitor for Display name.

    3. Select Lookup for Data type.

    4. Select Contact for the Related Table.

    5. Expand Advanced options section.

    6. Enter visitor_id for Relationship name.

    7. Click Done.

  13. Click Save Table in the bottom right.

Exercise #2: Import Data

Objective: In this exercise you will import sample data into the Dataverse database.

Task #1: Import the Visits.xls file.

In this task you will import a Visit data from an Excel file.

  1. You should have the Visits.xls file stored on your Desktop. Download Visits.xls if you do not.

  2. If not already signed in, sign in to https://make.powerapps.com.

  3. Select your [my initials] Practice environment at the top right if it is not already selected.

  4. Using the navigation on the left, expand Dataverse, and select tables.

    You may see this as Data > Tables on your screen.

  5. Locate and open the Visit table you created in the previous exercise.

  6. Using the menu at the top, select the drop-down arrow next to Data, select the arrow next to Get data, and then select Get data from Excel.

  7. From the menu that appears, select the Upload button.

  8. Locate and select the Visits.xls file you downloaded earlier. (Note it can take a minute or two for the file to upload. Do not worry if you get a message that mapping errors exist, we will fix those next.)

  9. Select Map columns.

  10. Map the Columns as noted below:

    Visit Db columns Source Values
    Actual End Actual end
    Actual Start Actual start
    Code Code
    Name Name
    Scheduled End Scheduled end
    Scheduled Start Scheduled start
  11. Leave all the rest of the fields to Not Set.

  12. In the upper right corner of the screen, select Save changes.

  13. On the Import data screen, verify that the mapping status says “Mapping was successful”.

  14. Select Import in the upper right corner to complete the data import.

Note: It can take several minutes for your data to import into your table. Don’t worry if you get a few errors, that is normal, and will not impact the rest of the course.

Task #2: Verify Data Import

  1. After your data has been imported, use the navigation at the left of the screen to select the Visit table again.

  2. Notice that you have many tabs for the Visit table. These include Cikynns, Relationships, Business rules, Views, and more.

  3. Select the Data tab for the Visit table. This is beneath Tables > Visit.

  4. Verify that there are records in your table. You can change the view by selecting the view name at the top right and changing it to All Columns.

Congratulations, you have successfully created a new table and imported data.