Which tool do I use for a simple contact form?

Use Basic Form for simple, single-step forms like contact forms, registrations, or profile editors. Basic Forms are perfect for single tables without complex branching logic.

When should I use Multistep Forms instead of Basic Forms?

Use Multistep Forms for multi-step processes like registration wizards, loan applications, or onboarding flows. They offer progress indicators, conditional logic, and can span multiple tables.

Why are Table Permissions so critical?

Without Table Permissions, either anyone on the internet can access your data or no one can use the form. You MUST always configure Table Permissions and assign Web Roles to control data access.

The Maker's Guide to Power Pages Data: 4 Essential Tools You Need to Know

Q: Is PowerFx production-ready?

PowerFx is currently in Preview. You can use it for testing, but avoid production-critical scenarios until it's Generally Available (GA).

You don't need to be a developer to build powerful, data-driven websites in Power Pages. Microsoft has designed 4 core tools specifically for makers like you—no code required.

In this guide, I'll show you how to choose the right tool for your needs and avoid common pitfalls.

The Simple Question That Changes Everything

Before you start building, ask yourself:

"What do I want my users to do?"

The answer determines which tool you need:

User Action	Tool
Fill out a form	Basic Form
Browse/search data	Lists
Complete a multi-step process	Multistep Form
See personalized text	PowerFx

Let's explore each tool in detail.

🔧 Tool 1: Basic Forms (For Simple Forms)

What It Does:

Creates forms for users to submit or edit data—like a contact form, registration form, or profile editor.

Real-World Examples:

• "Contact Us" form
• Event registration
• Profile update page
• Job application form

✅ When to Use:

Single-step forms
One table (e.g., Contact, Account)
Standard fields (name, email, phone)
No complex branching logic

❌ When NOT to Use:

Multi-step wizards → Multistep Forms
Custom UI design → Web API (Developer)
Multiple tables → Multistep Forms

💡 How to Set It Up:

1. Open Design Studio → Data workspace
2. Click + New form
3. Select table (e.g., Contact)
4. Choose mode:
- Insert: New records (registration, contact form)
- Edit: Update existing records (profile editor)
- ReadOnly: Display info (view details)
5. Add to page
6. Set Table Permissions (CRITICAL!)

⚠️ Security Tip:

Always enable Table Permissions, or anyone on the internet can see your data!

1. Design Studio → Security workspace
2. Table permissions → + New permission
3. Select table, access type (Global/Contact/Account)
4. Assign Web Roles

📊 Tool 2: Lists (For Displaying Data)

What It Does:

Shows data in a table/grid format—like a customer list, product catalog, or search results.

Real-World Examples:

• Active customers list
• Product catalog
• Job openings
• Support tickets

✅ When to Use:

Display records in a grid
Sorting/filtering needed
Link to detail pages
Read-only or with actions (edit/delete)

❌ When NOT to Use:

Custom HTML layout → Liquid Templates (Developer)
Real-time updates → Web API (Developer)

💡 How to Set It Up:

1. Design Studio → Data workspace
2. Click + New list
3. Select table (e.g., Account)
4. Choose Dataverse view (e.g., "Active Accounts")
5. Configure:
- Page size (records per page)
- Details page (link to form)
- Actions (Create, Edit, Delete)
6. Add to page
7. Set Table Permissions

🎯 Pro Tip: Multiple Views

You can add multiple views to a list (e.g., "Active Contacts" and "Inactive Contacts"). Users get a dropdown to switch between them.

🔄 Tool 3: Multistep Forms (For Wizards)

What It Does:

Creates multi-step processes—like a registration wizard, loan application, or onboarding flow.

Real-World Examples:

• 3-step registration (Personal Info → Address → Confirmation)
• Loan application (Applicant Info → Financial Details → Documents → Submit)
• Event registration (Attendee Info → Session Selection → Payment)

✅ When to Use:

Multi-step processes
Conditional logic (if answer A, go to step X)
Multiple tables (e.g., Contact + Account)
Progress indicator

❌ When NOT to Use:

Single-step form → Basic Form
Highly custom UI → Web API (Developer)

💡 How to Set It Up:

1. Design Studio → + Page → Start from blank
2. Insert → Multistep form
3. Configure steps:
- Load Form Step: Create/edit record
- Condition Step: Branching logic
- Redirect Step: Go to URL
4. Set progress indicator (show/hide)
5. Configure on success behavior (redirect, message)
6. Set Table Permissions for each table

🎯 Pro Tip: Conditional Logic

Use Condition Steps to create branching:

• If user selects "Company", show company fields
• If user selects "Individual", skip company fields

⚡ Tool 4: PowerFx (For Dynamic UI)

What It Does:

Adds dynamic, personalized text to your pages—like "Welcome, John!" or "Your order total: $150".

Real-World Examples:

• Welcome message: "Hello, [User Name]!"
• Dynamic button text: "Edit Profile" (if logged in) or "Sign In" (if not)
• Conditional image: Different banner for different user types
• Calculated value: "Total: [Sum of quantities]"

✅ When to Use:

Personalized UI text
Dynamic button text
Conditional visibility
Simple calculations

❌ When NOT to Use:

Complex business logic → Server Logic (Developer)
Data manipulation → Web API (Developer)
Full CRUD operations → Forms/Lists

💡 How to Set It Up:

1. Design Studio → Select Text, Button, or Image component
2. Click fx button in toolbar

3. Write PowerFx formula (Excel-like):

=Concatenate("Welcome, ", User.FullName, "!")

4. Click Save

💻 PowerFx Examples:

Personalized Greeting:

=Concatenate("Hello, ", User.FullName, "!")

Conditional Button Text:

=If(User.DataverseUserId <> Blank(), "Edit Profile", "Sign In")

Dynamic Value in Text:

Your order total is ${Sum(OrderLine1.Quantity, OrderLine2.Quantity)}

⚠️ Status:

Preview Feature: PowerFx is in preview. Use it for testing, but avoid production-critical scenarios until it's Generally Available (GA).

🎯 Decision Tree: Which Tool Do I Use?

Follow this simple flow:

START: What does the user need to do?

→ Submit a form (1 step)

→ Basic Form

→ Submit a form (multiple steps)

→ Multistep Form

→ Browse/search data

→ Lists

→ See dynamic text (personalized)

→ PowerFx

🚀 Real-World Scenario: Event Registration

Let's build a complete event registration system using these tools.

Requirements:

1. Event list page (users browse events)
2. Registration form (users sign up)
3. Confirmation page (personalized message)

Page 1: Event List

Tool: Lists
Table: Event
View: "Active Events"
Actions: View Details
Details Page: → Event Registration Form

Page 2: Event Registration Form

Tool: Multistep Form
Step 1: Personal Info (Contact table)
Step 2: Event Selection (Event Registration table)
Step 3: Confirmation
On Success: Redirect to Confirmation Page

Page 3: Confirmation

Tool: PowerFx (personalized message)
Text: "Thank you, [User Name]! You're registered for [Event Name]."

⏱️ Setup Time:

No code: 30 minutes
With developer (custom UI): 4-6 hours

Maker Power: You just built a full registration system without writing a single line of code.

❌ Common Maker Mistakes (and How to Avoid Them)

Mistake 1: Forgetting Table Permissions

Problem: Form/list shows "Access Denied" or exposes data publicly.

Solution: ALWAYS set Table Permissions + Web Roles.

Mistake 2: Using Basic Form for Multi-Step

Problem: Trying to cram multiple steps into one form.

Solution: Use Multistep Form instead.

Mistake 3: Not Testing as Different Users

Problem: Works for you (admin) but not for end users.

Solution: Test with different web roles (anonymous, authenticated).

Mistake 4: Overcomplicating with Custom Code

Problem: Asking developer to code something that Basic Form can do.

Solution: Check if no-code tools can handle it first.

🤝 Power User Tip: When to Call a Developer

Sometimes, you'll hit a wall with no-code tools. Here's when to ask for help:

Call a developer if you need:

❌ Custom UI design (beyond forms/lists)
❌ Hidden business logic (calculations invisible to users)
❌ Bulk operations (import 100 records at once)
❌ External API integration (e.g., send to DocuSign)
❌ Real-time updates without page reload

Developer tools: Web API, Server Logic, Plugins, Custom JavaScript

📋 Quick Reference Card

Print this and keep it on your desk:

I Want To...	Tool	Complexity
Create a simple form	Basic Form	⭐ Easy
Show data in a grid	Lists	⭐ Easy
Build a multi-step wizard	Multistep Form	⭐⭐ Moderate
Add dynamic text	PowerFx	⭐ Easy
Validate business rules	Business Rules	⭐⭐ Moderate
Send email notifications	Power Automate	⭐⭐ Moderate

🎯 Next Steps

1.
Practice: Build a simple contact form using Basic Form
2.
Learn: Explore Lists by displaying Dataverse data
3.
Experiment: Try PowerFx for a welcome message
4.
Challenge: Build a 3-step registration wizard

Want to learn more? Check out the Developer's Guide to see what's possible with code.

📚 Resources

Remember: You don't need code to build powerful websites.

These 4 tools—Basic Forms, Lists, Multistep Forms, and PowerFx—handle 80% of maker needs.

Master these, and you'll ship faster than most developers. 🚀

The Maker's Guide to Power Pages Data: 4 Essential Tools You Need to Know

The Simple Question That Changes Everything

🔧 Tool 1: Basic Forms (For Simple Forms)

What It Does:

Real-World Examples:

✅ When to Use:

❌ When NOT to Use:

💡 How to Set It Up:

⚠️ Security Tip:

📊 Tool 2: Lists (For Displaying Data)

What It Does:

Real-World Examples:

✅ When to Use:

❌ When NOT to Use:

💡 How to Set It Up:

🎯 Pro Tip: Multiple Views

🔄 Tool 3: Multistep Forms (For Wizards)

What It Does:

Real-World Examples:

✅ When to Use:

❌ When NOT to Use:

💡 How to Set It Up:

🎯 Pro Tip: Conditional Logic

⚡ Tool 4: PowerFx (For Dynamic UI)

What It Does:

Real-World Examples:

✅ When to Use:

❌ When NOT to Use:

💡 How to Set It Up:

💻 PowerFx Examples:

⚠️ Status:

🎯 Decision Tree: Which Tool Do I Use?

🚀 Real-World Scenario: Event Registration

Requirements:

Page 1: Event List

Page 2: Event Registration Form

Page 3: Confirmation

⏱️ Setup Time:

❌ Common Maker Mistakes (and How to Avoid Them)

Mistake 1: Forgetting Table Permissions

Mistake 2: Using Basic Form for Multi-Step

Mistake 3: Not Testing as Different Users

Mistake 4: Overcomplicating with Custom Code

🤝 Power User Tip: When to Call a Developer

Call a developer if you need:

📋 Quick Reference Card

🎯 Next Steps

📚 Resources

Tino Rabe

Related Articles

Power Pages for Developers: Advanced Data Access Methods

Understanding Table Permissions: The Complete Security Guide

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