In today’s fast-paced environment, organisations are swimming in data. From emails, spreadsheets, reports, and systems that don’t always talk to each other. When information is scattered or inconsistent, it slows down decisions, creates extra work, and introduces risk. It is essential that an organisation’s data is properly managed so that operations are executed accurately and in accordance with the necessary regulations.
Unfortunately, a large number of businesses are still operating using disintegrated systems that obstruct the process of having one alternative source of truth, making data management complicated.
Microsoft’s Power Platform gives businesses a flexible way to build the tools they need – whether through no-code, low-code, or professional development. It connects seamlessly with Microsoft 365, Azure, and Dynamics 365, making it easier to automate processes, analyse data, and create apps that fit the way teams work.
Instead of dealing with messy, disconnected systems, businesses can create model-driven apps that actually match the way they work – without needing a team of developers. Whether it’s tracking assets, speeding up approvals, or keeping customer relationships organised, these apps don’t just store data – they help businesses make sense of it. The result? Smoother workflows, better teamwork, and smarter decisions, all without the usual tech headaches!
Why Model-Driven Power Apps?
Many organisations assume that Canvas Apps are the go-to option for building custom applications. While they have their strengths, businesses often spend far too much time recreating functionalities that model-driven apps offer out of the box such as built-in data management, automatic form generation, and role-based security. Model-driven apps are built on the same platform as Dynamics 365, meaning Microsoft has already done the heavy lifting providing an intuitive, structured interface that’s easy to scale and maintain. Instead of building an interface from scratch, businesses can focus on what really matters: their data and processes.
Data integrity with smart connectivity
Model-driven apps go beyond simply storing all data in one place. Dataflows, and Virtual Tables, businesses can securely connect to multiple data sources, ensuring real-time access and consistency without duplicating data across systems.
– Dataflows allow businesses to bring in data from external sources, such as SQL databases, SharePoint, or third-party applications, and transform it before storing it in Dataverse.
– Virtual Tables let businesses access external data in real time without storing it in Dataverse. This means users can work with live data from other systems without duplicating it, making integration smoother and reducing storage costs.
Scalability that grows with you
Model-driven apps are built on the same Azure Cloud that powers Dynamics 365 and Project for the Web. That means they can handle everything from simple tracking apps to high-performance, business-critical systems. Whether you’re managing a handful of records or millions, the platform adapts without slowing you down.
Automation and business process flows
While Power Automate is great for automating repetitive tasks, model-driven apps take it a step further with Business Process Flows. When a process involves multiple steps and people, things can slip through the cracks. For example, when a new employee is onboarded, Business Process Flows can guide HR through each step – contract signing, IT setup, and compliance training – ensuring nothing is missed and that the process is consistent across all hires.
Making data work smarter with AI
Model-driven apps also bring powerful AI features to the table. Insight Cards surface the most important info from your records at a glance, no digging through tabs. They’re context-aware and update live based on what you’re viewing.
- Quick summaries with Copilot – AI can pull together the key points from a record, like project duration, budget status, and deadlines and all in one place.
- Smarter Calculations – From flagging overspend to estimating delivery timelines, AI helps you make decisions faster.
- Actionable automation – Insight Cards work with Power Automate, so if something like a contract expiry is approaching, it can trigger reminders or actions automatically.
Copilot within Model-Driven Apps
Copilot Insight Cards
Smarter data management for a Government utilities team
When a government utilities team found themselves knee-deep in disconnected spreadsheets and siloed systems, making informed decisions wasn’t just hard, it was slow and frustrating. Teams were pulling together multiple versions of the same data, trying to build reports manually, and spending more time finding information than using it.
That’s where our Business Applications team stepped in.
From scattered files to a single source of truth
We designed and delivered a PowerApp that brought everything together. Using the Microsoft Power Platform, specifically Dataverse, Model-Driven Apps, Power BI, and Dataflows, we created a centralised hub where all utility-related data now lives, breathes, and updates in real-time.
The app includes:
- A clean, Canvas-based home page for easy navigation
- Tabular data views for quick scanning
- Embedded Power BI dashboards for instant visual insights
- Automated dataflows syncing within the client’s Data Warehouse
- Security roles to keep sensitive data protected
It’s not just smarter, it’s friendlier for users.
Beyond solving data chaos, we focused on creating an experience that felt intuitive from the start. Whether someone was in the office or out in the field, the app worked seamlessly across desktop and mobile. We added thoughtful touches, like personalised page pinning and the ability to bulk-update records, to help users work faster and more confidently.
And when it came to deployment? We streamlined that too, with an Azure DevOps pipeline that handles rollout across development, testing, and production environments with minimal fuss.
What changed?
The impact was immediate:
- Faster decisions – No more waiting on reports. Data is up to date and always ready.
- Cleaner, more accurate data – Automation reduced errors and eliminated duplication.
- Happier users – The intuitive design meant quick adoption and less time wasted.
- Better insights – Teams can slice and dice the data how they need, whenever they need it.
Getting Started with Model-Driven Power Apps
You don’t need to be a developer to build a model-driven app – but having a plan makes all the difference. With Microsoft’s Power Platform, businesses can prototype, refine, and launch apps quickly, but the real value comes from structuring data and automation properly from the start.
Here’s how to set yourself up for success:
- Use Copilot to build faster – Microsoft’s Copilot AI can help set up apps, tables, and relationships for you. The Plan Designer (currently in preview) even suggests structures based on your business needs. If you’re not sure how to map out your data, Copilot can generate a starting point, saving hours of manual setup.
- Automate where it matters – Automation is all about keeping processes consistent. Use Power Automate and Business Process Flows to guide users through approvals, notifications, and escalations. If a deal reaches a critical stage or an asset needs maintenance, automation ensures the right people are notified at the right time.
- Test, tweak, and iterate – No app is perfect from day one. Start small, get feedback, and adjust based on how people use it. With preview environments and user testing, you can fine-tune workflows and make sure the app delivers real value before rolling it out company-wide.
With the right tools, pre-built templates, Copilot assistance, and structured automation, getting started with model-driven apps is easier than ever. It’s not just about building an app; it’s about creating a system that works for your business from day one.
About the author
Patryk is a Certified Business Application Consultant at Engage Squared with several years of experience working as a consultant in multiple countries around the world. He loves helping organisations automate processes, finding better ways to solve problems, and building applications in the Power Platform, especially Model-Driven Apps. Patryk has worked on numerous projects and successfully led several of them. Outside of work, Patryk loves to travel, especially to places he’s never been, where he enjoys immersing himself in different cultures and exploring new environments. Patryk also enjoys spending quality time with his dog, whether it’s going for long walks, playing fetch in the park, or simply relaxing at home.
Like what you see?
Is it time to take control of your data, cut down on repetitive tasks, and make smarter decisions across your organisation? Model-driven Power apps can help you get there, with built-in automation, AI-powered insights, and effortless integration.
If you’re ready to explore how this could work for your organisation, get in touch with us today.