10 User Experience Tips for building PowerApps

Microsoft PowerApps is a fantastic tool for supporting your business in capturing data and improving efficiency. One of the most important elements is building PowerApps is the User Experience (UX) and there are simple steps you can take to give your users a pain-free journey when using the tools you build.

Here are ten of our best tips for PowerApps UX:

1 – Keep It Simple

In PowerApps, simplicity in design is not just about aesthetics but also functionality. When designing an app, focus on the essential features that fulfil the user’s needs without adding unnecessary complexity. It is better to have several App Screens with small amounts of information that can be easily processed, rather than one screen with all the Fields on it, as the latter can easily overwhelm users.

PowerApps offers templates and standard buttons that are already designed for good UX, and can save a lot of time when building Apps. In many cases, the out-of-the box templates may fulfil your needs, however if you want to build an App from scratch, here are some useful ideas:

• Use Containers: Containers can help manage the App layout and make it easier to maintain a clean design. They automatically adjust the size and position of contained controls, reducing the effort needed to manage layout on different screen sizes. In our example below, the Form Container has several Controls that are elements of the Form – the Raised By Control includes the Title and a Field for data entry.
• Theme Application: Consistently apply one of the predefined themes in PowerApps to ensure uniform fonts, colours, and control styles across your app. This not only saves design time but also keeps the interface clean and professional. Themes can be easily adapted to suit your brand needs, and you can save bespoke themes if the need arises. Time spent making a theme that fits your corporate branding will benefit you as you build Apps in the future.

2 –  Keep a Consistent Layout

Consistency helps reduce the learning curve for your App. Users should be able to predict where to find information and controls based on their experience from one part of the App to another.

• Standard Navigation: Design a common navigation pattern using the navigation bar or menu across all Screens. If you use a top navigation bar, keep it consistent across Screens with the same options in the same order. You can plan navigation on the first Screen you build and duplicate Screens thereafter to maintain the look.
• Control Templates: Create custom templates for frequently used Controls and their configurations. For example, if you use input forms, define a template for labels, text input boxes, and buttons that can be reused to maintain visual and functional consistency.

3 – Provide Intuitive Navigation

Navigation should be intuitive and straightforward. Users should be able to navigate through the app without needing instructions or help. In many cases a well chosen icon will be enough for the user to find their way, however the combination of Icon and Text will guarantee success.

• Logical Flow: Use a Screen sequence that reflects a logical progression of tasks, mimicking the workflow the user expects. For instance, an approval app should flow from ‘new requests’ to ‘review’ to ‘approve/deny’.
• Visible Navigation Controls: Ensure that navigation controls are easily accessible and visible at all times. For example, place a persistent footer with navigation icons on every screen for easy access.
• Breadcrumb Navigation: For complex apps with multiple layers of screens, consider using breadcrumb navigation patterns at the top of the screen. This shows users their current location within the App and allows them to navigate back to previous levels easily.

4 – User Feedback

Immediate feedback is essential for a responsive UX, letting users know their interactions in the App are being acknowledged. In PowerApps, this not only enhances the user experience but also helps prevent users from making multiple inputs due to thinking nothing is happening.

There are simple clues you can use to show users that the App is working with them:

• Visual Feedback on Actions: Use spinners or progress indicators when loading data or submitting forms. You can easily add a loading screen or overlay that appears during these processes.
• Success/Error Messages: Implement notifications or pop-ups to inform users of successful actions or errors. For instance, after a form submission, show a success message or error details if the submission fails. Error messages with human language can be hugely helpful in supporting users in inputting data.
• Button and Interaction States: Change the appearance of buttons or interactive elements when clicked. For example, change the colour of a button when it is pressed to indicate that the input has been received.

5 – Accessibility

Making your PowerApps Canvas Apps accessible means ensuring that everyone, including people with disabilities, can use them effectively. PowerApps provides several features to support the creation of accessible apps.

• Contrast and Colours: Use high-contrast colour schemes for text and background to help users with visual impairments. Avoid using colour alone to convey information; add text labels or icons.
• Screen Reader Compatibility: Use accessible labels for all controls and images. This ensures that screen readers can correctly read out what the elements are, providing a better experience for users who rely on these devices.
• Touchable Controls: Ensure that all interactive elements are of adequate size and spacing to accommodate users with limited dexterity. The general guideline is to make touch targets at least 44×44 pixels.

6. Error Handling

Proper error handling not only prevents the App from crashing but also guides Users on how to proceed after encountering an issue. Thoughtful error messages can improve User satisfaction and reduce errors, while removing the need for Users to seek external support.

• Clear Error Messages: Provide clear and concise error messages that explain why the error occurred and how to fix it. Avoid technical jargon that may confuse users.
• Conditional Formatting for Errors: Use conditional formatting to highlight fields that have errors. For example, change the border colour of a text input to red if the entered data is invalid.

Implementing these strategies within PowerApps will enhance the overall user experience by making your apps more responsive, accessible, and user-friendly. Taking care to provide feedback, ensure accessibility, and handle errors gracefully helps in building professional-grade applications that cater to a broad audience.

7 – Performance Optimisation

In PowerApps, ensuring your app runs smoothly and quickly is critical to user satisfaction. Slow apps can frustrate users and lead to decreased adoption. While the App may work well for you in an office setting, you may need the App to function well in remote environments without the User having to wait to load information or Screens.

• Optimise Data Queries: Limit the amount of data fetched at one time. Use filters and queries to bring only necessary data into your App, especially when dealing with large data sets or external data sources. You may choose to use Power Automate to connect more than one App so that elements of the process can be carried out in different stages.
• Delay Non-Essential Operations: Use timers or defer operations that are not critical to the initial User interactions. For example, you might delay syncing data until after the main user interactions have been completed.

8. Adaptive UI

Designing an adaptive UI in PowerApps ensures that your App provides an optimal viewing experience across different devices, whether it’s a phone, tablet, or desktop. This provides the best flexibility across an organisation while removing frustration for the User.

• Responsive Design Techniques: Use relative positioning and sizing for controls instead of fixed dimensions. PowerApps allows you to set properties like Width and Height to formulas that adapt to the screen size, such as App.Width * 0.5 for a control to take up half the screen width.
• Test on Multiple Devices: Always test your app on different devices to ensure the UI adjusts correctly. The PowerApps preview mode allows you to simulate different screen sizes and orientations, and is highly recommended as part of the development process so that the arrangement of Controls works in all formats.

9 – Engaging Visuals

Incorporating engaging visuals can significantly enhance the user experience by making the app not only functional but also aesthetically pleasing. Resist the temptation to use many colours and fonts; UX is underpinned by simplicity and calm, and contrasting colours, as with our example above, can cause headaches from a visual and navigational standpoint.

• Use Media Effectively: Include images, icons, and videos that are relevant and support user tasks. Ensure that these media elements are optimised for quick loading and are not so heavy that they slow down the App.
• Less is More: Create custom themes that reflect your organisation’s branding but focus on one or two elements rather than attempting to entirely match the brand. Consistent use of colour and fonts will provide the professional experience while supporting the User in achieving their goals.

10 – Test with Users

User testing is essential to understand how real users interact with your App and to gather feedback on what works well and what needs improvement. It is important to schedule reviews and testing of your App as part of the development process, because there will always be unforeseen issues that arise, and it is your duty to address them. It is better to actively seek support and communicate your desire for help – launching an App in Beta mode in the first instance – so that Users understand their value in the App development.

• Conduct Usability Testing: Organise sessions where you observe users as they navigate through your app. This can provide insights into usability issues and areas for improvement.
• Collect User Feedback: Implement feedback mechanisms within your App, such as surveys or comment forms, to gather direct user opinions and suggestions.
• Iterative Design: Use the feedback to make iterative improvements to your app. Continuous refinement based on user input can greatly enhance the app’s usability and effectiveness.

Good User experience is the secret to success with PowerApps, whether you are creating Canvas Apps or build model-driven Apps, and by following these simple steps, you can deliver great tools that enhance your organisational efficiency while bringing pleasure to everyone involved in the process.

If you want help in understanding how PowerApps can help your organisation streamline data capture and improve staff satisfaction, Blackbird Corporate Ltd is here for you. We have PowerApps training courses to suit all levels of corporate need and our Consultancy Services can help you create the tailored solutions you need.

Contact us today to find out more.