1. Data Complexity
- SharePoint List: Best suited for simple data structures like basic lists and document libraries. Ideal for straightforward use cases with minimal relationships between data entities.
- Dataverse Tables: Better equipped for complex data models that involve multiple relationships, hierarchical structures, and advanced data types. Supports advanced data management features such as calculated fields, roll-up fields, and business rules.
2. Data Volume
- SharePoint List: Suitable for smaller datasets. Although capable of handling up to 30 million items, performance can suffer with large datasets, particularly with complex queries.
- Dataverse Tables: Optimized for handling larger datasets with better performance. Designed for enterprise-level applications that require efficient management of substantial amounts of data.
3.Security and Permissions
- SharePoint List: Provides basic item-level permissions and integrates with SharePoint groups. A good choice if you are already using SharePoint for document management and collaboration.
- Dataverse Tables: Offers more detailed security options, including role-based access control, field-level security, and auditing. Ideal for applications that require strict data governance and compliance.
4.Integration Requirements
- SharePoint List: Works well for data integration with other SharePoint services like document libraries, workflows, and Microsoft 365 apps.
- Dataverse Tables: Provides seamless integration within the Microsoft Power Platform ecosystem, including Power BI, Power Automate, and Dynamics 365, as well as with other external systems and APIs.
5.Scalability
- SharePoint List: More appropriate for smaller, team-level applications with limited scalability needs.
- Dataverse Tables: Designed for scalable solutions, supporting enterprise-level applications with the capacity to manage expanding data, complex workflows, and integrations.
6. Features and Capabilities
- SharePoint List: Offers basic features such as lists, views, and forms. Suitable for simple data entry and storage needs.
- Dataverse Tables: Includes advanced features like data validation, automation, and table relationships. Supports rich data types, custom logic, and complex business rules.
7. Licensing and Cost
- SharePoint List: Included with Microsoft 365 subscriptions, making it a cost-effective option for organizations already using Microsoft 365.
- Dataverse Tables: Requires additional licensing, typically covered under Power Apps per-app or per-user plans. Consider this option if advanced capabilities are needed that justify the additional cost.
Summary:
Choose SharePoint Lists: If you need a simple, cost-effective solution for team-based applications with straightforward data requirements.
Choose Dataverse Tables: If you require a scalable, secure solution for enterprise-level applications with complex data management, integration needs, and advanced features.
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Dataverse