Storing Scanned Consent Forms in Power Platform

PL-200 By islever Editorial Last updated

Short answer

D Store scanned consent forms in SharePoint to minimize Dataverse file storage costs while maintaining integration with the Consent table.

Question

This is a case study. Case studies are not timed separately. You can use as much exam time as you would like to complete each case. However, there may be additional case studies and sections on this exam. You must manage your time to ensure that you are able to complete all questions included on this exam in the time provided. To answer the questions included in a case study, you will need to reference information that is provided in the case study. Case studies might contain exhibits and other resources that provide more information about the scenario that is described in the case study. Each question is independent of the other questions in this case study. At the end of this case study, a review screen will appear. This screen allows you to review your answers and to make changes before you move to the next section of the exam. After you begin a new section, you cannot return to this section. To start the case study - To display the first question in this case study, click the Next button. Use the buttons in the left pane to explore the content of the case study before you answer the questions. Clicking these buttons displays information such as business requirements, existing environment, and problem statements. If the case study has an All Information tab, note that the information displayed is identical to the information displayed on the subsequent tabs. When you are ready to answer a question, click the Question button to return to the question. Background - Bellows College is a post-secondary school that wants to start a football team. The college uses Microsoft Power Platform to manage its recruiting efforts. The registration team and assistants use model-driven apps. The coaches use canvas apps on their mobile devices. Prospects are considered underage if they are younger than 18 years old at the time of registration. Current environment - Environment - • Custom code is not allowed in the system. • Server-side synchronization is configured for emails, appointments, contacts, and tasks. • The database and file storage of Dataverse must be minimized to keep costs low. Contact table - • Birthdate is a custom date and time field. • Age at Registration is a calculated field that displays the age of the prospect at the time of registration. • Current Age is a calculated field that displays the age of the prospect based on the current date and time. Evaluation table - • The Evaluation table is a custom table used to track evaluation criteria. • Evaluation records cannot be manually created. • Users must not be able to continue until an evaluation record is created automatically for the prospect. Consent table - • The consent forms completed by the parents are stored as records in the Consent table. • Occasionally, a parent cannot complete the consent online and a paper copy must be printed. The signed copy must be scanned and stored with the consent record. Team website - • The team website is created by using Power Pages. • A starter layout template was used to create the site. • The site consists of five pages: o Home: A page open to everyone to view the announcements from the team. o Schedule: A page open to everyone to view the tryout and game schedule. o Evaluations: A page that displays tracking from the evaluation table. Prospects are able to view their own information only. o Forms: A page that displays the consent form. o Contact Us: A page for anyone to submit questions and comments. • Two web roles for authenticated users are created: Primary Contact User and Prospect User. o All primary contacts and prospects are assigned to their respective roles. Requirements - Registration - • Parents and prospects are created as contacts and must be linked. • The registration team must be able to rapidly create prospects without navigating away from the Parents form. Only the First Name, Last Name, and Birthdate fields should be displayed for the team. • Assistants must be able to update prospect information and add teams that the prospect has previously played on to a subgrid. Parental consent - • When a prospect is underage, a Primary Contact field will appear. The field must be populated before the prospect record can be saved. • A view named Underage Prospects that lists all underaged prospects is required. • The Underage Prospects view must run once a week without requiring modifications to display correct information. • A consent email must meet the following requirements: o be sent to the primary contact of each new underage prospect o contain a link to the team website o be automatically sent weekly and tracked to the contact record in Dataverse o include the current date using the full month name, date, and year Evaluations - • Coaches rate prospects each day on a scale of 1-10 in three categories: endurance, coordination, and skill. • The total of the three categories is displayed at the bottom of the form. If the total for the day is greater than 25, the number should appear green. You need to store scanned consent forms. Where should you store the forms?
  1. Attachment
  2. Column
  3. Notes
  4. SharePoint Correct Answer

Key Takeaways

Tests knowledge of data storage strategies within the Power Platform ecosystem, specifically balancing functional requirements against the constraint of minimizing Dataverse file storage costs.

Determines the optimal storage location for scanned consent forms in Microsoft Power Platform by applying Dataverse cost constraints. Establishes that SharePoint is the correct answer to minimize Dataverse storage costs while maintaining integration.

Common mistake: Many learners choose Notes or Attachments because they are native Dataverse features, failing to consider the explicit business requirement to minimize database and file storage costs.

Expert Analysis

Why the Answer Is Correct

The correct option is D (SharePoint). The case study explicitly states under 'Current environment' that 'The database and file storage of Dataverse must be minimized to keep costs low.' Storing large binary files like scanned PDFs directly in Dataverse (via Notes, Attachments, or File Columns) consumes valuable Dataverse storage quotas, which are expensive. SharePoint is designed for document management and integrates seamlessly with Dataverse via lookup columns, allowing you to store the file URL in Dataverse while keeping the actual file in cheaper, unlimited SharePoint storage.

Why the Other Options Are Wrong

Options A (Attachment), B (Column/File Column), and C (Notes) all store data directly within the Dataverse table. While these are valid methods for storing small files or text, they directly violate the requirement to minimize Dataverse storage costs. Large scanned documents stored in these fields will quickly deplete your Dataverse storage allocation, leading to higher costs and potential performance issues. The question asks where you should store them given the constraints, making SharePoint the superior architectural choice.

Community Comment Notes

The majority of the community agrees with Option D, citing the specific constraint about minimizing Dataverse storage. As user 33a7f9e noted, the key is the environmental restriction on costs. Some users like troisdsolide argue for B based on the phrase 'stored as records,' but this refers to the metadata record in Dataverse, not the binary payload location. The consensus correctly identifies that 'stored as records' implies a relationship/link, which is best handled via SharePoint links in Dataverse.

Exam Strategy

Always read the 'Current environment' section carefully for constraints like cost limits, security roles, or technical restrictions. These constraints often eliminate technically possible options (like Notes) in favor of architecturally correct ones (like SharePoint) that satisfy business goals.

Frequently Asked Questions

Why can't I use Notes to store scanned forms?

Notes are stored directly in Dataverse. Given the constraint to minimize Dataverse storage costs, using Notes for large scanned PDFs would increase expenses significantly compared to SharePoint.

Does SharePoint integrate with Model-Driven Apps?

Yes, SharePoint integrates well with Power Platform. You can add a lookup column in Dataverse that points to a SharePoint library, allowing seamless access to documents from the app interface.

More PL-200 FAQ →

Community Votes

D
75%
B
25%

75% of anonymous learners picked answer D. Votes are pick records left by other test-takers — they are not the verified answer.

Discussion 10 contributions

Compiled from public community threads and reader submissions, lightly edited for clarity. Handles and vote tallies are shown as recorded, and comments reflect the views of individual contributors.

From public community threads 10

  1. 33a7f9e 👍 3
    I believe the answer is D. The reason is that it is mentioned in the case study under the Environment section: The database and file storage of Dataverse must be minimized to keep costs low.
  2. businesselements1 👍 2 Answered D
    Sharepoint can be also correct==> they are an example of connected data source for Canvas app==> The most common data sources are tables, which you can use to retrieve and store information. You can use connections to data sources to read and write data in Microsoft Excel workbooks, lists created using Microsoft Lists, SharePoint libraries, SQL tables, and many other formats, which can be stored in cloud services such as OneDrive for Business, DropBox, and SQL Server. B or D look both correct!!!
  3. ABDFormacion 👍 2 Answered D
    Given the requirements to minimize database and file storage costs in Dataverse, the best option for storing scanned consent forms is: D. SharePoint Using SharePoint for storing scanned documents helps keep the Dataverse storage usage low, as SharePoint is designed to handle document storage efficiently. Additionally, SharePoint integrates well with Microsoft Power Platform, allowing you to link the stored documents to the relevant records in Dataverse.
  4. ABDFormacion 👍 1 Answered D
    Given the requirements and constraints, the best option for storing scanned consent forms is D. SharePoint. Here's why: Minimizing Dataverse storage costs: SharePoint is a more cost-effective solution for storing large files compared to Dataverse. Integration: SharePoint integrates well with Microsoft Power Platform, allowing you to link documents stored in SharePoint to records in Dataverse. Accessibility: Documents stored in SharePoint can be easily accessed and managed, and it supports various file types, including scanned documents.
  5. businesselements1 👍 1 Answered B
    File Columns: The primary intended use of this column is to store a single image, note, or attachment. However, storage of other forms of binary data is also possible. One or more columns of this data type can be added to an existing standard customizable table or a custom table. The default Maximum file size is 32 MB==> File columns don't work with business process flows, business rules, charts, rollup columns, or calculated columns. https://learn.microsoft.com/en-us/power-apps/maker/data-platform/types-of-fields
Show 5 more comments
  1. Evincible 👍 1 Answered D
    D. SharePoint. Minimizing Dataverse storage costs: Storing large files like scanned documents directly in Dataverse can quickly increase storage costs. SharePoint is a more cost-effective solution for file storage. Integration: SharePoint integrates well with Microsoft Power Platform, allowing seamless access and management of documents. Accessibility: Documents stored in SharePoint can be easily accessed and managed by users with appropriate permissions.
  2. troisdsolide 👍 1 Answered B
    B. Normally I would say SharePoint, but the case text explicitly says: "The consent forms completed by the parents are stored as records in the Consent table."
  3. Patrick666 👍 3
    Why not D
  4. Chrisi 👍 2
    should be D
  5. 7b46f0e 👍 1
    Correto

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