Notifications

Pre-requisites

Performing this provisioning will require the following:

• A user with System Admin or System Customizer privileges on the tenant
• Work 365 Self-Service Portal solution previously installed

Time required

This configuration is expected to take approximately 15 minutes

Overview

Work 365 Portal Notification solution provides automated flows which can drive notifications for events triggered via the Portal.

Below are the list of 4 events on the Portal which trigger the email notifications.

Description

1. Subscription Quantity Update
   An email notification is triggered to an internal user/email id (configurable) when there has been a quantity change on a Subscription where the Provider is either 'Manual Provider' OR 'Null Provider'

Sample email screenshot

2. License Provisioning Failed for a Subscription
   An email notification is triggered to an internal user if there was any error encountered while provisioning license for the Subscription.

Sample email screenshot

3. License Provisioning Successful for a Subscription
   An email notification is triggered to the portal user who you updated the Subscription quantity, when the license is successfully provisioned for the Subscription.
   The primary contact defined on the Billing Contract of the Subscription (in CRM) also receives a copy of this email.
   Note : The email is sent only if the subscription Billable Status is 'Billable' (within CRM)

Sample email screenshot

4. Portal Invitation Redeemed
   An email notification is triggered to an internal user when an invitation has been redeemed by a Portal User.

Sample email screenshot

Procedure

1. Click here to download the latest ‘Work 365 Portal Notification’ solution.

2. Navigate to https://make.powerautomate.com/ using an accoun that has System Administrator role.

   1. 📘

      You may have multiple CRM environments. Ensure you are within the correct CRM environment

3. Click on ‘Solutions’ on the left-hand side pane

   

4. Search for the ‘Work 365 Portal Notifications’ solution.

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If you have any prior version of the ‘Work 365 Portal Notifications’ solution (prior to ver. 4.0.0.1) you will need to uninstall to avoid duplicate emails being sent.

5. Click on the ‘Import Solution’ button to launch the window below.

   

6. Click on the ‘Browse’ button and select the solution file downloaded in step #1 above and hit ‘Next’

   

7. You should now see the ‘Details’ screen which provides details on the solution to be installed. Click ‘Next’

   

7. Power Automate needs an account through which it can perform the required actions. In this case, we need to connect to Dataverse/CRM to read relevant data and use Outlook/Exchange to send the notification emails.
   These credentials need to be set on the screen below.

8. For the Outlook option click the ellipsis (...) and then click on ‘+Add new connection’

   

9. You will see an authentication pop-up window, you need to select the account that will be used to send emails from the automation make sure this account has an Exchange Online License (a Mailbox), If you choose your account here, the notifications will be using your email address to send emails, make sure to log in with the appropriate account.

   

9. If the connection was set successfully you will see a green check beside the connections

   

10. Now we need to select the Dataverse connector this account will allow connectivity to the Dataverse, you can choose your account if you have System Administrator rights or you can log in with another account that meets the criteria.

    

11. If you don't see the login page that means this connector uses your current account to create the connectivity, click on the ellipsis (...) again to see which account was used for this purpose

    
    

12. You can easily identify the account in use if you see a checkmark beside the email address, If this is not the account that you want to use, you need to click on '+Add new connection' and Sign in with the right account

    

13. Once the connections are successfully created and populated click the ‘Next’ button

    

14. The next screen is a configuration page which needs to be configured below

    

Receiver Email: Email address of an internal user or Distribution list.
This email address will receive the ‘License change on Manual Provider’ notification

Dynamics CRM URL: URL of your Dynamics CRM instance
E.g.: https://dennyaloor001.crm8.dynamics.com

Sender Email: Email address of an internal user or Distribution list.
This email address will be used as the sender for all the email notifications.

Work 365 App ID: ID of the Work 365 Application installed in CRM.
Open the Work 365 application in CRM, and you should notice the App ID on the address bar between '=' and '&' (sample screenshot below)

15. Once all the values have been configured, click on ‘Import’

    

    
    

    A success message should be displayed on the screen once the import is completed.

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Your Work 365 Portal Notifications has been successfully set up.