Work 365 Portal Notifications

Applies To: Work 365 Self-Service Portal (Dynamics 365 / Power Platform)
Audience: Administrators, Support Engineers, Implementation Teams

Overview

The Work 365 Portal Notifications solution ships a set of Power Automate (cloud) flows that email internal teams and/or customers when key portal events occur. Typical events include subscription changes initiated in the portal, provisioning results, and portal invitation redemptions.

Included Notification Flows (out of the box)

Event Type: Subscription Quantity Update What it does: Sends an internal alert when a portal user changes a subscription quantity (Manual/Null provider scenarios). Default Recipients*: Internal DL (Environment Variable)
Event Type: License Provisioning Failed What it does: Alerts internal recipients if a provisioning job fails. Default Recipients*: Internal DL (Environment Variable)
Event Type: License Provisioning Successful What it does: Emails the initiating portal user and CCs the Billing Contract primary contact (if billable). Default Recipients*: Customer + Internal CC
Event Type: Portal Invitation Redeemed What it does: Notifies internal users when a customer redeems a portal invitation. Default Recipients*: Internal DL (Environment Variable)

*Recipients can be customized per flow or centrally via Environment Variables (see below).

Prerequisites

System Administrator or System Customizer security role
Work 365 Self-Service Portal installed and initialized
A licensed mailbox for sending notifications (Exchange Online recommended)
(Recommended) A service/shared mailbox for sending system emails

Setup Steps

1) Download the Solution

Get the latest Work 365 Portal Notifications managed solution (.zip) from the Work 365 Documentation Portal.
If you have a version prior to 4.0.0.0, uninstall it first to avoid duplicate notifications.

2) Import the Managed Solution

Go to Power Automate: https://make.powerautomate.com → select the correct Dataverse environment.
Solutions → Import solution → upload .zip → Next → Accept → Import.
Wait for the import to complete.

3) Configure Connection References

During/after import, configure each connection reference:

Dataverse: sign in as an admin with access to the Work 365 tables.
Outlook/Exchange: pick a licensed mailbox (enable Send As if using a shared mailbox).

Tip: In the solution, open … More → Connection references to confirm each reference is bound to a valid connection.

4) Set Environment Variables

Open the solution → Environment Variable Values → set:

Receiver Email: internal recipient(s) or a Distribution List (e.g., provisioning alerts)
Sender Email: mailbox used as the “From” address
Dynamics CRM URL: e.g., https://yourcompany.crmX.dynamics.com
Work 365 App ID: the GUID of your installed Work 365 application

You can revise these anytime without re-importing the solution.

5) Enable & Test the Flows

Ensure all flows are Enabled.
Trigger each scenario in a sandbox (recommended):
- Change a subscription quantity in the portal (Manual/Null provider).
- Force a success/failure provisioning outcome.
- Redeem a portal invitation.
Confirm the right recipients get emails and the content looks correct.

Customization & Maintenance

Customize Email Content

Open the flow → edit Subject, To/CC, and HTML Body actions.
Keep a consistent subject pattern, e.g.:
- [W365] Provisioning Successful – {Subscription} / {Account}
- [W365] Provisioning Failed – Action Required – {Subscription} / {Account}
- [W365] Portal Invitation Redeemed – {Account}

Change Sender/Receiver Centrally

Update Environment Variables for Sender / Receiver to route all notifications without editing each flow.

Avoid Duplicates

Uninstall older or parallel notification solutions.
Keep only one active version per environment.

Ownership & Service Identity

Reassign flows to a service account (cloud flow owner) to avoid interruptions when staff leave.
In the solution → flow Details → Edit owners and add the service account.

Monitoring

Use Run history and Flow checker for failures.
Configure alerting via Power Automate analytics or send failure emails from a catch-all scope.

Best Practices

Dedicated sender mailbox (shared/service) with Send As permission.
Re-test after any permission, mailbox, or environment change.
Keep subjects clear; use HTML email for readability and branding.
Document mailbox owner, environment variable values, and flow owners.
For multi-environment ALM, keep a managed solution and drive per-environment values via Environment Variable Values.

Troubleshooting

Common Errors & Fixes

Symptom: Emails not sent Likely Cause: Invalid/expired Outlook/Exchange connection Fix: Re-authenticate the connection reference; confirm mailbox license & Send As rights
Symptom: Flow trigger not firing Likely Cause: Wrong environment or disabled trigger Fix: Verify you’re in the correct environment; ensure flow is Enabled
Symptom: 401/403 errors to Dataverse Likely Cause: Connection user lacks table permissions Fix: Ensure connection user has at least System Customizer or appropriate security role
Symptom: Duplicate notifications Likely Cause: Multiple solutions or duplicate flows enabled Fix: Uninstall older solutions; disable duplicate flows
Symptom: Emails land in spam Likely Cause: Missing SPF/DKIM/DMARC Fix: Configure SPF/DKIM/DMARC for the sender domain (M365 recommended)

Validation Checklist

Connection references bound (Dataverse + Outlook)
Environment Variables set (Sender, Receiver, CRM URL, App ID)
Flows Enabled and owned by a service account
Test events generate expected single email per event
Sender domain passes SPF/DKIM/DMARC checks

Security & Compliance

Use least privilege for the sending mailbox; restrict who can Send As.
Log notification events in a shared mailbox or archive folder for audit.
For PII, ensure email bodies comply with your data handling policy.
Consider Row-Level Security (Dataverse) if you extend flows to include data snapshots.

Work 365 Portal Notifications – Overview & Setup