Troubleshooting Connectors

Problem: Unable to install the workflows for Microsoft Dynamics 365 CE following an update to Smart Flows version 4.15.x.

The Smart Flows solution was renamed in the 'Smart Flows 4.15 release'. In versions after the Smart Flows 4.15 release, the assembly name specified in the solution files is Smart Flows. However, as determined by the DLL, the actual name of the assembly is still Xpertdoc Smart Flows. You can find the differences between the customization.xml files for the 4.12 vs. 4.15 versions in the below image.

Solution: Follow the steps below:

1. In the AssemblyInfo.cs file, update the AssemblyTitle to "Smart Flows".

2. Save your changes to the AssemblyInfo.cs file.

3. In the customization.xml and solution.xml files, update the schemaName to remove Xpertdoc and match the FullyQualifiedAssemblyName of the assembly.

4. Save your changes to the customization.xml and solution.xml files.

The Smart Flows workflow solution for Microsoft Dynamics 365 CE is no longer actively maintained. Users are advised to explore other workflow automation options, such as Microsoft Power Automate.

Problem: You've made some changes to your Dataverse table structure, such as those listed below, but the changes you made to the structure are not shown in Smart Flows. Smart Flows caches your Dataverse metadata, since retrieving this every time from Dynamics is very time-consuming. Caching means it's a lot faster, but any changes are not shown until you clear the cache.

• Adding/changing/removing entities

• Adding/changing/removing fields

• Adding/changing/removing relations

Solution: Clear the cache for the connector that points to your connected Microsoft Dynamics 365 CE instance. Follow these steps:

1. As an administrator, go to the Control Panel in the Smart Flows project console and select Connectors.

2. Select the connector that points to your Dynamics.

3. Select Clear cache.

You'll get a message informing you that the cache was cleared. Now you can, for instance, open the data set builder and see the changes.

Problem: The date & time displayed in the generated document varies from the date & time displayed in Microsoft Dynamics 365 CEs. This could be caused by a difference in timezone settings for the active user between Microsoft Dynamics 365 CE and Smart Flows.

Solution: Align the timezone settings in both Microsoft Dynamics 365 CE and Smart Flows.

Dynamic 365 CE : Settings > Personalization Settings > General.

Smart Flows : Control Panel > Settings.

Problem: User is not being prompted for any input when a flow is triggered from the Microsoft Dynamics 365 CE fly-out menu.

Solution: In your CRM, navigate to the Smart Flows Configuration page and update the fly-out behavior to Prompt user for input so that it does not skip the Get user input step.

Problem: From Experlogix Smart Flows 4.19.0, DocuSign and SharePoint connectors have supported Individual User Authentication, which requires all CRM users to be synced with Smart Flows. Any user who is not synced and only has the 'Xpertdoc Smart Flows Workflow Executor' role may receive an Access Denied error when triggering a flow. For more information, see User Types.

Ensure to run a flow from within Microsoft Dynamics 365 CE and only have the Xpertdoc Smart Flows Workflow Executor role.

Solution: Enable user authentication for connectors and set "In non-interactive mode, when no user authentication is available during flow execution" to Fallback to connector user.

1. Navigate to Control Panel > Connectors.

2. Select the connector currently providing an access denied error.

3. Under User Authentication, select the checkbox for Enable user authentications for this connector.

   

4. Ensure that for "In non-interactive mode, when no user authentication is available during flow execution", then Fallback to Connector user is selected.

5. Select Save changes.

6. Repeat Step 2 through Step 5 for any additional affected connectors.

Problem: Manual user sync fails with a generic Internal Server Error.

The error message does not provide a detailed root cause. However, since the user account was created through 'Microsoft Entra', first name or last name might be missing. 'Smart Flows' requires both the fields for every user in 'Microsoft Dynamics 365 CE', as these are mandatory information.

Solution: Review all users assigned Smart Flows roles who are not yet listed on the Smart Flows User page. Identify any users missing a first and last name, add the required names, and then run the sync again. For more information, see Manual user sync.

If the issue persists, raise a support ticket.

Problem: After updating the Smart Flows Core Managed Solution in Microsoft Dynamics 365 CE, the Smart Flows buttons are no longer visible in the record ribbon.

Solution: Check whether the button behavior is set in the Configuration options in Dynamics. If updating this does not resolve the issue, follow the instructions below.

1. Download and re-import the Core Solution manually from the Download Installers. Ensure you select the version which corresponds to both Smart Flows Server version and Dynamics version (i.e. 4.27 and 9.2).

2. In the import window, select ‘Upgrade (recommended)’ and ‘Overwrite customizations’ when prompted.

   

Problem: When linking to a custom entity in the Regarding field of the E-mail (Dynamics) or the Create note flow blocks in Microsoft Dynamics 365 CE, the flow fails with an error shown in the screenshot. The message says that the custom entity (regardingobjectid_xxxxxxx) is not declared in the metadata for the primary entity in the CRM, indicating that the Microsoft Dynamics 365 CE does not recognize the two entities as linked.

Solution: To use the 'Regarding lookup' for a custom entity, 'Activities' must be enabled on the entity in the Dynamics configuration. Once this is enabled, Clear Connector Cache and run the flow again. This resolves the issue.

Problem: Microsoft enhanced the security measures within administrative governance by altering the default protocols for SharePoint app registration. Thus, site collection administrators can no longer register or update app permissions unless they receive explicit authorization from the SharePoint tenant administrator.

The error message when 'permissions are not configured before creating a new SharePoint connector' or 'reaching out to a new site. created starting mid-August 2023' was: "Your SharePoint tenant admin doesn't allow site collection admin to create an Azure Access Control (ACC) principal. Please contact your SharePoint tenant administrator." For details on the changes, please refer to SharePoint admin control for App registration updates.

Solution: Follow the steps below:

1. In the Windows system, search SharePoint Online Management Shell. If unavailable, download from the SharePoint Online Management Shell download installer page.

2. Make sure your current version is updated to 16.0.23710.12000 or a later version.

3. Open SharePoint Online Management Shell.

4. Run Connect-SPOService -url https://{yourTenant}-admin.sharepoint.com command.

You can use this cmdlet to connect to the SharePoint Online service. You need to specify the URL of your SharePoint Online admin center (tenant admin URL) as the parameter to this cmdlet. Replace "https://your-tenant-admin-url" with the actual URL of your SharePoint Online admin center.

5. Run Set-SPOTenant -SiteOwnerManageLegacyServicePrincipalEnabled $true.

You can use this cmdlet to configure settings for the SharePoint Online tenant. In this case, set the SiteOwnerManageLegacyServicePrincipalEnabled property to $true, which allows site owners to manage legacy service principals.

Set-SPOTenant -SiteOwnerManageLegacyServicePrincipalEnabled $true

6. Complete the authentication to update your Azure Access Control permissions.

Problem: While attempting to use flows connected to Salesforce, the user receives an error mentioning an expired token. This issue occurs because the Salesforce connector automatically expires after 14 days of inactivity.

Solution: Refresh your Salesforce token.

1. In the Project Console, navigate to Control Panel > Connectors.

2. Select your Salesforce connector in the List view.

3. Select Configure.

The Edit connector environment window displays.

4. For the Smart Flows buttons in Salesforce option, select Skip.

5. Select Next.

6. Select Authorize Smart Flows to connect to your Salesforce instance.

The application redirects you to Salesforce for authentication. The Salesforce Allow Access window displays.

7. If your credentials are valid, select Allow.

The Smart Flows is authorized message displays under the Authorize Smart Flows button. This confirms that Smart Flows is now allowed to communicate with Salesforce.

8. Select Next.

The Create connector Connected window displays.

This window displays a summary of your connector setup.

9. Select Finish.

The Salesforce connector is successfully created.

Problem: After triggering flows in Salesforce, the Flow Execution Panel does not open. This issue is the result of a user having insufficient permissions in Salesforce.

Solution: The Smart Flows versions earlier than 4.18 must configure Salesforce users to have the following permissions set by their administrator in the user roles settings:

• View Setup and Configuration

• Assign Permission Sets

• Manage User

For more details on permissions, please refer to the PermissionSetAssignment.

Smart Flows versions 4.18 and later must have the following:

• Salesforce users with a role of ExperlogixSmart Flows User role or higher

• The profile for the Salesforce user must be set to "Minumum Access - Salesforce"

Problem: When configuring a Salesforce connector, the error message 'No more than 10 columns may be specified in lookupPhoneDialogsAdditionalFields' appears. In other scenarios, the error may reference a different lookup. This issue often arises when Experlogix Document Automation code is injected into the Contacts object in Salesforce.

Salesforce has introduced a restriction that search layouts may contain no more than 10 columns. When Experlogix Smart Flows configures connectors, it replicates the existing Salesforce layouts, adds Experlogix Documents buttons, and re-applies the layouts to Salesforce, including legacy search layouts. If any legacy layout exceeds the 10-column limit, the error message is triggered.

Solution: The problem can be fixed using one of two options:

Option 1: Opt out of activating Experlogix Documents buttons for the Salesforce object (e.g., the Contacts object) that triggers the issue. This approach is suitable if no flows are expected to run from the object referenced in the error message.

Option 2: Reduce the number of columns defined in the search layout referenced in the error message. Follow this procedure:

1. Open the Salesforce tenant that is causing the issue.

2. Switch the view to Salesforce Classic.

3. Navigate to Setup > Build > Customize and identify the object that is causing the error (e.g. Contacts).

4. Identify the Search Layout that is referenced in the error message (e.g. Lookup Phone Dialogs) and reduce the number of referenced columns to less than 10.

Problem: Some users encounter an 'OAuth error' when attempting log in to the Project Console using their Salesforce credentials. The error screenshot is shared below:

Solution : Follow the steps below:

1. Log in to Salesforce with an admin account.

2. Navigate to Setup (gear icon) > Setup.

3. In the Quick Find box, enter 'Profiles'.

4. Open the profile of the user in question.

5. Scroll down to the Administrative Permissions section.

6. Look for Approve Uninstalled Packages in the list and check the 'checkbox' displayed next to the list.

Follow the steps below to change the Docusign account:

1. Log-out of the Docusign session. This is necessary even if it’s not open in the browser.

2. After logging out of Docusign, create a new connector or re-configure the existing one in Smart Flows. This action will prompt you to log in again, allowing you to select the desired Docusign account.

For Single Sign-On users:

1. Log into Smart Flows using a native user account or a native admin account in a private browser window.

2. Then log into Docusign with the specific account you want to associate with the Docusign connector.

3. Finally, re-configure the connector within the Smart Flows application.

Problem: Sugar CRM users began to report connection errors to the Smart Flows server. When the user clicks the Smart Flows button in Sugar, an error message, "The Smart Flows server cannot be reached, please contact your Smart Flows administrator" is displayed.

The user is accessing Smart Flows through the integration with Sugar CRM and attempting to initiate a Smart Flow from the Sugar CRM interface.

Solution: Sugar CRM require administrators to explicitly define external sources in the Content Security Policy. If the Smart Flows URL is not included, the browser blocks the requests sent to the server. To add the URL, navigate to Sugar CRM > Admin > System Settings > Content Security Policy and input the URL(s) here.

Problem: User is not being prompted for any input when running a flow.

Solution: In SugarCRM, update the fly-out behavior to prompt user for input to ensure all input steps are attempted.

1. Navigate to User > Admin.

2. Find Smart Flows and select Smart Flow Configuration.

3. Select active Smart Flows configuration.

4. Change Flyout behaviour to Prompt user for input.

5. Select Save.

Smart Flows is temporarily not supporting the creation of XML Data sets.

Problem: The user is unable to create an XML Data Set with an XSD schema with multiple potential root elements.

Solution: Smart Flows requires data sets to have one root element. Therefore, if you plan to build an XML data set based on an XSD schema with multiple potential roots, opting for a Smart Flows schema data set will allow you to select an element as the single root element of the data set. This ensures efficient and accurate data conversion in Smart Flows, see Creating a Data Set for more information.