DEXPRO AWF External Approvals — Setup Guide

Provisioning…Audience: customers / admins installing and configuring the feature.

Maintaining the Power Automate flow itself? See POWERAUTOMATE-DEV-GUIDE.md (DEXPRO developers / advanced admins).

Building a non-Teams integration on top of the SharePoint list? See SHAREPOINT-CONTRACT.md.

Building a custom portal or app that calls BC directly? See API-INTEGRATION-GUIDE.md — no SharePoint setup needed.

Overview

The DEXPRO Advanced Workflow (AWF) External Approvals feature lets approvers act on approval entries directly from Microsoft Teams — or from any other system that can read and write to a SharePoint list — without ever opening the Business Central web client. This lets organizations include managers, department heads, or other stakeholders in approval workflows from the tools they already use.

Licensing — customer/partner responsibility: Acting on Business Central data still requires each approver to hold an appropriate paid Business Central user licence; a Microsoft 365 licence alone is not sufficient. DEXPRO makes no licensing representation — the customer and their Microsoft licensing partner are responsible for confirming the exact requirement with Microsoft. See Prerequisites and the licensing note in API-INTEGRATION-GUIDE.md.

Integrating a non-Teams system? The SharePoint list is the contract. See SHAREPOINT-CONTRACT.md for the full integration reference, column definitions, state machine, and sample payloads. This setup guide focuses on the Teams / Power Automate reference implementation.

Approving directly in SharePoint: the list uses typed columns — ApprovalStatus is a dropdown, ResponseDateTime has a native date picker, ResponseComment is a multi-line text area. An approver with SharePoint access can open a pending item and approve it directly from the list edit form without Teams or Power Automate. BC's polling Job Queue picks it up on the next cycle.

How It Works

When an approval entry is assigned to an external approver, Business Central writes the approval request to a SharePoint list via the Microsoft Graph API. A Power Automate flow detects the new list item and sends the approver a rich Adaptive Card in Microsoft Teams. The approver taps Approve or Reject directly in Teams, and Power Automate updates the SharePoint list item with the response. A Job Queue in Business Central polls the SharePoint list and processes the decisions through the workflow engine.

Architecture

BC creates Approval Entry (external approver)
  │
  │  BC server-side (Graph API)
  ▼
SharePoint List: new item created
  │
  │  Power Automate trigger (Standard connector — free)
  ▼
"When an item is created" fires
  │
  ▼
Power Automate sends Adaptive Card to Teams
  │
  ▼
Approver taps Approve / Reject in Teams
  │
  │  Power Automate (Standard connector)
  ▼
SharePoint list item updated with response
  │
  │  BC Job Queue polls SharePoint list (Graph API)
  ▼
BC processes response → workflow advances

Licence benefit: Both the SharePoint and Teams connectors are Standard (free) connectors in Power Automate, included with all Microsoft 365 business licences. No Power Automate Premium licence is required.

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Prerequisites

Requirement	Details
Business Central	DEXPRO AWF extension installed, BC 25 or later
External approver BC licence	Each external approver needs an appropriate paid Business Central user licence — acting on BC data (directly or via the SharePoint relay) is not covered by a Microsoft 365 licence alone (Microsoft multiplexing terms). A Team Member licence may suffice for approval-only use but is not guaranteed for custom/external scenarios. DEXPRO makes no licensing representation — the customer/partner must confirm the requirement with Microsoft
Microsoft 365	External approvers also need a Teams-capable M365 licence (Business Basic or higher) for the Teams card
Power Automate	Standard licence (included in M365) — no Premium required
SharePoint site	A SharePoint site for the approval list (existing or new)
Entra App Registration	Required for BC to read/write the SharePoint list via Graph API. Also used for Entra ID group resolution if needed
BC service account	A BC-licensed user with the DXP AWF Admin permission set. This user runs the Job Queue entries that poll SharePoint

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Step 1: Create an Entra ID App Registration

Business Central communicates with SharePoint and Microsoft Graph using OAuth2 client credentials. You need an App Registration in Microsoft Entra ID (formerly Azure AD).

Tip: If you already have a DXP-related App Registration (e.g. from DXP Core), you can reuse it — just add the required permissions.

1.1 Register the Application

1. Go to the Microsoft Entra admin center
2. Navigate to Identity → Applications → App registrations
3. Click New registration
   • Name: DEXPRO AWF Graph API (or any descriptive name)
   • Supported account types: Accounts in this organizational directory only (single tenant)
   • Redirect URI: Leave blank (not needed for client credentials)
4. Click Register
5. On the app's Overview page, copy:
   • Application (client) ID — you will need this later
   • Directory (tenant) ID — you will need this later

1.2 Add API Permissions

1. In the app registration, navigate to API permissions
2. Click Add a permission → Microsoft Graph → Application permissions
3. Add the following permissions:

Permission	Type	Purpose
Sites.ReadWrite.All	Application	Required. Read/write list items, upload attachments, create sharing links.
Sites.Manage.All	Application	Required. Create the approval list and its columns (including typed columns like AmountRaw / DueDateRaw). Without this permission the initial setup fails with 403 accessDenied.
GroupMember.Read.All	Application	(Optional) Resolve Entra ID Security Group members
Group.Read.All	Application	(Optional) List available Entra groups for lookup

1. Click Add permissions
2. Click Grant admin consent for [your organization] and confirm

Both Sites.ReadWrite.All and Sites.Manage.All are required — the latter is needed to create the approval list and its columns. If only Sites.ReadWrite.All is granted, the wizard's SharePoint step will fail with 403 accessDenied the first time you run it.

The GroupMember.Read.All and Group.Read.All permissions are only needed if you plan to use Entra ID Security Groups as external approver groups. You can skip them for manual groups or individual approvers.

1.3 Create a Client Secret

1. Navigate to Certificates & secrets
2. Click New client secret
3. Set a description (e.g. DEXPRO AWF) and choose an expiry period
4. Click Add
5. Copy the secret value immediately — it will not be shown again

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Step 2: Run the Setup Wizard in Business Central

The setup wizard handles everything — OAuth2 configuration, SharePoint connection, list creation, and Job Queue setup — in a single guided flow. No manual OAuth2 or field configuration required.

2.1 Open AWF Setup

1. In Business Central, search for AWF Setup (Alt+Q) and open the page
2. Click Setup External Approvals in the action bar to launch the wizard

2.2 Wizard Steps

The wizard guides you through six steps:

Step	What Happens
1. Welcome	Overview of prerequisites and what the wizard will configure
2. Setup Type	Choose what to configure: Entra Group Sync (resolve Entra groups to members for group approvals), SharePoint Approvals (Teams notification layer via Power Automate — requires a SharePoint site), or Both. When you pick Entra Group Sync only, the SharePoint Site step is skipped.
3. Credentials	Enter the Tenant ID, Client ID, and Client Secret from the Entra App Registration (Step 1) — or enable Reuse an existing OAuth2 setup to pick an existing DXP OAuth2 Setup code (e.g. one already created for DXP Core). The wizard creates the DXP OAuth2 Setup record automatically. On a re-run it defaults to the reuse option.
4. Connection Test	The wizard tests the OAuth2 credentials by requesting an access token. If the test fails, you can correct the credentials and retry.
5. SharePoint Site	Enter your SharePoint Site URL (e.g. https://yourcompany.sharepoint.com/sites/approvals) and optionally a custom Approval List Name (default: DXP AWF Approvals). The wizard resolves the site, creates the list if it does not exist, or reuses an existing list with that name and adds any missing columns, resolves the document library drive, and stores all internal IDs.
6. Done	Summary of what was configured. Click Finish to enable the feature and create the Job Queue entries.

On completion, the wizard:

• Creates a DXP OAuth2 Setup record with code AWF (credentials stored securely in Isolated Storage)
• Creates (or reuses) the SharePoint list "DXP AWF Approvals" with all required columns
• Sets the attachments folder to "AWF-Attachments" (used when Upload Attachments is enabled)
• Creates Job Queue Entries for:
  • External Approval Polling — polls the SharePoint list for responses (every 2 minutes)
  • Entra Group Sync — periodically refreshes Entra ID group memberships (every 4 hours)
• Toggles SharePoint Approvals Enabled to Yes

Re-running the wizard: You can re-run the wizard at any time. It will load existing credentials and update the configuration. The SharePoint list is not duplicated — the wizard finds the existing list by name and, if the schema is outdated, adds any missing columns in place (no data loss).

2.2.1 Diagnose / Health Check

After the initial setup, the AWF Setup page exposes a Diagnose SharePoint Approvals action. It runs a non-destructive end-to-end check: OAuth2 token acquisition, SharePoint site / drive / list reachability, column schema, job queue status, and an overview of entries in error or older than seven days. Run it whenever a user reports a problem — the output tells you exactly which step is broken.

2.3 Upload Attachments Toggle

After the wizard completes, the AWF Setup page shows an Upload Attachments toggle in the External Approvals section. When enabled (default), document attachments from the source record are uploaded to SharePoint and a sharing link is included in the Teams Adaptive Card. Disable this if you don't want attachments shared with external approvers.

2.4 Manual Job Queue Setup (Alternative)

If you need to adjust Job Queue intervals or prefer to create them manually:

1. Search for Job Queue Entries and open it
2. Create a new entry:
   • Object Type to Run: Codeunit
   • Object ID to Run: 70954832 (DXP AWF Ext. Approval Poller)
   • Recurring Job: Yes
   • No. of Minutes between Runs: 2 (or your preferred polling interval)
   • Status: Ready
3. (Optional) Create a second entry for Entra group sync:
   • Object Type to Run: Codeunit
   • Object ID to Run: 70954833 (DXP AWF Entra Group Sync)
   • Recurring Job: Yes
   • No. of Minutes between Runs: 240 (4 hours)
   • Status: Ready

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Step 3: Create External Approvers

External approvers are people who participate in approval workflows from Teams or another system instead of the Business Central web client. Each approver needs an appropriate paid Business Central user licence (a Microsoft 365 licence alone is not sufficient; the customer/partner is responsible for confirming the exact requirement with Microsoft), plus a Microsoft 365 account with Teams access.

3.1 Open External Approvers

From the AWF Setup page, click External Approvers in the action bar. Alternatively, search for External Approvers in the BC search bar.

3.2 Create an Individual External Approver

1. On the External Approvers list page, click New
2. The External Approver Card opens. Fill in:

Field	Description	Example
Code	Unique identifier (Code[20])	EXT-JOHN
Display Name	Full name	John Doe
Email	The person's Microsoft 365 email or User Principal Name (UPN). Must match their Teams identity exactly.	john.doe@company.com
Language Code	(Optional) Language for the Teams card labels. If blank, the BC environment's default language is used.	DEU for German, ENU for English
Entra Object ID	(Optional) Automatically filled when synced from an Entra group. Not needed for manual setup.

3.3 Create an External Approver Group

Groups enable claim-based approvals — the approval request is sent to all members, and the first member to respond wins.

1. On the AWF Setup page, click External Approver Groups in the action bar
2. Click New
3. The External Approver Group Card opens. Fill in:

Field	Description	Example
Code	Unique identifier	FINANCE-GROUP
Description	Group description	Finance Approvers

1. In the Members subpage at the bottom, add each member:
   • External Approver Code — Lookup to select an existing external approver
   • Email — Member's email (populated from the approver record)
   • Display Name — Member's name

When a workflow assigns this group, each member receives their own external approval entry. The first member to approve or reject determines the outcome.

3.4 Create an Entra ID Group–Based Approver Group

Instead of manually managing members, you can link a group to a Microsoft Entra ID Security Group. The system resolves members directly from Entra via the Graph API.

Why not use BC's built-in Security Groups? BC's Security Group system only returns users who already exist as BC users. External approvers by definition don't have BC accounts, so Entra group resolution must go directly through Graph API.

1. Create a new External Approver Group (see 3.3)
2. In the Entra ID Synchronization section, use the assist (⋯) button on the Entra Group Name field. This calls the Graph API and shows a picker of the security-enabled Entra groups; select the group and BC fills the (hidden) Entra Group ID automatically and runs a first sync.
3. To refresh later, click Sync from Entra ID in the action bar
   • The system calls the Graph API and populates the Members list with all direct members of the Entra group
   • The Last Entra Sync timestamp is updated
4. Review the members list to verify the correct people were found

Note: Group members are also resolved live at runtime when approval entries are created for an Entra-linked group. The persisted member list is primarily for review purposes. An automatic Entra Group Sync Job (if configured in Step 2.2) keeps the member list up to date periodically.

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Step 4: Assign External Approvers to Workflow Stages

1. Open a AWF Workflow Template (search for "AWF Workflow Templates")
2. Open a stage or create a new stage
3. Set the Assignee Type field to one of:
   • External Approver — assigns to a single external person
   • External Approver Group — assigns to a group (each member gets their own entry)
4. In the Assignee Code field, look up and select the external approver or group

Important: Stages with external approvers must have rejection groups enabled (validation is enforced). When the feature "Related Approvals" is enabled on a stage, the related rejection group setting must also be enabled.

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Step 5: Install the Power Automate Solution Package

The Teams approval automation is shipped as a Power Platform solution package — a .zip you import once. During import you bind the solution's two connection references to your tenant's SharePoint and Teams connections and configure the environment variables to point the flow at the SharePoint site and list the wizard created. Total time: 5–10 minutes.

Want to build the flow by hand instead (e.g. for customisation, or to see exactly what it does step by step)? See POWERAUTOMATE-DEV-GUIDE.md. The package import path described here is what most customers will use; the dev guide is for DEXPRO maintainers and advanced admins.

The flow uses only Standard connectors (SharePoint + Teams) — no Power Automate Premium licence required.

5.1 Import the solution

1. Open <https://make.powerapps.com> and switch to the environment you want the flow to run in (top-right environment picker).
2. Left nav → Solutions → Import solution.
3. Browse and select the DEXPROApprovalFlow_x.x.x.x.zip package shipped with this release. Click Next.
4. Power Apps shows a summary of the solution contents (one cloud flow, two connection references). Click Next.
5. Connection references — bind each to a connection in your tenant:
   • SharePoint DEXPROApprovalFlow-… → pick (or create) a SharePoint connection authenticated as a user who can read/write the approval list.
   • Microsoft Teams DEXPROApprovalFlow-… → pick (or create) a Teams connection authenticated as a user who can post Flow-bot messages on behalf of itself.
6. Environment variables — set each to point at your SharePoint list:
   • Sharepoint Site Address — the full URL of your SharePoint site (e.g. https://yourcompany.sharepoint.com/sites/approvals). This is the same site URL you entered in the wizard.
   • Sharepoint List Name — the name of the list the wizard created (default: DXP AWF Approvals).
7. Click Import. Wait for "Solution imported successfully" (typically under a minute).

5.2 Update environment variable values (if needed)

The environment variables you set during import default to the DEXPRO sandbox site. If you used the import wizard to set them (Step 5.1, step 6), this step is already done.

If you need to change the values after import:

1. Open the imported solution → Environment variables.
2. Click Sharepoint Site Address → edit the Current value to your SharePoint site URL.
3. Click Sharepoint List Name → edit the Current value to your list name.

The flow uses these variables in all SharePoint actions — no manual rebinding of individual actions is needed.

5.3 Turn the flow on

1. Back in the solution view, open Cloud flows → DEXPRO AWF Externe Genehmigung.
2. The flow's status should read On after import. If it reads Off, click ⋯ → Turn on.

Note: The flow is named DEXPRO AWF Externe Genehmigung in the solution. This is the name it appears under in your Power Automate environment.

5.4 What the approver sees

When BC creates an external approval entry, the approver receives an Adaptive Card from the Flow bot in their Teams Chat view. The card shows:

• The localised approval-request title and the workflow stage it belongs to.
• A FactSet with description, amount, due date, and requester.
• A Details section with the source record's key fields (e.g. for a Purchase Line: Type, No., Description, Quantity, Direct Unit Cost, Line Amount).
• A multi-line Comment input (when the approver can decide).
• Action buttons:
  • Approve / Reject — for individual approvers and single-member groups (BC auto-claims those at entry creation).
  • Claim — only on multi-member group approvals that haven't been claimed yet. Clicking Claim cancels the other group members' cards (PA writes Cancelled to their SP items) and posts a second card to the claimer with Approve / Reject.
  • Approval Documents — opens the SharePoint sharing link to attached documents (visible only when there are attachments).
  • Open in Business Central — deep link to the source record (visible only for tables BC has a registered card page for; useful for licensed approvers).

All button labels and placeholder text are pre-translated based on the External Approver's Language Code field. See Step 3 for assigning a language to an approver.

Customising the card layout — the card JSON (both the initial card and the post-claim card) lives inside the flow's Post adaptive card and wait actions. To change branding, fields, or layout, see POWERAUTOMATE-DEV-GUIDE.md → Reference: Card JSONs.

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Step 6: Test the End-to-End Flow

1. In Business Central, open or create an AWF Workflow Template
2. Add or modify a stage:
   • Assignee Type: External Approver or External Approver Group
   • Assignee Code: Select the external approver you created
3. Trigger the workflow on a test document (e.g., create a Purchase Order and send it for approval)
4. Verify step by step:

Step	What to Check
SharePoint list	A new item should appear within seconds. Open the list in your browser and verify the item has the correct data (Title, ApproverEmail, Status = Pending, translated labels).
Power Automate	Go to Power Automate → My flows → click your flow → Run history. A new run should appear. Click it to inspect each step's inputs and outputs.
Teams	The external approver should receive an Adaptive Card in their Teams chat with the Flow bot. Verify the record description, amount, due date, and translated labels are correct.
Approve/Reject	Have the approver tap Approve or Reject (or, for an unclaimed multi-member group, Claim first → second card → Approve / Reject). Optionally enter a comment. The card should update after submission.
SharePoint (after response)	The list item's ApprovalStatus column should show Approved or Rejected. The ResponseComment and ResponseDateTime columns should be populated. For group approvals, ClaimedBy holds the email of whoever clicked Claim (or the auto-claimer for a single-member group).
BC Job Queue	Wait for the next polling cycle (default: every 2 minutes). The Job Queue processes the response. On the External Approval Entries page the entry's Status stays at the approver's decision (Approved / Rejected) and the Processed column flips to Yes with a Processed DateTime.
BC Approval Entry	Verify that the corresponding BC standard Approval Entry has been updated (Approved/Rejected) and the workflow has advanced to the next stage or completed.

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Multi-company installs

A single SharePoint list can be safely shared across multiple BC companies. BC writes the current company's name to BCCompanyName on every item, and each company's polling job queue only picks up items whose BCCompanyName matches its own — both server-side (via the Graph $filter) and client-side. You do not need a separate list per company.

If you prefer company isolation anyway, run the setup wizard in each company with a different list name (Step 2.2 now lets you name the list).

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SharePoint List Reference

The SharePoint list is created automatically by the setup wizard with the following columns. If you create the list manually, use these column names exactly.

Data Columns

Column Name	Type	Description
SchemaVersion	Text	Integration contract version written by BC. Currently 1.
BCCompanyName	Text	BC company that owns the entry. Used by the poller to separate companies sharing one list — see "Multi-company installs" below.
Title	Single line of text	Record description (built-in SharePoint column)
BCEntryNo	Text	BC external approval entry number (unique within BCCompanyName, not globally)
BCApprovalEntryNo	Text	BC standard Approval Entry No. that this external approval is bound to. Together with BCInstanceID and GroupCode it uniquely identifies the set of peer items the PA flow should cancel when one member claims.
BCInstanceID	Text	BC workflow instance ID (GUID, globally unique)
Description	Text	Document description (vendor/customer name, etc.)
ApproverEmail	Text	Target approver's email / UPN
ApproverDisplayName	Text	Target approver's display name
ApprovalStatus	Choice	Dropdown in SharePoint. Values: Pending, Notified, Approved, Rejected, Claimed, Processed, Error, Cancelled. Default: Pending.
ResponseComment	Multi-line text	Comment entered by the approver (multi-line area in SharePoint).
ResponseDateTime	Date/Time	Native SharePoint DateTime with picker; BC uses the current time if left blank.
ClaimedBy	Text	Email of the group member who claimed the entry
AttachmentsUrl	Text	SharePoint sharing link for document attachments
BCDocumentUrl	Text	Direct link to the source record in Business Central. Empty if BC couldn't determine a card page for the record's table.
RecordDetails	Multi-line text	Markdown rendering of the approved record's own fields — what the adaptive card shows below the FactSet so a Teams approver can see the document/line-level data.
Processed	Yes/No	Whether BC has processed this response
IsGroupApproval	Yes/No	Whether this is a group (claim-based) approval
GroupCode	Text	Approver group code
Amount	Text	Display-formatted approval amount
AmountRaw	Number	Machine-readable amount — use this for filters and calculations
SenderName	Text	BC user who requested the approval
DueDate	Text	Display-formatted due date
DueDateRaw	Date/Time	ISO 8601 UTC due date — use this for filters
CreatedRaw	Date/Time	ISO 8601 UTC creation timestamp
StageName	Text	Workflow stage description

Pre-Translated Label Columns

These columns contain UI labels translated to the approver's language. They are set by BC when the list item is created and used by the Adaptive Card in Teams.

Column Name	Default (English)	Description
LblTitle	Approval Request	Card header title
LblApprove	Approve	Approve button text
LblReject	Reject	Reject button text
LblComment	Comment	Comment field label
LblClaim	Claim	Claim button text (group approvals)
LblRelease	Release	Release claim button text
LblAmount	Amount	Amount fact label
LblSender	Requested by	Sender fact label
LblDueDate	Due Date	Due date fact label
LblStage	Stage	Stage fact label
LblDescription	Description	Description fact label
LblAttachments	Approval Documents	Attachments button text
LblOpenInBC	Open in Business Central	Deep-link button text
LblDetails	Details	Section header above the rendered record details
LblAlreadyClaimedByMsg	This approval ({title}) has already been claimed by {claimer}. You can safely ignore this card.	Template for the "already claimed" Teams message. Placeholders {title} and {claimer} are substituted by the PA flow at runtime.
LblAlreadyHandledMsg	This approval ({title}) has already been handled by another approver or cancelled in Business Central. You can safely ignore the earlier card.	Template for the stale-card scope's Teams message. Placeholder {title} is substituted by the PA flow at runtime.
LblClaimedSuccessMsg	The approval entry "{title}" has been successfully processed.	Confirmation shown after the claimer submits their Approve or Reject decision on Card B (replaces the card in Teams chat). Placeholder {title} is substituted by the PA flow at runtime.

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Entra ID Group Resolution

When to Use It

• You have a team of potential approvers managed as an Entra ID Security Group
• You want group membership to sync automatically rather than maintaining a manual list
• External approvers are added/removed in Entra, and you want BC to reflect those changes

Setup

1. Ensure the App Registration has GroupMember.Read.All and Group.Read.All Application permissions with admin consent (see Step 1.2)
2. Create an External Approver Group in BC (see Step 3.4)
3. Enter the Entra Group ID and click Sync from Entra ID

Sync Behaviour

Context	When Members Are Resolved
Manual sync	Click "Sync from Entra ID" on the group card page
Entra Group Sync	The Entra Group Sync Job Queue entry runs periodically (if configured)
Runtime	When a workflow creates approval entries for an Entra-linked group, members are resolved live via Graph API to ensure the most current membership

Only direct members of the security group are resolved. Nested groups are not expanded.

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Troubleshooting

Issue	Possible Cause	Resolution
SharePoint item not created	OAuth2 setup incorrect or missing permissions	Verify the setup wizard completed successfully. The App Registration needs Sites.ReadWrite.All and Sites.Manage.All (Application) permissions with admin consent. Re-run the wizard from AWF Setup → Setup External Approvals to re-test.
403 accessDenied during wizard / Diagnose SharePoint Approvals	Sites.Manage.All not granted or admin consent not given	Open the App Registration, confirm both Sites.ReadWrite.All and Sites.Manage.All Application permissions are listed, then click Grant admin consent. Re-run the wizard.
Flow not triggering	SharePoint trigger misconfigured	Verify the trigger points to the correct site and list. Open the list in SharePoint to confirm items are being created.
Job Queue not processing responses	Job Queue not running	Check that the Job Queue Entry for codeunit 70954832 has Recurring Job = Yes and Status = Ready. Check the Job Queue Log Entries for errors.
Adaptive Card not appearing in Teams	Email mismatch	The ApproverEmail on the SharePoint item must exactly match the user's UPN or primary email in Microsoft 365. Verify in Entra admin center → Users.
Card shows "This card isn't valid"	JSON syntax error	Re-import the Power Platform solution package, or compare the card JSON against the reference in POWERAUTOMATE-DEV-GUIDE.md. Verify all @{...} expressions are intact. Test the static JSON in the Adaptive Card Designer.
Labels appear in English instead of the expected language	Language code not set on the approver	Set the Language Code field on the External Approver record (e.g., DEU for German). BC uses this to translate all labels before writing them to SharePoint.
"401 Unauthorized" in Job Queue log	OAuth2 credentials expired or incorrect	Re-run the setup wizard to verify credentials. If the client secret has expired, create a new one in the Entra admin center and re-enter it in the wizard.
Duplicate cards sent	Multiple flow runs for the same item	This shouldn't normally happen — each BC approval creates exactly one SharePoint item. If duplicates occur, check the Power Automate run history for concurrent triggers and add a Trigger Conditions expression on the trigger: @equals(triggerOutputs()?['body/ApprovalStatus'], 'Pending')
Entra group shows 0 members	Group empty, nested groups, or permission error	The Graph API /members endpoint only returns direct members. Ensure users are direct members of the security group. Verify GroupMember.Read.All permission is granted with admin consent.
Approver responded but BC shows "Pending"	Job Queue polling hasn't run yet	Wait for the next polling cycle. Check that the Job Queue entry is running (status Ready, not On Hold). Reduce the polling interval if faster processing is needed.
"Permission denied" when running the polling Job Queue	Service account missing permission set	Assign the DXP AWF Admin permission set to the BC user running the Job Queue entries.
SharePoint list columns missing	List created manually with wrong column names	Column names are case-sensitive and must match exactly (e.g., BCEntryNo, not bcEntryNo). The easiest fix: delete the list and let the setup wizard re-create it.
Attachments link absent from the card	No document attachments on the source record, or Upload Attachments is disabled	Verify the source document has at least one Document Attachment before triggering the workflow. Check that Upload Attachments is enabled in AWF Setup.

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Appendix: SharePoint List Columns Created by BC

When you use the Setup External Approvals wizard or the CreateApprovalList procedure, BC creates the SharePoint list via the Graph API with all columns pre-configured. The list uses a genericList template with a mix of typed columns: Text (most columns), Boolean (Processed, IsGroupApproval), Number (AmountRaw), DateTime (ResponseDateTime, DueDateRaw, CreatedRaw), Multi-line Text (ResponseComment, RecordDetails, message template columns), and Choice (ApprovalStatus — dropdown enforcing known states).

You do not need to create the list or its columns manually unless you have a specific reason to customize the list structure.