Chapter 3: Creating Flow Triggers

This chapter provides comprehensive guidance on creating and configuring flow triggers in Business Central. You'll learn the complete workflow from planning through testing, master JSON payload design with placeholders, configure webhook URLs, and validate your integrations work correctly.

By the end of this chapter, you'll be able to independently create flow triggers for any Business Central table and event, design efficient JSON payloads, and troubleshoot common configuration issues.

3.1 Flow Trigger Basics

Planning Your Integration

Before creating a flow trigger, plan the integration carefully:

Questions to Answer:

1. What Business Event Should Trigger the Integration?

• Order posted?

• Customer created?

• Inventory below threshold?

• Payment received?

• Document approved?

Identify the specific BC table and event type (Insert/Modify/Delete).

2. What Data Does Power Automate Need?

• Document numbers (for identification)?

• Names and descriptions (for human readers)?

• Amounts and quantities (for calculations/routing)?

• Dates and timestamps (for sorting/filtering)?

• Status fields (for conditional logic)?

List all required fields; find their table and field numbers.

3. What Should Power Automate Do with the Data?

• Send email notification?

• Create record in external system?

• Start approval workflow?

• Update SharePoint list?

• Post to Teams channel?

This determines your Power Automate flow design.

4. Who Should Trigger the Integration?

• All users?

• Specific departments?

• Certain roles only?

This determines rule group configuration.

5. Are There Conditional Requirements?

• Only amounts above threshold?

• Only certain customers?

• Only specific status values?

• Only during business hours?

This determines scenario configuration.

Planning Template:

💡 TIP: Document your plan before starting configuration. This helps catch issues early and provides documentation for future maintenance.

Creating a New Flow Trigger

Once planning is complete, create the flow trigger configuration:

Step 1: Access Flow Trigger List

1. Open Business Central

2. Press Alt+Q for search

3. Type "QUA Power Automate Triggers"

4. Press Enter to open list

Step 2: Create New Trigger

1. Click New in the ribbon (or press Ctrl+N)

2. System opens blank flow trigger card

3. Code field auto-populates from number series (e.g., "PA-00001")

   • Can manually edit if needed

   • Click assist-edit (...) to see available numbers

4. System generates unique configuration

Step 3: Enter Description

1. Click in Description field

2. Enter clear, descriptive text explaining the integration:

   • Good: "Sales Order Posted - Send Email to Warehouse"

   • Good: "Customer Created - Add to CRM System"

   • Poor: "Test Flow"

   • Poor: "Integration 1"

3. Description appears in lists and logs—make it meaningful

Step 4: Save (Optional at This Stage)

• Press Ctrl+S or click OK to save

• Or continue configuring before saving

• Until saved, configuration is not active

Code Naming Conventions:

Prefix by Integration Type:

EMAIL-*: Email integrations
CRM-*: CRM system integrations
WHS-*: Warehouse system integrations
APPR-*

Or Prefix by Source Table:

SO-*: Sales Order integrations
PO-*: Purchase Order integrations
CUST-*: Customer integrations
ITEM-*

Choose a convention and stick to it across your organization.

Flow Trigger Configuration Sections

The flow trigger card has several configuration sections:

1. General Section (Top)

• Code: Unique identifier

• Description: Human-readable purpose

2. Power Automate Details Section

• Webhook URL: The HTTPS endpoint to call

• JSON Payload: Template with placeholders for data

3. Triggers & Scenarios Section (Embedded)

• Triggers Subpage: Which table/events/fields to monitor

• Scenarios Subpage: Conditional logic (optional)

• Rule Group Subpage: User filtering (optional)

4. Lookup Placeholder FactBox (Right Side)

• Table/field browser

• Copy placeholder syntax

• Reference during payload design

Each section builds on the previous, creating a complete integration configuration.

3.2 Configuring Webhook URLs

Obtaining the Webhook URL from Power Automate

Before configuring BC, create the Power Automate flow and get its webhook URL:

Detailed Procedure:

Step 1: Create Flow

1. Navigate to https://make.powerautomate.com

2. Sign in with Microsoft 365 or Dynamics 365 credentials

3. Click My flows in left navigation

4. Click + New flow → Automated cloud flow

5. Name your flow (e.g., "BC Sales Order Posted")

6. Click Skip (we'll add trigger manually)

Step 2: Add HTTP Trigger

1. Click + Add a trigger

2. Search for "HTTP"

3. Select When an HTTP request is received

4. Trigger added to flow canvas

Step 3: Save to Generate URL

1. Click Save button (top right)

2. Flow name appears in title bar

3. Flow status shows "Your flow is ready"

Step 4: Retrieve Webhook URL

1. Click on the HTTP trigger box to expand it

2. Find field labeled "HTTP POST URL"

3. Initially shows: "URL will be generated after save"

4. After save, shows full HTTPS URL

5. Click Copy icon next to URL

6. Paste into Notepad or text editor

Example URL:

📋 NOTE: The webhook URL appears ONLY after saving the flow. If you don't see the URL, save the flow first. The URL won't change unless you delete and recreate the trigger.

Entering Webhook URL in Business Central

With URL copied, configure the BC flow trigger:

Step 1: Open Flow Trigger Card

1. In BC, open your flow trigger (created in section 3.1)

2. Locate Power Automate Details section

3. Click in Webhook URL field

Step 2: Paste URL

1. Paste the complete URL from Power Automate

2. Verify entire URL is present:

   • Starts with https://

   • Contains .logic.azure.com

   • Includes /workflows/ segment

   • Ends with query parameters (?api-version=...&sig=...)

3. Ensure no extra spaces or line breaks

Step 3: Validate URL Format

1. System validates URL format on entry

2. Must be valid HTTPS URL

3. Must be publicly accessible URL

4. Error if invalid format

Common URL Entry Errors:

Error: URL truncated

Error: Extra characters

Error: Plain HTTP (not HTTPS)

Business Central requires HTTPS for security.

⚠️ WARNING: The Webhook URL field in BC is plain text and visible to anyone with access to the flow trigger configuration. Treat this as sensitive information. Use BC permission sets to limit who can view/edit flow triggers.

Testing Webhook Connectivity

After entering the URL, test that BC can reach Power Automate:

Manual Test from Browser:

1. Copy the webhook URL

2. Open PowerShell or command prompt

3. Run:

Invoke-WebRequest -Uri "YOUR_WEBHOOK_URL" -Method POST -Body '{"test":"value"}' -ContentType "application/json"

Replace YOUR_WEBHOOK_URL with actual URL.

Expected Result:

This confirms:

• URL is reachable from your network

• Power Automate accepts requests

• No firewall blocking

If Test Fails:

Error: Unable to connect

• Firewall blocking outbound HTTPS

• Proxy configuration needed

• Network connectivity issue

Error: 404 Not Found

• URL is incorrect

• Flow was deleted

• Trigger was removed

Error: 401 Unauthorized

• URL signature parameter corrupt

• URL was regenerated (old URL invalid)

From Business Central (Integration Test):

Create a minimal JSON payload and trigger:

1. Set JSON Payload: {"test": "value"}

2. Configure simple trigger (e.g., test table)

3. Trigger the event

4. Check validation log for HTTP response

5. Check Power Automate run history

If successful, validation log shows 200 or 202 response, and Power Automate shows a run.

💡 TIP: Keep the Power Automate flow editor open in a browser tab while configuring BC. After making changes in BC, trigger a test event and immediately check Power Automate run history to see if webhook was received.

3.3 Composing JSON Payloads

Designing Effective Payloads

The JSON payload is the data structure sent from BC to Power Automate. Design it to include all necessary information in a logical structure.

Payload Design Principles:

1. Include Unique Identifiers Always include primary keys/document numbers:

{
  "documentNo": "[36:3]",
  "tableNo": 36,
  "systemId": "[36:1]"
}

Allows Power Automate to reference back to specific BC records.

2. Include Human-Readable Information Include names and descriptions for emails/messages:

{
  "documentNo": "[36:3]",
  "customerName": "[36:79]",
  "itemDescription": "[27:4]"
}

Power Automate users understand "Alpine Ski House" better than "C-10000".

3. Include Numeric Values for Calculations Enable filtering and routing in flows:

{
  "amount": [36:110],
  "quantity": [37:15],
  "discountPercent": [37:27]
}

Omit quotes around numeric placeholders for proper JSON numbers.

4. Include Status/State Fields Enable conditional logic in flows:

{
  "status": "[36:5]",
  "documentType": "[36:1]",
  "blocked": [18:39]
}

5. Include Timestamps Enable sorting, aging calculations, SLA tracking:

{
  "orderDate": "[36:13]",
  "dueDate": "[36:20]",
  "postingDate": "[36:14]"
}

6. Group Related Information Use nested objects for clarity:

{
  "document": {
    "type": "Order",
    "number": "[36:3]",
    "date": "[36:13]",
    "amount": [36:110]
  },
  "customer": {
    "number": "[36:2]",
    "name": "[36:79]",
    "contact": "[36:102]"
  }
}

Payload Size Considerations:

Limits:

• Power Automate: 100 MB per request (generous)

• Practical: Keep under 100 KB for performance

• Recommended: 1-10 KB for most integrations

What NOT to Include:

• Binary data (images, PDFs)

• Full line item details (if 100+ lines)

• Entire document HTML/XML

• Complete audit trails

Instead:

• Send references/IDs

• Let Power Automate retrieve details via API if needed

• Summarize (total lines, total quantity) rather than list all

Working with Placeholders

Placeholders resolve BC field values into JSON:

Basic Placeholder Syntax:

[TableNumber:FieldNumber]

Finding Table and Field Numbers:

Method 1: Use FactBox

1. On flow trigger card, look at right side panel

2. Lookup Placeholder FactBox shown

3. Select table from dropdown (e.g., "Sales Header")

4. Browse fields

5. Click field to see placeholder format

6. Copy placeholder to JSON payload

Method 2: Table Information Page

1. Search for "Table Information"

2. Find your table (e.g., "Sales Header")

3. Note Table No. (e.g., 36)

4. Search for "Field" to see field list

5. Find your field (e.g., "No.") and note Field No. (e.g., 3)

6. Construct placeholder: [36:3]

Method 3: AL Object Browser (If Available) If you have VS Code with AL extension:

1. Open AL Object Browser

2. Search for table name

3. View all fields with numbers

4. Note table and field numbers

Common Tables and Fields:

Sales Header (Table 36):

• [36:1] - Document Type

• [36:2] - Sell-to Customer No.

• [36:3] - No. (Document Number)

• [36:5] - Status

• [36:13] - Order Date

• [36:79] - Sell-to Customer Name

• [36:110] - Amount Including VAT

Customer (Table 18):

• [18:1] - No.

• [18:2] - Name

• [18:5] - Address

• [18:7] - City

• [18:27] - Credit Limit (LCY)

• [18:39] - Blocked

• [18:59] - Balance (LCY)

Item (Table 27):

• [27:1] - No.

• [27:3] - Description

• [27:18] - Unit Price

• [27:22] - Reorder Point

• [27:99] - Inventory

Purchase Header (Table 38):

• [38:1] - Document Type

• [38:2] - Buy-from Vendor No.

• [38:3] - No.

• [38:5] - Status

• [38:79] - Buy-from Vendor Name

Posted Sales Invoice Header (Table 112):

• [112:2] - Sell-to Customer No.

• [112:3] - No.

• [112:79] - Sell-to Customer Name

• [112:110] - Amount Including VAT

📋 NOTE: Custom field numbers (50000-99999) vary by installation. Always verify custom field numbers in your specific Business Central environment using the Table Information page or FactBox.

String vs. Numeric Placeholders

How you use placeholders affects the resulting JSON data type:

With Quotes (String):

{
  "amount": "[36:110]"
}

Result:

{
  "amount": "15450.00"
}

JSON string type. Harder to use in calculations.

Without Quotes (Numeric):

{
  "amount": [36:110]
}

Result:

{
  "amount": 15450.00
}

JSON number type. Can be used directly in calculations, comparisons.

When to Use Each:

Use Quotes (String):

• Text fields: "customerName": "[36:79]"

• Code fields: "itemNo": "[27:1]"

• Date fields: "orderDate": "[36:13]"

• When value might be blank

• When leading zeros matter: "code": "[18:1]"

Omit Quotes (Numeric):

• Decimal fields: "amount": [36:110]

• Integer fields: "quantity": [37:15]

• Boolean fields: "blocked": [18:39]

• When you need to perform math in flow

• When you need to compare values

Mixed Example:

{
  "orderNo": "[36:3]",           // String - identifier
  "customerName": "[36:79]",     // String - text
  "amount": [36:110],            // Number - currency
  "quantity": [37:15],           // Number - integer
  "orderDate": "[36:13]",        // String - date as ISO 8601
  "isBlocked": [18:39]           // Boolean
}

⚠️ WARNING: If a numeric field contains non-numeric data (rare but possible with custom fields), omitting quotes can create invalid JSON. If unsure, use quotes to ensure valid JSON.

Advanced Payload Techniques

Literal Values:

Mix placeholders with literal text:

{
  "eventType": "OrderPosted",
  "source": "BusinessCentral",
  "orderNo": "[36:3]",
  "currency": "USD"
}

"eventType" and "source" are literals; "orderNo" uses placeholder.

Concatenation:

Combine multiple values:

{
  "fullAddress": "[18:5], [18:7], [18:91]"
}

Results in: "123 Main St, Seattle, WA"

Conditional Values:

Cannot use IF/THEN in placeholders, but can use scenarios to control which flow trigger fires:

Instead of:

{
  "priority": "IF [36:110] > 10000 THEN High ELSE Normal"  // INVALID
}

Create two flow triggers:

1. High Priority: Scenario [36:110] > 10000, Payload "priority": "High"

2. Normal Priority: Scenario [36:110] <= 10000, Payload "priority": "Normal"

Arrays (Limited Support):

You cannot use placeholders to create dynamic arrays. Static arrays work:

{
  "recipients": ["sales@company.com", "warehouse@company.com"],
  "orderNo": "[36:3]"
}

For dynamic line items, either:

• Send summary only: "totalLines": 5

• Have Power Automate query BC via API for details

• Create one webhook per line (usually not recommended)

💡 TIP: Keep JSON payloads simple and flat when starting. Add nesting and complexity only when you have a clear need. Simple structures are easier to debug and maintain.

Example JSON Payloads

Example 1: Sales Order Posted

{
  "eventType": "SalesOrderPosted",
  "documentNo": "[112:3]",
  "customerNo": "[112:2]",
  "customerName": "[112:79]",
  "customerEmail": "[18:102]",
  "orderDate": "[112:13]",
  "postingDate": "[112:14]",
  "amountIncludingVAT": [112:110],
  "salespersonCode": "[112:29]",
  "currency": "[112:91]"
}

Example 2: Customer Credit Limit Exceeded

{
  "eventType": "CreditLimitExceeded",
  "customerNo": "[18:1]",
  "customerName": "[18:2]",
  "currentBalance": [18:59],
  "creditLimit": [18:27],
  "excessAmount": "[18:59] - [18:27]",
  "salesRepEmail": "[13:104]",
  "phoneNo": "[18:9]"
}

Example 3: Inventory Reorder Alert

{
  "eventType": "InventoryLow",
  "itemNo": "[27:1]",
  "description": "[27:3]",
  "currentInventory": [27:99],
  "reorderPoint": [27:22],
  "reorderQuantity": [27:23],
  "vendorNo": "[27:32]",
  "vendorName": "[23:2]",
  "lastPurchaseDate": "[27:51]"
}

Example 4: Approval Required

{
  "eventType": "ApprovalRequired",
  "documentType": "PurchaseOrder",
  "documentNo": "[38:3]",
  "vendorName": "[38:79]",
  "totalAmount": [38:110],
  "requestedBy": "[38:30]",
  "requesterEmail": "[2000000120:102]",
  "urgency": "Normal",
  "dueDate": "[38:20]"
}

Example 5: Nested Structure

{
  "event": {
    "type": "SalesOrderCreated",
    "timestamp": "[36:13]",
    "source": "BusinessCentral"
  },
  "order": {
    "number": "[36:3]",
    "status": "[36:5]",
    "amount": [36:110],
    "date": "[36:13]"
  },
  "customer": {
    "number": "[36:2]",
    "name": "[36:79]",
    "email": "[18:102]",
    "phone": "[18:9]"
  },
  "salesPerson": {
    "code": "[36:29]",
    "name": "[13:2]",
    "email": "[13:104]"
  }
}

Use these examples as templates and modify field numbers/structure for your needs.

3.4 Working with Placeholders

(This content was already covered above in section 3.3. Consolidating to avoid duplication.)

3.5 Testing Flow Triggers

Pre-Testing Checklist

Before testing your flow trigger, verify configuration:

Flow Trigger Configuration:

• Code and description entered

• Webhook URL pasted completely

• JSON payload designed with placeholders

• Trigger configured (table, events)

• Scenarios added if conditional logic needed

• Rule groups assigned if user filtering needed

• Configuration saved (Ctrl+S)

Power Automate Flow:

• Flow created and saved

• HTTP trigger configured

• JSON schema defined

• At least one action added (e.g., Send email)

• Flow is turned ON (not disabled)

Business Central Setup:

• QUALIA Core installed and configured

• Power Automate Setup: "Enable Business Rule" checked

• User has appropriate permissions

• Test data available (record to trigger event)

Testing Methodology

Test Approach:

1. Start with Manual Flow Test

Before connecting to BC, test the Power Automate flow manually:

1. In Power Automate, open your flow

2. Click "Test" button (top right)

3. Select "Manually"

4. Click "Test"

5. Paste sample JSON matching your schema:

{
  "orderNo": "TEST-001",
  "customerName": "Test Customer",
  "amount": 1000.00
}

6. Click "Run flow"

7. Flow executes with test data

8. Verify flow completes successfully

9. Check that action executed (email sent, record created, etc.)

This confirms the Power Automate side works before testing BC integration.

2. Test BC Flow Trigger

With Power Automate flow verified, test BC integration:

Step 1: Prepare Test Record

• Identify record that will trigger event

• For Insert trigger: Prepare to create new record

• For Modify trigger: Identify existing record to modify

• For Delete trigger: Identify record to delete (use test data only!)

Step 2: Trigger the Event

• Perform action that triggers event

• For Sales Order Posted: Post a sales order

• For Customer Created: Create a new customer

• For Inventory Modified: Update item inventory

• Wait 2-3 seconds for processing

Step 3: Check BC Validation Log

1. Search for "QUA Validation Log"

2. Filter Date Filter to today

3. Find entry with your Validation Set ID (flow trigger code)

4. Check Status column:

   • Success: Integration succeeded

   • Error: Integration failed (see error message)

5. If success, note HTTP response code (200 or 202)

Step 4: Check Power Automate Run History

1. Open https://make.powerautomate.com

2. Click "My flows"

3. Find your flow and click on it

4. View 28-day run history

5. Most recent run should appear at top

6. Click run to see details

7. Verify:

   • Run started (trigger fired)

   • Data values correct (check inputs)

   • Actions executed successfully

   • No errors in any step

Step 5: Verify End Result

• Check that intended action occurred

• For email: Check inbox

• For Teams: Check channel

• For SharePoint: Check list

• For API call: Check target system

✅ EXAMPLE - Successful Test Flow:

BC Validation Log Entry:

Power Automate Run History:

Email Received:

All three confirmations indicate successful integration.

Troubleshooting Test Failures

Issue: No Validation Log Entry

Cause: Trigger didn't fire.

Solutions:

• Verify trigger Source Table No. matches table you modified

• Check correct event type selected (Insert/Modify/Delete)

• If using Trigger String, verify field numbers correct

• Verify "Enable Business Rule" is checked in setup

• Check if scenarios are blocking (remove scenarios temporarily)

• Verify user is in assigned rule group (or remove rule group temporarily)

Issue: Validation Log Shows Error

Cause: HTTP request failed.

Check error message in validation log:

"Could not connect":

• Network/firewall issue

• Verify outbound HTTPS allowed

• Test connectivity from server

"404 Not Found":

• Webhook URL incorrect

• Flow was deleted

• Copy URL again from Power Automate

"400 Bad Request":

• Invalid JSON payload

• Check JSON syntax (commas, quotes, brackets)

• Test JSON in online validator

"401 Unauthorized":

• Webhook URL signature invalid

• Regenerate URL in Power Automate

• Copy complete URL including all query parameters

"500 Internal Server Error":

• Power Automate service error

• Check flow for errors

• Try again in a few minutes

"Timeout":

• Power Automate didn't respond in 30 seconds

• Check Azure service status

• Check flow isn't waiting on long-running action

• Might succeed despite timeout—check Power Automate

Issue: Validation Log Shows Success, But Flow Didn't Run

Cause: Webhook received but flow not triggered.

Solutions:

• Verify flow is turned ON in Power Automate

• Check webhook URL is current (not from old/deleted flow)

• Check Power Automate run history—might have failed after receiving webhook

• Verify flow doesn't have broken connections (re-authenticate connectors)

Issue: Flow Runs But Action Fails

Cause: Flow logic error or connector issue.

Solutions:

• Open flow run details in Power Automate

• Identify which action failed

• Check error message

• Common issues:

  • Email connector not authenticated

  • SharePoint list doesn't exist

  • Required field missing in action

  • Condition logic incorrect

  • Dynamic content referencing wrong field

Issue: Wrong Data in Flow

Cause: Placeholder issue or schema mismatch.

Solutions:

• Verify placeholder table/field numbers correct

• Check placeholder syntax (square brackets, colon)

• Verify numeric placeholders don't have quotes if you want numbers

• Check JSON schema in Power Automate matches payload structure

• Test with simpler payload to isolate issue

💡 TIP: Enable detailed logging temporarily during testing. In Power Automate, turn on flow analytics and diagnostics. In BC, export the validation log entry to see complete HTTP request/response details.

Iterative Testing and Refinement

Testing Best Practices:

1. Test in Sandbox First

• Never test new integrations in production

• Use sandbox environment with test data

• Verify completely before deploying to production

2. Test Incrementally

• Start with minimal JSON payload (1-2 fields)

• Add more fields once basic integration works

• Add scenarios/conditions after basic trigger works

• Build complexity gradually

3. Test Edge Cases

• Empty fields (what if customer name is blank?)

• Maximum values (very large amounts)

• Special characters (customer name with quotes, ampersands)

• Different user roles (if using rule groups)

• High volume (trigger 10 events quickly—do all succeed?)

4. Test Failure Scenarios

• What if Power Automate is down?

• What if webhook URL becomes invalid?

• What if network connection lost?

• Verify failures are logged appropriately

5. Load Testing (for high-volume integrations)

• Trigger 100 events in one minute

• Check all webhooks sent successfully

• Verify no performance impact on BC

• Monitor Power Automate throttling limits

Documentation During Testing:

Create test documentation:

Test Case 1: New Sales Order Posted
- Precondition: Sales Order SO-TEST-001 created
- Action: Post order
- Expected Result: Email sent to warehouse@company.com
- Actual Result: Email received in 3 seconds
- Status: PASS

Test Case 2: Large Order (>$10,000)
- Precondition: Sales Order with amount $25,000
- Action: Post order
- Expected Result: Email sent to manager@company.com
- Actual Result: Email sent to sales@company.com (INCORRECT)
- Status: FAIL - Scenario condition needs adjustment
- Fix: Change scenario from [112:110] > 10000 to [112:110]

This documentation helps with troubleshooting and future maintenance.

This completes Chapter 3. You now know how to create flow triggers, configure webhook URLs, design JSON payloads with placeholders, and thoroughly test your integrations.