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Power Platform Community / Forums / Power Pages - Customize & Extend / Workflow function not ...
Power Pages - Customize & Extend
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Workflow function not working!! (List meta data options)

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Posted on by CapG 36
Hi,

I have a list component in power pages website. I'm trying to let the user select the Status column to cancel through a worflow function.

Status column values - Open, Approved, Rejected and Cancel

Steps I followed:
  1. Workflow created under my solution- Status set to cancel
  2. This workflow was added in the Management portal under list section of my list
  3. Now the button appears against each record in the list as desired but when clicked upon, the status is not getting updated  to Cancel
I checked the table permissions, apparently it appears to be correct.

Any inputs to resolve this issue will be appreciated. 
 
Thanks in advance!
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  • Suggested answer
    Jerry-IN Profile Picture
    Jerry-IN 286 on at
    Workflow function not working!! (List meta data options)
    Hello CapG,

    The workflow button you've configured in the Power Pages list for updating the "Status" column to "Cancel" appears but fails to trigger the update when clicked. This is a common issue in Power Pages setups, often related to workflow activation, table permissions not fully covering the required actions, or configuration mismatches in the Portal Management app.  The workflow must be marked as "On-Demand" to run manually via buttons, and the Status column (likely a choice or option set) needs explicit "Update" privileges in the associated table permissions.
     
    Troubleshooting Steps
    Start by verifying the basics in the Power Platform admin center and Portal Management app to isolate the root cause:
    •  Check Workflow Configuration:
      •   Navigate to Solutions in your environment, open the solution containing the workflow, and ensure it's activated with the type set to "On-Demand" (not automated or scheduled).
      •   Confirm the workflow steps: It should include an update action specifically targeting the Status column to "Cancel" (e.g., using Set State or Update Record for the choice field).
      • Test the workflow directly: In the table view (e.g., in Dataverse), select a record and run the workflow manually to verify it works outside of Power Pages. If it fails here, the issue is in the workflow logic itself.
      •  
    • Validate Table Permissions:
      • In Power Pages design studio, go to Security > Table permissions (or use Portal Management app under Security > Table Permissions).
      •  Locate the permission for your list's table: Ensure it includes "Update" privilege for the Status column, with privileges like Read, Write, and Append (full CRUD if needed).
      •  Set the access type to "Global" or "Contact" based on your authentication (e.g., for authenticated users). Assign it to the correct web role (e.g., "Authenticated Users").
      •  If using "Parent" access type, confirm parent-child relationships are set correctly for related tables. Test by temporarily granting full privileges to rule out restrictions.
      • Note: Permissions might appear correct but fail if the workflow impersonates a different user context—ensure the workflow runs under the portal user's security role.
    • List and Button Setup:
      • In Portal Management app, edit the List metadata: Under Action buttons, confirm the workflow is selected, enabled, and visible (check conditions like status not already "Cancel").
      •  Verify the button's JavaScript event: Power Pages buttons should auto-trigger, but clear browser cache or test in incognito mode to rule out client-side issues.
      • Refresh the page after changes: Sometimes, updates don't propagate immediately—wait 5-10 minutes or republish the site.
    • User and Environment Checks:
      • Test with a different authenticated user: Permissions can be role-specific, so ensure the testing user has the web role assigned via contact/account.
      • Check run history: In Power Automate (if integrated) or workflow history in Dataverse, look for errors like "insufficient privileges" or "workflow not found."
      • Review licenses: Confirm Power Pages and Dataverse access for the environment (e.g., Power Apps per user plan)
    Recommended Fixes
    • Quick Fix Without Rebuild: Deactivate/reactivate the workflow, then republish the Power Pages site. If permissions are suspect, create a new table permission with full Update rights for the Status field and assign it to the list.
    • Alternative Approach: If the button still fails, consider using a custom JavaScript event on the list to call the workflow via Web API, or switch to Power Automate for the update action (triggered by an HTTP request from the button). This avoids workflow limitations in portals
    • If All Else Fails: Export the solution, recreate the workflow in a new solution, and re-add it to the list. Document any errors in the browser console (F12) for further diagnosis.
    This should resolve the update failure. If it helps, kindly accept the answer.
     
    Best Regards,  
    Jerald Felix
     
  • Suggested answer
    Fubar Profile Picture
    Fubar 8,319 Super User 2025 Season 2 on at
    Workflow function not working!! (List meta data options)
    Double check that you have the Workflow set to being a realtime workflow - if not realtime it will take a short while to trigger, then the update will not get reflected back to the portal cache (until next cache refresh) meaning that you may not see the update reflected back on the portal for up to 15 minutes (usually in a few minutes but 15 is the SLA).

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