Background Processing Flow for Approvals in Project Operations

If you have newly provisioned a Project Operations instance and if you’ve come across the below error message –

The error message says, “The background processing cloud flow is inactive. Approvals will be processed while you wait. Please report this to your administrator to enable background processing.

Background Flow for Approvals

Here’s what it means when you see the above notification –

  1. You can go to the Power Automate portal ( and then navigate to the Environment on which Project Operations is installed on.
    If you go to My Flows, you’ll see this Flow with the title “Project Service – Recurrently Schedule Project Approval Sets

  2. You just need to turn this Flow on.
  3. This Flow comes from the Project Operations Solution in your environment.

  4. And you’ll see the same Flow here as well. And you’ll notice that it will be Off by default if you are in a newly provisioned environment.

  5. Once this is turned on, you won’t see the notification in Approvals.

Here are some Power Automate posts you want to check out –

  1. Select the item based on a key value using Filter Array in Power Automate
  2. Select values from an array using Select action in a Power Automate Flow
  3. Blocking Attachment Extensions in Dynamics 365 CRM
  4. Upgrade Dataverse for Teams Environment to Dataverse Environment
  5. Showing Sandbox or Non Production Apps in Power App mobile app
  6. Create a Power Apps Per User Plan Trial | Dataverse environment
  7. Install On-Premise Gateway from Power Automate or Power Apps | Power Platform
  8. Co-presence in Power Automate | Multiple users working on a Flow
  9. Search Rows (preview) Action in Dataverse connector in a Flow | Power Automate
  10. Suppress Workflow Header Information while sending back HTTP Response in a Flow | Power Automate
  11. Call a Flow from Canvas Power App and get back response | Power Platform\
  12. FetchXML Aggregation in a Flow using CDS (Current Environment) connector | Power Automate
  13. Parsing Outputs of a List Rows action using Parse JSON in a Flow | Common Data Service (CE) connector
  14. Asynchronous HTTP Response from a Flow | Power Automate
  15. Validate JSON Schema for HTTP Request trigger in a Flow and send Response | Power Automate
  16. Converting JSON to XML and XML to JSON in a Flow | Power Automate

Thank you!

Project Approvals are stuck in Queued status | PSA / Project Operations Quick Tip

Let’s see if you recently experienced changes in the way you do Approvals in PSA/Project Operations and your Approvals are stuck in Pending/Queued state, here’s what you can do.


Recently, if you noticed some changes in your existing PSA/Project Operations – Approval Sets feature has been introduced that needs tweaking for it to work correctly for you.

You might observe that the Approvals are stuck in Queued status for infinite time and you don’t know when they will be successfully approved.
And they appear something like this –

Approval Threshold in Project Parameters

Now, navigate to Project Parameters as below –

  1. Once in Project Service App, go to Administration area and look for Parameters.

  2. In the Project Parameters record, you’ll find this field called as threshold.

  3. Then, you can enter a Threshold number so that your Approvals are not stuck when you Approve them.

  4. Then, Approve the Time Entries again (from Project Approvals). And they should go through this time.

  5. You’ll see a message that it will denote that the Approvals have been queued for Approvals and that they will be Approved. Then, you can look at the My Past Approvals view to find the completed Approvals view in Approvals.

You can read official Microsoft Docs on Modern Approvals in Project Operations here –

Hope this helped!

Here are some more Dynamics 365 Administrator related posts you might want to check –

  1. Enable Plug-in Profiler in Settings area in SiteMap in Dynamics 365 | [Quick Tip]
  2. Disable Recent Records from Dynamics 365 Lookup Control | Model-Driven Apps [Quick Tip]
  3. Language format for Whole Number field in Dynamics 365 CE
  4. Custom Help Pages and Guided Tasks for Unified Interface in Dynamics 365
  5. Make Managed fields Required in Dynamics 365 – Managed Properties Error [Workaround] | D365 CE Quick Tip
  6. Sign up for a Dynamics 365 Project Operations (Lite Deployment) environment and provision a new instance | Power Platform
  7. Show custom ribbon button based on Security Role of the logged in User in Dynamics 365 | Ribbon Workbench in XrmToolbox
  8. Filter records in a View owned by a Team you are a member of | Dynamics 365 CRM
  9. Duration field in Dynamics 365 converts Hours value to Days in Dynamics 365 | [Flow Workaround to convert in Hours and Mins]
  10. Form Access Checker in new Power Apps Form Designer | Model-Driven Apps in Dynamics 365

Thank you!

Refresh Invoice Line Transactions for Actuals in Project Operations Invoices | Project Operations [Quick Tip]

Here’s how you can add Missed Time Entries in Time and Material types of Invoices to be Included in the Invoice after it has been created


Let’s consider this common scenario –

  1. Assume there is 1 Time Entry that have been Billed on the Invoice. The current state of the Invoice is Draft.

  2. If I zoom and show, this Time Entry is worth $170 for 2 hours.

    Which is based on this “Unbilled Sales Actual record on the T&M Project associated with this Invoice’s Project Contract

  3. Now, let’s consider this scenario where you realize 1 hour worth of Time Entry more needs to be also added to the already created Invoice.
    Here’s the Actual for the same.
    And, the Ready to Invoice on this Actual was performed “after” the Invoice is created.

    So, the Invoice is supposed to be $170 + $85 = $255.
    But the Invoice is already created, right?
    Let’s see what we can do here!

Refresh Invoice Lines on Draft Invoices

You’ll see this on a Draft Proforma Invoice on the Invoice record in Project Operations

  1. On your Draft Invoice, look for Refresh Invoice Line Transactions.

  2. It takes a few moments and your Invoice Transaction Lines included will be refreshed to show the reconsidered values.

  3. Now, here’s when this works –
    1. When any Actuals have been marked as Ready To Invoice after the Draft Invoice is generated. The Actuals must fall within the Invoice Schedule set on the Project Contract to which the Project is tied.
    2. When the Invoice is still in Draft state.

Here are some more Project Operations / Project Service Automation posts you might want to check –

  1. Sign up for a Dynamics 365 Project Operations (Lite Deployment) environment and provision a new instance | Power Platform
  2. Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate
  3. Cancelled Bookings Imported in Time Entries in Dynamics 365 PSA issue | [Quick Tip]
  4. Change Booking Status colors on Schedule Board for Field Service/PSA [Quick Tip]
  5. Modify Project tab’s view in Schedule Board in PSA v3 | Quick Tip
  6. Update Price feature in D365 PSA v3
  7. A manager is required for non-project time entries, absence, and vacation error in D365 PSA v3
  8. Import Time Entries in PSA from your Bookings in D365 PSA v3
  9. Time/Expense Entry Rejection comments in D365 PSA v3
  10. Booking Resources more than their capacity in D365 PSA v3

Thank you!

Sign up for a Dynamics 365 Project Operations (Lite Deployment) environment and provision a new instance | Power Platform

Unlike other Dynamics 365 Trial instances sign up process which is from, Project Operations are requested and provisioned in a different way as of early 2021.

Let me walk you through how you can provision a Dynamics 365 Project Operations Trial (Lite Deployment) on a brand new instance/tenant.

Selecting a Deployment Type

Here are Microsoft Docs links to help you understand the different Deployment types –

To summarize –

Project Operations Lite Deployment is the CE only deployment meaning it does not connect to Finance & Operations for the full-fledged stocked/non-stocked scenarios talked about in the above MS Docs.

Dynamics 365 Project Operations


It takes about 2-3 days for the Email to appear in your Mailbox.

  1. Below is how it looks like.

  2. There are 3 links in the Email. You’ll need to provision for the below 2 links –
    1. Office 365 Project Operations – Preview [Required]
    2. Dynamics 365 Project Operations (CRM) – Trial [Required]
    3. Dynamics 365 Finance and Operations Trial


I’ve created a YouTube video to summarize Sign Up and Provisioning of the Project Operations Lite deployment

Hope this was helpful!

Here are some more Dynamics 365 Administrator related posts you might want to check –

  1. Turn Teams On / Off at Org Level, provisioning users | M365 Admin Center Tip
  2. Convert environments between Production and Sandbox | Power Platform Admin Center [Quick Tip]
  3. Create new Sandbox and copy Production over to it in PowerPlatform Admin Center
  4. D365 Admin Center: Instance Picker Link / Power Platform Admin Center | Dynamics 365 Environments
  5. Remove ‘This Email has been blocked due to potentially harmful content.’ message in Dynamics 365 Emails | OrgDbSettings utility
  6. Wave 1 2021 Early Access is now available | Opt-in

Thank you!