Flows.

Flow naming convention

Every flow name reads HV-<source>-<verb>-<target>. Examples: HV-WP-Submit-VarianceRequest, HV-DV-Sync-ResidentRoster, HV-MX-Mirror-WorkOrders.

Every flow logs to hv_sync_log with flow_name, direction, payload_hash, initiated_by, and status. The log is the audit trail and the loop-break mechanism.

The Request Pattern

Every upstream submission uses the same shape.

1. Resident submits a form in WordPress.
2. WordPress validates locally, assigns a form_submission CPT, and fires a webhook.
3. Power Automate receives the payload, hashes it, and logs Submitted in hv_sync_log.
4. Power Automate creates the matching Dataverse row.
5. Power Automate either auto-approves or posts a Teams Adaptive Card to the responsible staff channel.
6. Staff approves in Teams. Dataverse updates status.
7. A downstream sync flow sees the change and pushes it back to WordPress for the resident dashboard.
8. The downstream flow checks initiated_by. If the Power Automate service account made the update, the flow skips the webhook-back step. No loop.

Loop prevention

Every Dataverse update carries Modified By. The service-account identity is known. Power Automate applies this rule on every DV-to-WP flow:

if trigger.modified_by == @{variables('svc_account_id')}
    -> log Skipped, exit
else
    -> proceed with WP sync

Every WordPress-to-Dataverse flow writes initiated_by = 'resident' or initiated_by = 'staff-ui'. DV-to-WP flows only fire when initiated_by is one of those values.

Upstream: WordPress to Dataverse

Downstream: Dataverse to WordPress

Every downstream flow applies the loop-break rule. Service-account writes skip the WP hop and log Skipped.

MaintainX bridge

MaintainX stays master for work orders. Residents read their own orders through a WordPress REST proxy that calls MaintainX server-side. Dataverse mirrors the data for staff reporting.

HV-MX-Mirror-WorkOrders

• Trigger: MaintainX webhook on create, update, close
• Action: upsert hv_work_orders in Dataverse
• Never writes to WordPress. WordPress reads MaintainX live.

WordPress REST proxy

• Endpoint: /wp-json/hv/v1/work-orders
• Auth: WordPress nonce plus logged-in resident
• Logic: load the user's associated_units, call MaintainX REST with the API key held in wp-config.php or a secrets plugin, filter to those units, return scoped results
• Never exposes the MaintainX API key to the browser; no client-side API calls
• Fallback: if MaintainX is down, serve the cached Dataverse mirror through a separate proxy route

Constant Contact bridge

HV-DV-Publish-NewsletterOptIn

• Trigger: hv_email_optins status transitions to Approved
• Action: call Constant Contact API to add subscriber to the named list
• On success: update hv_email_optins.status = Synced

Teams Adaptive Cards

The free-tier staff (Carol, Sarah, others) never log into Power Apps. They approve from Teams.

• One decision per card. Approve or deny.
• Show the resident name, unit, and request summary.
• Link to the full record in Power Apps for tier-1 staff.
• A service account owns the premium license and posts on behalf of the flow.

The service-account Adaptive Card pattern is safe for occasional approvals. If volume grows into dozens per day across many staff, Microsoft may flag the pattern.

Excel-on-SharePoint reporting

Tier-3 staff get Excel files on SharePoint. No Power Apps access. No Dataverse licenses.

The Excel connector is the right tool at this scale. Dataverse Export to Data Lake is overkill.

Webhook vs scheduled sync

Use real-time webhooks when a human waits for the result. Use scheduled sync when batch is fine.

Error handling

Every flow uses the same pattern:

1. Wrap the main step in a scope with Configure run after set to has failed.
2. On failure, write hv_sync_log.status = Failed with the error.
3. Post a card to Nate's Teams channel with the payload and the error message.
4. Exit without partial writes.

For idempotency, every flow uses payload_hash to detect replays. If the hash matches a recent log row (within 60 seconds), skip.

Rate limits and batching

• Dataverse: 6,000 API calls per day per user (Standard). Premium raises this.
• MaintainX: confirm with vendor; throttle proxy reads with a 30-second cache per user.
• Constant Contact: confirm with vendor; batch opt-ins if possible.
• SendGrid: 100/day free, 40k/month on Essentials. Budget for growth.

Security

• Every webhook endpoint on WordPress validates a shared secret in a header. The secret lives in wp-config.php.
• Every outbound call from WordPress carries a signed nonce and a logged-in user.
• MaintainX API key lives server-side in WordPress. Not in JavaScript. Not in the database.
• Dataverse uses a dedicated Power Automate service-account identity. No user credentials in flows.