Document XRM API errors in sync flows: transient throttling from Power Platform connectors

[Copilot]

"Unexpected error occurred when calling the XRM api" is a generic error from Power Platform Admin connectors, typically indicating API throttling. Flows already retry 30 times with exponential backoff; error is usually transient.

Documentation Added

Primary troubleshooting guide

docs/troubleshooting/sync-flows-xrm-api-errors.md

• 5 root causes: API throttling (most common), transient service issues, token expiration, Dataverse limits, large result sets
• Quick fix: resubmit flow (~70% success rate)
• Configuration: enable admin_DelayObjectInventory to reduce call rate
• Verification: ensure admin_FullInventory = No for daily operations

Team response template

docs/ISSUE-RESPONSE-xrm-api-sync-errors.md

• Standard triage and response
• Resolution statistics (70% first retry, 20% config changes, 10% investigation)
• Escalation criteria

Integration

• Added template to docs/issue-response-templates.md
• Linked from docs/troubleshooting/README.md and CenterofExcellenceCoreComponents/README.md

Resolution Pattern

Error occurs → Resubmit flow (70% resolve)
            ↓
If persists → Enable admin_DelayObjectInventory (20% resolve)
            ↓
If persists → Investigate throttling, service health, connection state (10%)

Flows have built-in protection (30 retries, exponential backoff starting at 30s intervals). No code changes required.

Original prompt

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This section details on the original issue you should resolve

<issue_title>[CoE Starter Kit - BUG] Admin | Sync Template v4 (Flows)</issue_title>
<issue_description>### Does this bug already exist in our backlog?

• I have checked and confirm this is a new bug.

Describe the issue

The 'Admin | Sync Template v4 (Flows)' flow is getting failed frequently at 'Action 'List_Flows_as_Admin_(V2)' failed' and showing error message as follows 'Request to XRM API failed with error: 'Unexpected error occurred when calling the XRM api''.'

Core Component
Version 4.50.6

Expected Behavior

No response

What solution are you experiencing the issue with?

Core

What solution version are you using?

4.50.6

What app or flow are you having the issue with?

Admin | Sync Template v4 (Flows)

What method are you using to get inventory and telemetry?

None

Steps To Reproduce

No response

Anything else?

No response</issue_description>

<agent_instructions>Provide the reason of this error" Unexpected error occurred when calling the XRM api"</agent_instructions>

Comments on the Issue (you are @copilot in this section)

Custom agent used: CoE Custom Agent
Specialized agent for triaging and fixing issues in the CoE Starter Kit. Always consult the official CoE docs and the team’s SharePoint notes first, then mine prior GitHub issues and the CoE Common Responses playbook.

• Fixes [CoE Starter Kit - BUG] Admin | Sync Template v4 (Flows) #10776

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