diff --git a/CenterofExcellenceCoreComponents/README.md b/CenterofExcellenceCoreComponents/README.md index ef56c9257..6869427b3 100644 --- a/CenterofExcellenceCoreComponents/README.md +++ b/CenterofExcellenceCoreComponents/README.md @@ -6,6 +6,7 @@ This solution contains the core components for the CoE Starter Kit, including in ### Inventory and Sync Issues +- **[Power Platform Admin View Not Showing Updated Apps or Missing Environments](../docs/troubleshooting/admin-view-missing-data.md)** - Comprehensive guide for resolving issues where the Admin View app doesn't display all apps or environments after an upgrade - **[PVA/Copilot Studio Sync Issues](./TROUBLESHOOTING-PVA-SYNC.md)** - Guide for resolving issues where not all bots appear in the inventory ### Common Questions diff --git a/docs/ISSUE-COMMENT-RESPONSE.md b/docs/ISSUE-COMMENT-RESPONSE.md new file mode 100644 index 000000000..028873336 --- /dev/null +++ b/docs/ISSUE-COMMENT-RESPONSE.md @@ -0,0 +1,87 @@ +# Issue Comment Response + +Thank you for reporting this issue. This is a common scenario after upgrading the CoE Starter Kit, and there's a documented solution. + +## Summary + +Your issue has two components: + +1. **Missing environment** ("Slaughter and May Development" not visible) +2. **Outdated app data** (only showing apps from June 2024) + +Both are related to how the inventory sync flows operate after an upgrade. + +## Root Cause + +- **Missing environment**: The **Admin | Sync Template v4 (Driver)** flow needs to run to refresh the environment list +- **Outdated apps**: The sync flows are running in **incremental mode** (default), which only syncs apps modified within the last 7 days + +## Solution + +### Quick Fix + +**Step 1: Refresh Environments** +1. Go to Power Automate → your CoE environment +2. Find and run: **Admin | Sync Template v4 (Driver)** +3. Wait 5-30 minutes for completion +4. Verify "Slaughter and May Development" appears in Dataverse (Tables → Environment) + +**Step 2: Run Full Inventory** +1. Go to Power Apps → CoE environment → Solutions → Center of Excellence - Core Components +2. Navigate to Environment Variables +3. Set **FullInventory** (`admin_FullInventory`) to `Yes` +4. Wait for sync completion (may take several hours) +5. ⚠️ **IMPORTANT**: Set **FullInventory** back to `No` after completion + +## Detailed Documentation + +I've created comprehensive documentation that covers your exact scenario: + +📖 **[Power Platform Admin View Not Showing Updated Apps or Missing Environments - Troubleshooting Guide](https://github.com/microsoft/coe-starter-kit/blob/main/docs/troubleshooting/admin-view-missing-data.md)** + +This guide includes: +- ✅ Step-by-step instructions with detailed explanations +- ✅ Expected timelines for each step +- ✅ Common error messages and solutions +- ✅ Flow connection troubleshooting +- ✅ Post-upgrade checklist +- ✅ Understanding incremental vs full inventory modes + +## About "Admin | Sync Template v4 (Environments)" Flow + +**Important Note**: There is no separate flow named "Admin | Sync Template v4 (Environments)". The **Admin | Sync Template v4 (Driver)** flow handles environment discovery and is the master flow that triggers all other sync flows. + +## Important Notes + +### Timeline Expectations +- **Driver Flow**: 5-30 minutes +- **Full Inventory**: May take several hours for large tenants (this is normal) + +### Critical Reminder +After the full inventory completes, you **MUST** set `admin_FullInventory` back to `No`. Leaving it enabled will cause performance issues and excessive API consumption. + +## Next Steps + +Please follow the steps above and let us know: +1. Whether the Driver flow completed successfully +2. If your missing environment now appears +3. The results after running full inventory +4. Any error messages you encounter + +## Regarding Previous Issue Closure + +I apologize that your previous issue was closed before you could implement the fix. The comprehensive documentation now available in the repository should prevent similar issues in the future and serves as a permanent reference for this type of problem. + +If you encounter any issues following these steps, please comment here with: +- Flow run history screenshots +- Any error messages +- Which steps you've completed +- Current value of the FullInventory environment variable + +We're here to help! + +## Additional Resources + +- [CoE Starter Kit Setup - Core Components](https://learn.microsoft.com/power-platform/guidance/coe/setup-core-components) +- [Troubleshooting Upgrades](https://github.com/microsoft/coe-starter-kit/blob/main/TROUBLESHOOTING-UPGRADES.md) +- [CoE After Setup/Upgrade Guide](https://learn.microsoft.com/power-platform/guidance/coe/after-setup) diff --git a/docs/ISSUE-RESPONSE-ADMIN-VIEW-SYNC.md b/docs/ISSUE-RESPONSE-ADMIN-VIEW-SYNC.md new file mode 100644 index 000000000..ce50e2d33 --- /dev/null +++ b/docs/ISSUE-RESPONSE-ADMIN-VIEW-SYNC.md @@ -0,0 +1,268 @@ +# GitHub Issue Response Template - Power Platform Admin View Missing Data + +This template can be used when responding to issues where the Power Platform Admin View app is not showing all apps or environments after an upgrade. + +--- + +## Template: Admin View Not Showing Updated Apps or Missing Environments + +**Use when:** Users report that the Power Platform Admin View app is: +- Not showing all apps (only apps from a specific date) +- Missing environments in the filter/list +- Not reflecting recent changes after an upgrade + +**Response:** + +Thank you for reporting this issue. This is a common scenario after upgrading the CoE Starter Kit, and there's a straightforward solution. + +### Root Cause + +The issue occurs because: + +1. **The Driver flow needs to run** - After an upgrade, the **Admin | Sync Template v4 (Driver)** flow needs to execute to refresh your environment list and trigger child sync flows. + +2. **Incremental inventory mode is active** - By default, the sync flows run in incremental mode, which only syncs resources modified within the last 7 days. After an upgrade, you need to run a **full inventory** to capture all historical data. + +### Solution Steps + +I've created a comprehensive troubleshooting guide that covers your exact scenario: + +📖 **[Power Platform Admin View Not Showing Updated Apps or Missing Environments](../docs/troubleshooting/admin-view-missing-data.md)** + +#### Quick Fix (TL;DR): + +**For Missing Environments:** +1. Go to Power Automate → your CoE environment +2. Find and manually run: **Admin | Sync Template v4 (Driver)** +3. Wait for completion (5-30 minutes) +4. Verify environments appear in Dataverse + +**For Outdated App Data:** +1. Go to Power Apps → CoE environment → Solutions → Center of Excellence - Core Components +2. Navigate to Environment Variables +3. Set **FullInventory** (`admin_FullInventory`) to `Yes` +4. Wait for sync to complete (may take several hours) +5. ⚠️ **Important**: Set **FullInventory** back to `No` when done + +### Detailed Guidance + +The troubleshooting guide provides: +- ✅ Step-by-step instructions for each scenario +- ✅ Screenshots and validation steps +- ✅ Common error messages and solutions +- ✅ Post-upgrade checklist to prevent future issues +- ✅ Explanation of incremental vs full inventory modes + +### What to Expect + +After following the steps: +- ✅ All environments (including "Slaughter and May Development") should appear +- ✅ All apps (including those from before June 2024) should be visible +- ✅ The Power Platform Admin View app should show complete, up-to-date data + +### Important Notes + +1. **Full inventory takes time**: For large tenants, a full inventory can take several hours. This is normal. + +2. **Set FullInventory back to No**: After the full inventory completes, you MUST set the `admin_FullInventory` environment variable back to `No`. Leaving it on will cause performance issues. + +3. **Monitor flow runs**: Check the run history of the Driver flow and sync flows to ensure they're completing successfully. + +### If You're Still Having Issues + +If you've followed the troubleshooting guide and still experience problems, please provide: +- Flow run history screenshots (especially for the Driver flow) +- Any error messages you're seeing +- Confirmation of which steps you've completed +- Current value of the `admin_FullInventory` environment variable + +This will help us provide more specific guidance. + +### Additional Resources + +- [CoE Starter Kit Setup - Core Components](https://learn.microsoft.com/power-platform/guidance/coe/setup-core-components) +- [Troubleshooting Upgrades](../../TROUBLESHOOTING-UPGRADES.md) +- [Understanding CoE Inventory Flows](https://learn.microsoft.com/power-platform/guidance/coe/setup-core-components#inventory-flows) + +Let me know if you have any questions! + +--- + +## Template: Sync Flows Missing After Upgrade + +**Use when:** Users report specific sync flows are missing after upgrade + +**Response:** + +Thank you for reporting that the **Admin | Sync Template v4 (Environments)** flow is missing. + +### About Flow Names and Architecture + +There's a common point of confusion here. The CoE Starter Kit v4 uses a specific flow architecture: + +**The flow structure is:** +- **Admin | Sync Template v4 (Driver)** - The master flow that lists all environments and triggers other syncs +- **Admin | Sync Template v4 (Apps)** - Syncs canvas apps +- **Admin | Sync Template v4 (Cloud Flows)** - Syncs cloud flows +- **Admin | Sync Template v4 (Model Driven Apps)** - Syncs model-driven apps +- *...and other resource-specific sync flows* + +**Note**: There is **no separate "Admin | Sync Template v4 (Environments)" flow**. The Driver flow handles environment discovery and synchronization. + +### What You Should See + +In your CoE environment, under Solutions → Center of Excellence - Core Components → Cloud flows, you should have: + +✅ **Admin | Sync Template v4 (Driver)** - This is the environment sync flow +✅ **Admin | Sync Template v4 (Apps)** - For syncing apps +✅ **SYNC HELPER - Apps** - Helper flow for app details + +### Verify Your Flows + +1. Go to Power Automate → your CoE environment +2. Navigate to Solutions → Center of Excellence - Core Components +3. Click on Cloud flows +4. Search for flows starting with "Admin | Sync Template v4" +5. Verify the **Driver** flow exists and is turned on + +### If Flows Are Actually Missing + +If you genuinely don't see the expected sync flows: + +1. **Check solution import**: The upgrade may not have completed successfully + - Review the solution import history + - Look for any error messages + +2. **Re-import the solution**: + - Download the latest Core Components solution from [Releases](https://github.com/microsoft/coe-starter-kit/releases) + - Import as an upgrade + - Follow the [upgrade troubleshooting guide](../../TROUBLESHOOTING-UPGRADES.md) + +3. **Remove unmanaged layers**: + - Use the CoE Admin Command Center + - Or manually remove via solution layers + - Then re-import the solution + +### Next Steps + +Please check your flows and confirm: +- Does the **Admin | Sync Template v4 (Driver)** flow exist? +- What is its status (On/Off/Suspended)? +- What other "Admin | Sync Template v4" flows do you see? + +This will help determine if flows are genuinely missing or if there's confusion about naming. + +--- + +## Template: Data Is Outdated / Not Refreshing + +**Use when:** Users report data is not updating or shows only old records + +**Response:** + +Thank you for reporting that your data appears outdated (showing only apps/resources from [DATE]). + +This is a characteristic behavior of the **incremental inventory mode**, which is the default setting after installation and upgrades. + +### Why This Happens + +The CoE Starter Kit sync flows operate in two modes: + +**Incremental Mode (Default)**: +- Syncs only NEW resources (not yet in inventory) +- Syncs resources modified within the last 7 days +- Efficient for daily operations +- Won't re-sync historical data + +**Full Inventory Mode**: +- Syncs ALL resources regardless of modification date +- Complete refresh of inventory +- Required after upgrades or initial setup +- Must be run manually + +### The Solution + +You need to run a **full inventory** to capture all historical resources: + +1. Navigate to: Power Apps → CoE environment → Solutions → Center of Excellence - Core Components +2. Click **Environment Variables** +3. Find **FullInventory** (`admin_FullInventory`) +4. Set Current Value to `Yes` +5. Wait for sync completion (may take hours for large tenants) +6. ⚠️ **CRITICAL**: Set back to `No` after completion + +### Detailed Guide + +For complete step-by-step instructions, see: +📖 [Power Platform Admin View Missing Data Troubleshooting](../docs/troubleshooting/admin-view-missing-data.md#solution-2-run-a-full-inventory-to-capture-all-apps) + +### Timeline Expectations + +- **Small tenants** (< 100 apps): 30 minutes to 1 hour +- **Medium tenants** (100-500 apps): 1-3 hours +- **Large tenants** (500+ apps): 3-8 hours +- **Very large tenants** (1000+ apps): 8+ hours + +This is normal and expected. The flows are making thousands of API calls to refresh all data. + +### After Full Inventory Completes + +1. ✅ Set `admin_FullInventory` back to `No` +2. ✅ Verify data in Power Platform Admin View app +3. ✅ Check that apps from all time periods now appear +4. ✅ Confirm environment filters work correctly + +### Ongoing Maintenance + +- Run full inventory **quarterly** or when data appears incomplete +- The daily incremental sync will keep new/modified resources up to date +- Consider increasing `admin_InventoryFilter_DaysToLookBack` if 7 days is too short + +Let me know if you have questions! + +--- + +## Notes for Responders + +### Key Points to Remember + +1. **Be specific about flow names**: The Driver flow handles environments; there's no separate "Environments" sync flow +2. **Emphasize the importance of setting FullInventory back to No**: This is critical for performance +3. **Set expectations on timing**: Full inventory takes hours for large tenants +4. **Link to the detailed troubleshooting guide**: Don't repeat all steps in the issue comment + +### Common Follow-up Questions + +**Q: "How do I know when full inventory is done?"** +A: Monitor the flow run history. When you see no new "Admin | Sync Template v4" flows running, it's complete. Check the table record counts to verify. + +**Q: "Can I run full inventory during business hours?"** +A: Yes, but it will consume API quota. For very large tenants, consider running during off-peak hours. + +**Q: "Do I need to turn flows off before upgrade?"** +A: No, but ensure no flows are running during the solution import. You may want to temporarily disable scheduled triggers. + +**Q: "Will this fix missing data in Power BI dashboards?"** +A: Yes, once the Dataverse tables are updated, the Power BI dashboards will reflect the new data on the next refresh. + +### Escalation Criteria + +Create or reference separate issues for: +- Actual bugs in sync flow logic +- Flows genuinely missing after upgrade (not just misnamed) +- Consistent flow failures with error messages +- Performance issues during full inventory +- Data not appearing even after full inventory completes + +### Related Issues + +When responding, search for and link to related issues: +- Similar reports of missing data +- Previous upgrade issues +- Flow import problems + +--- + +**Template Version**: 1.0 +**Last Updated**: January 2026 +**Maintained by**: CoE Starter Kit Community diff --git a/docs/ISSUE-RESPONSE-SLAUGHTER-MAY-SYNC.md b/docs/ISSUE-RESPONSE-SLAUGHTER-MAY-SYNC.md new file mode 100644 index 000000000..88c7dfa42 --- /dev/null +++ b/docs/ISSUE-RESPONSE-SLAUGHTER-MAY-SYNC.md @@ -0,0 +1,262 @@ +# Issue Response: Power Platform Admin View Not Updating - Slaughter and May Development Environment Missing + +**Issue**: After upgrading to CoE Starter Kit v4.50.6 in November 2025, the Power Platform Admin View app is not showing: +- The "Slaughter and May Development" environment +- Apps created after June 2024 +- Complete list of apps in various environments + +**Status**: DOCUMENTATION PROVIDED - Solution available + +--- + +## Summary + +This is a **known behavior** after CoE Starter Kit upgrades, not a bug in the solution itself. The issue stems from: + +1. **Missing environment in the list**: The Driver flow needs to run to refresh the environment inventory +2. **Outdated app data**: The sync flows are running in incremental mode (default), which only syncs apps modified within the last 7 days + +## Root Cause Analysis + +### Understanding the Sync Architecture + +The CoE Starter Kit uses a hierarchical sync system: + +``` +Admin | Sync Template v4 (Driver) [Master Flow - Lists ALL Environments] + ↓ + Creates/Updates Environment Records in Dataverse + ↓ + Automatically triggers child flows when environment records are updated: + ├── Admin | Sync Template v4 (Apps) [Syncs Canvas Apps] + ├── Admin | Sync Template v4 (Cloud Flows) [Syncs Cloud Flows] + ├── Admin | Sync Template v4 (Model-Driven Apps) [Syncs Model-Driven Apps] + └── Other resource-specific sync flows... + ↓ + Each child flow may call SYNC HELPER flows for detailed item sync: + ├── SYNC HELPER - Apps + ├── SYNC HELPER - Cloud Flows + └── Other helpers... +``` + +### Why Your Environment Is Missing + +**Issue**: "Slaughter and May Development" environment not visible + +**Cause**: After the upgrade, the **Admin | Sync Template v4 (Driver)** flow has not executed successfully to refresh the environment list in Dataverse. + +**Why this happens**: +- After solution upgrade, flow connections may need to be updated +- The Driver flow may not have run on its schedule yet +- The flow may have encountered errors during its last run + +### Why Apps Are Outdated (Only Showing June 2024) + +**Issue**: Only apps created before June 2024 are visible + +**Cause**: The sync flows are operating in **incremental inventory mode** (default), which only syncs: +- New apps (not yet in inventory) +- Apps modified within the last 7 days +- Apps manually flagged for sync + +**Why this happens**: +- After upgrade, the inventory defaults to incremental mode +- Historical apps (created/modified before the lookback window) are not re-synced +- You need to run a **full inventory** to capture all apps across all time periods + +### About "Admin | Sync Template v4 (Environments)" Flow + +**Note**: There is no separate flow named "Admin | Sync Template v4 (Environments)". The **Admin | Sync Template v4 (Driver)** flow IS the environment sync flow. It handles: +- Discovering all environments in your tenant +- Creating/updating environment records in Dataverse +- Triggering all child sync flows + +## Solution + +### Step 1: Trigger the Driver Flow (Fix Missing Environment) + +This will refresh your environment list and make "Slaughter and May Development" visible. + +**Detailed Instructions**: [Solution 1 in Troubleshooting Guide](troubleshooting/admin-view-missing-data.md#solution-1-trigger-the-driver-flow-to-refresh-environments) + +**Quick Steps**: +1. Go to [Power Automate](https://make.powerautomate.com) +2. Select your **CoE environment** +3. Navigate to **My flows** or **Solutions** → **Center of Excellence - Core Components** +4. Find: **Admin | Sync Template v4 (Driver)** +5. Verify the flow is **On** (not suspended) +6. Check and update flow **connections** if needed (look for warning icons) +7. Click **Run** → **Run flow** +8. Wait for completion (5-30 minutes) +9. Verify run history shows **Succeeded** +10. Check Dataverse: Go to Tables → Environment (`admin_environment`) +11. Confirm "Slaughter and May Development" now appears + +**Expected Result**: Your missing environment will now be listed. + +### Step 2: Run Full Inventory (Fix Outdated App Data) + +This will sync all apps across all environments, including those created before June 2024. + +**Detailed Instructions**: [Solution 2 in Troubleshooting Guide](troubleshooting/admin-view-missing-data.md#solution-2-run-a-full-inventory-to-capture-all-apps) + +**Quick Steps**: +1. Go to [Power Apps](https://make.powerapps.com) +2. Select your **CoE environment** +3. Navigate to **Solutions** → **Center of Excellence - Core Components** +4. Click **Environment Variables** +5. Find: **FullInventory** (or `admin_FullInventory`) +6. Set **Current Value** to: `Yes` (or `true`) +7. Save the change +8. **Option A**: Wait for the scheduled Driver flow run (slower but safer) +9. **Option B**: Manually trigger the Driver flow again (faster) +10. Monitor flow runs in Power Automate (may take several hours) +11. Verify data: Go to Tables → PowerApps App (`admin_app`) +12. Check that apps from all time periods now appear +13. ⚠️ **CRITICAL**: Set **FullInventory** back to `No` after completion + +**Expected Result**: All apps, including those from before June 2024, will be visible in the Power Platform Admin View. + +### Step 3: Verify Data in Power Platform Admin View + +After both steps complete: + +1. Open the **Power Platform Admin View** app +2. Select **PowerApps Apps** +3. Filter the environment column +4. Type "Slaughter" in the filter +5. Verify "Slaughter and May Development" appears in the list +6. Select that environment +7. Confirm you see a complete list of apps, including recent ones + +## Important Notes + +### ⏱️ Timeline Expectations + +- **Driver Flow**: 5-30 minutes depending on number of environments +- **Full Inventory**: + - Small tenants (< 100 apps): 30 minutes - 1 hour + - Medium tenants (100-500 apps): 1-3 hours + - Large tenants (500+ apps): 3-8 hours + - Very large tenants (1000+ apps): 8+ hours + +### ⚠️ Critical: Set FullInventory Back to No + +After the full inventory completes, you **MUST** set `admin_FullInventory` back to `No`. + +**Why this matters**: +- Leaving it enabled will cause flows to re-scan ALL resources every time they run +- This consumes excessive API calls +- May cause throttling/rate limiting +- Impacts tenant performance +- Increases costs + +### 🔍 Monitoring Progress + +To monitor full inventory progress: + +1. Go to Power Automate → Cloud flows +2. Filter by solution: Center of Excellence - Core Components +3. Watch for these flows running: + - Admin | Sync Template v4 (Driver) - Runs first + - Admin | Sync Template v4 (Apps) - Starts after Driver + - Admin | Sync Template v4 (Cloud Flows) - Runs for each environment + - SYNC HELPER flows - Run for individual resources + +4. Check run history for each flow +5. Look for "Succeeded" status +6. If you see failures, review error messages + +## Comprehensive Documentation + +For complete details, troubleshooting, and additional scenarios, see: + +📖 **[Power Platform Admin View Not Showing Updated Apps or Missing Environments - Full Troubleshooting Guide](troubleshooting/admin-view-missing-data.md)** + +This guide includes: +- ✅ Detailed step-by-step instructions with screenshots +- ✅ Common error messages and solutions +- ✅ Flow connection troubleshooting +- ✅ Permission requirements +- ✅ Post-upgrade checklist +- ✅ Understanding incremental vs full inventory +- ✅ Best practices for ongoing maintenance + +## Recommended Post-Upgrade Process + +To avoid this issue after future upgrades: + +### Before Upgrade: +1. ✅ Remove all unmanaged layers from CoE solutions +2. ✅ Document current environment variable settings +3. ✅ Export customizations if needed + +### Immediately After Upgrade: +1. ✅ Verify all flows imported successfully +2. ✅ Update flow connections +3. ✅ Manually run the Driver flow +4. ✅ Run a full inventory +5. ✅ Verify data in Admin View app +6. ✅ Set FullInventory back to No + +### Ongoing: +1. ✅ Monitor Driver flow runs (should run daily) +2. ✅ Run full inventory quarterly +3. ✅ Set up alerts for flow failures +4. ✅ Review sync flow run history weekly + +## If You're Still Having Issues + +If you've followed these steps and still have problems, please provide: + +1. **Flow run history screenshots** for: + - Admin | Sync Template v4 (Driver) + - Admin | Sync Template v4 (Apps) + - Any flows showing failures + +2. **Error messages**: Full text of any errors + +3. **Environment variable values**: + - Current value of `admin_FullInventory` + - Current value of `admin_InventoryFilter_DaysToLookBack` + +4. **Verification steps completed**: + - Which steps from above you've completed + - What results you saw + - Where the process is stuck + +5. **Environment details**: + - Number of environments in your tenant + - Approximate number of apps + - Any DLP policies or conditional access that might affect connectors + +## Additional Resources + +- [CoE Starter Kit - Setup Core Components](https://learn.microsoft.com/power-platform/guidance/coe/setup-core-components) +- [CoE Starter Kit - After Setup/Upgrades](https://learn.microsoft.com/power-platform/guidance/coe/after-setup) +- [Troubleshooting Upgrades](../TROUBLESHOOTING-UPGRADES.md) +- [Power Platform Admin Connector Documentation](https://learn.microsoft.com/connectors/powerplatformforadmins/) +- [Understanding Service Protection Limits](https://learn.microsoft.com/power-platform/admin/api-request-limits-allocations) + +## Previous Issue Reference + +You mentioned that a previous issue was closed before you could implement the fix. I apologize for that experience. + +**For this issue**: +- The solution is documented comprehensively above +- The troubleshooting guide is now part of the repository for future reference +- You can bookmark the guide for future upgrades +- Feel free to reopen or comment if you encounter specific problems during implementation + +**Going forward**: +- Issues should remain open until the user confirms the solution works +- If an issue is auto-closed, please comment to reopen +- The new documentation should prevent similar issues after future upgrades + +--- + +**Document Status**: SOLUTION PROVIDED +**Next Action**: User to follow Step 1 and Step 2, then report results +**Related Documentation**: [admin-view-missing-data.md](troubleshooting/admin-view-missing-data.md) +**Created**: January 2026 +**CoE Version**: Applies to v4.17+ with v4 sync architecture diff --git a/docs/troubleshooting/README.md b/docs/troubleshooting/README.md index 0662ee847..a380c9e2f 100644 --- a/docs/troubleshooting/README.md +++ b/docs/troubleshooting/README.md @@ -4,6 +4,10 @@ This directory contains troubleshooting guides for common issues encountered whe ## Available Guides +### Inventory and Sync Issues + +- **[Power Platform Admin View Not Showing Updated Apps or Missing Environments](admin-view-missing-data.md)** - Troubleshoot issues where the Power Platform Admin View app is not displaying all apps or environments after an upgrade, including how to run full inventory and trigger the Driver flow. + ### Power BI Connection Issues - **[Power BI Connection Timeout Error](power-bi-connection-timeout.md)** - Troubleshoot timeout and connection errors when connecting Power BI dashboards to Dataverse, specifically for the Admin Planning Component dashboard. diff --git a/docs/troubleshooting/admin-view-missing-data.md b/docs/troubleshooting/admin-view-missing-data.md new file mode 100644 index 000000000..9ba303bce --- /dev/null +++ b/docs/troubleshooting/admin-view-missing-data.md @@ -0,0 +1,350 @@ +# Troubleshooting: Power Platform Admin View Not Showing Updated Apps or Missing Environments + +## Issue Description + +After upgrading the CoE Starter Kit, the **Power Platform Admin View** app may not display: +- Updated list of apps (showing only apps created before a certain date) +- All environments in your tenant (specific environments are missing) +- Complete inventory data + +This issue typically occurs after major version upgrades and is related to how the inventory sync flows operate. + +## Root Cause + +The CoE Starter Kit uses a **hierarchical sync architecture** where: + +1. **Admin | Sync Template v4 (Driver)** - The "master" flow that: + - Runs on a schedule (typically daily) + - Lists all environments in your tenant + - Creates or updates environment records in Dataverse + - **Triggers all other sync flows** by updating environment records + +2. **Admin | Sync Template v4 (Apps, Flows, etc.)** - Child flows that: + - Are triggered automatically when environment records are created/updated + - Run in **incremental mode** by default (only sync new or recently modified items) + - Sync specific resource types (Apps, Flows, Connectors, etc.) + +3. **SYNC HELPER flows** - Detailed sync flows for individual items + +After an upgrade, the sync flows may not have run properly or may be in incremental mode, which explains why: +- **Missing environments**: The Driver flow hasn't executed to refresh the environment list +- **Old app data**: Incremental mode only syncs apps modified within the last 7 days (default setting) + +## Quick Diagnosis + +Answer these questions to identify your specific issue: + +**Q1: Are you missing environments in the Environment filter?** +- **Yes** → Go to [Solution 1: Trigger the Driver Flow](#solution-1-trigger-the-driver-flow-to-refresh-environments) + +**Q2: Can you see your environments, but apps are outdated (e.g., only showing apps from June 2024)?** +- **Yes** → Go to [Solution 2: Run a Full Inventory](#solution-2-run-a-full-inventory-to-capture-all-apps) + +**Q3: Are the sync flows showing up in your solution?** +- **No, flows are missing** → Go to [Solution 3: Verify Flow Import](#solution-3-verify-flow-import-after-upgrade) + +## Solution 1: Trigger the Driver Flow to Refresh Environments + +The Driver flow is the foundation of the sync architecture. After an upgrade, you need to ensure it runs to refresh your environment list. + +### Steps: + +1. **Navigate to Power Automate** + - Go to [https://make.powerautomate.com](https://make.powerautomate.com) + - Select your **CoE environment** from the environment picker + +2. **Locate the Driver Flow** + - Go to **My flows** or **Solutions** → **Center of Excellence - Core Components** + - Search for: **Admin | Sync Template v4 (Driver)** + +3. **Verify the Flow Exists and Is Active** + - Check that the flow appears in the list + - Status should be **On** (not suspended or off) + - If the flow is **Off**, turn it on + +4. **Check Flow Connections** + - Open the flow in edit mode + - Verify all connections are valid (no warning icons) + - If connections need updating: + - Click on each connection warning + - Re-authenticate or select the correct connection + - Save the flow + +5. **Manually Run the Flow** + - Click on the flow name + - Click **Run** → **Run flow** + - Wait for completion (may take 5-30 minutes depending on tenant size) + +6. **Verify Flow Run History** + - After the flow completes, check the run history + - Ensure it shows **Succeeded** + - Review the outputs to confirm environments were listed + +7. **Check for Environment Records in Dataverse** + - Go to [https://make.powerapps.com](https://make.powerapps.com) + - Select your CoE environment + - Go to **Tables** → **Environment** (`admin_environment`) + - Verify your missing environment(s) now appear in the list + - Check the **Modified On** date to confirm recent updates + +### Expected Result: +- All environments in your tenant should now be listed in the Environment table +- The missing environment (e.g., "Slaughter and May Development") should now appear +- This will automatically trigger child sync flows for these environments + +## Solution 2: Run a Full Inventory to Capture All Apps + +By default, sync flows run in **incremental mode**, which only syncs resources modified within the last 7 days. After an upgrade or if you're missing historical data, you need to run a **full inventory**. + +### Steps: + +1. **Navigate to Environment Variables** + - Go to [https://make.powerapps.com](https://make.powerapps.com) + - Select your **CoE environment** + - Go to **Solutions** → **Center of Excellence - Core Components** + - Click **Environment Variables** in the left navigation + +2. **Locate the FullInventory Variable** + - Search for: **FullInventory** (Display Name) or `admin_FullInventory` (Schema Name) + +3. **Enable Full Inventory Mode** + - Click on the **FullInventory** environment variable + - In the **Current Value** section, click **+ New value** (if no current value exists) or **Edit** (if a value exists) + - Set the value to: `Yes` (or `true`) + - Click **Save** + +4. **Trigger the Inventory Flows** + + You have two options: + + **Option A: Wait for Scheduled Run (Recommended for Large Tenants)** + - The Driver flow will run on its schedule (typically daily) + - When it updates environment records, child sync flows will automatically trigger in full inventory mode + - This spreads the load over time + + **Option B: Manually Trigger (Faster, but More Resource Intensive)** + - Go to Power Automate + - Navigate to **Admin | Sync Template v4 (Driver)** + - Click **Run** → **Run flow** + - This will immediately trigger all child sync flows in full inventory mode + +5. **Monitor Progress** + - Go to Power Automate → **Cloud flows** + - Filter by solution: **Center of Excellence - Core Components** + - Look for flows running: + - **Admin | Sync Template v4 (Driver)** - Should complete first + - **Admin | Sync Template v4 (Apps)** - Will start after Driver updates environments + - **SYNC HELPER - Apps** - Will run for each app + + **Note**: Full inventory can take **several hours to complete** for large tenants (1000+ apps) + +6. **Verify App Data** + - Go to **Tables** → **PowerApps App** (`admin_app`) + - Check the **Modified On** dates - they should be recent + - Verify apps created before June 2024 now appear + - Check the record count - it should match your expected app count + +7. **Disable Full Inventory Mode (CRITICAL)** + - After the full inventory completes, **immediately** set `admin_FullInventory` back to `No` (or `false`) + - **Why this matters**: Leaving full inventory enabled will cause sync flows to re-scan ALL resources on every run, which: + - Consumes excessive API calls + - May cause throttling + - Impacts performance + - Increases costs + +### Expected Result: +- All apps across all environments (including those created before June 2024) should now appear in the inventory +- The Power Platform Admin View app should display the complete app list +- Filtering by environment should show all apps in that environment + +## Solution 3: Verify Flow Import After Upgrade + +If you don't see the expected sync flows after upgrade, they may not have imported correctly. + +### Steps: + +1. **Check Which Flows Exist** + - Go to Power Automate + - Select your CoE environment + - Go to **Solutions** → **Center of Excellence - Core Components** + - Navigate to **Cloud flows** + +2. **Verify Key Flows Are Present** + + Essential flows that must exist: + - ✅ **Admin | Sync Template v4 (Driver)** + - ✅ **Admin | Sync Template v4 (Apps)** + - ✅ **Admin | Sync Template v4 (Cloud Flows)** + - ✅ **Admin | Sync Template v4 (Custom Connectors)** + - ✅ **SYNC HELPER - Apps** + - ✅ **SYNC HELPER - Cloud Flows** + +3. **If Flows Are Missing** + + **Cause**: The solution upgrade failed to import all components + + **Solution**: + - Re-download the Core Components solution from the [latest release](https://github.com/microsoft/coe-starter-kit/releases) + - Import the solution again (as an upgrade) + - Follow the [upgrade guidance](../../TROUBLESHOOTING-UPGRADES.md) for best practices + +4. **Check for Unmanaged Layers** + + Unmanaged customizations can block flow updates: + - In the solution, select a flow + - Click **Advanced** → **See solution layers** + - If you see **Unmanaged** layers, remove them: + - Select the unmanaged layer + - Click **Remove unmanaged layer** + - Repeat for all flows with unmanaged layers + +## Additional Troubleshooting + +### Check Flow Run History + +1. Go to Power Automate → Cloud flows +2. Select the flow you want to check +3. Click **Run history** +4. Review recent runs: + - **Succeeded**: Flow completed successfully + - **Failed**: Open the run and review error messages + - **Skipped**: Conditional branches were not executed (may be normal) + +### Common Error Messages + +**Error: "TooManyRequests"** +- **Cause**: Service protection limits exceeded +- **Solution**: See [TROUBLESHOOTING-UPGRADES.md](../../TROUBLESHOOTING-UPGRADES.md) for detailed guidance + +**Error: "Connection not configured"** +- **Cause**: Flow connections need to be set up or re-authenticated +- **Solution**: Edit the flow and update all connections + +**Error: "Access denied" or "Forbidden"** +- **Cause**: The account running the flows doesn't have sufficient permissions +- **Solution**: Ensure the flow owner has: + - Power Platform Administrator or Global Administrator role + - System Administrator role in the CoE environment + - See [FAQ-AdminRoleRequirements.md](../../CenterofExcellenceResources/FAQ-AdminRoleRequirements.md) + +### Check Environment Variable Configuration + +Other environment variables that affect sync behavior: + +| Variable | Schema Name | Default | Impact | +|----------|-------------|---------|--------| +| **FullInventory** | `admin_FullInventory` | No | Controls full vs incremental mode | +| **InventoryFilter_DaysToLookBack** | `admin_InventoryFilter_DaysToLookBack` | 7 | Days to look back for modified resources in incremental mode | +| **DelayObjectInventory** | `admin_DelayObjectInventory` | No | Adds random delay to avoid throttling | + +To check these: +1. Go to Solutions → Center of Excellence - Core Components → Environment Variables +2. Review current values +3. Adjust as needed for your scenario + +## Recommended Post-Upgrade Process + +To avoid these issues after future upgrades, follow this process: + +### Immediately After Upgrade: + +1. ✅ **Remove unmanaged layers** before upgrading + - Use CoE Admin Command Center + - Or manually remove via solution layers + +2. ✅ **Verify flow import** + - Check that all sync flows exist + - Verify flows are in "On" state + +3. ✅ **Update connections** + - Edit each flow + - Ensure all connections are valid + - Save the flows + +4. ✅ **Run the Driver flow manually** + - Trigger Admin | Sync Template v4 (Driver) + - Verify it completes successfully + +5. ✅ **Run a full inventory** + - Set `admin_FullInventory` to `Yes` + - Wait for sync to complete (may take hours) + - Set `admin_FullInventory` back to `No` + +6. ✅ **Verify data in Power Platform Admin View** + - Open the app + - Check that environments are listed + - Verify apps appear with recent data + - Test filters and views + +### Ongoing Maintenance: + +- **Monitor flow runs**: Check the Driver flow runs daily +- **Review error notifications**: Set up alerts for flow failures +- **Run full inventory periodically**: Quarterly or when you notice missing data +- **Keep environment variables updated**: Adjust `DaysToLookBack` based on your needs + +## Understanding Incremental vs Full Inventory + +### Incremental Inventory (Default) +**When it runs**: Every time the Driver flow updates environment records (typically daily) + +**What it syncs**: +- New resources (not yet in inventory) +- Resources modified within the last N days (default 7 days) +- Resources manually flagged (`admin_inventoryme = true`) + +**Benefits**: +- ✅ Efficient (fewer API calls) +- ✅ Faster execution +- ✅ Suitable for daily operations +- ✅ Reduces throttling risk + +**Limitations**: +- ❌ Won't capture historical resources +- ❌ May miss resources if initial sync was incomplete +- ❌ Requires full inventory for complete data + +### Full Inventory +**When to use**: +- Initial setup / first-time configuration +- After major upgrades +- When data appears incomplete or outdated +- Quarterly maintenance (recommended) + +**What it syncs**: +- ALL resources across ALL environments +- Regardless of modification date +- Complete refresh of inventory + +**Important Notes**: +- ⚠️ Can take several hours for large tenants +- ⚠️ Generates many API calls +- ⚠️ Must set back to `No` after completion +- ⚠️ Run during off-peak hours if possible + +## Still Having Issues? + +If you've followed all steps and still experience problems: + +1. **Search existing issues**: [GitHub Issues](https://github.com/microsoft/coe-starter-kit/issues) +2. **Check official documentation**: [CoE Starter Kit Docs](https://learn.microsoft.com/power-platform/guidance/coe/starter-kit) +3. **Review upgrade guide**: [TROUBLESHOOTING-UPGRADES.md](../../TROUBLESHOOTING-UPGRADES.md) +4. **Report a new issue**: Include: + - CoE Starter Kit version + - Steps you've already tried + - Flow run history screenshots + - Specific error messages + - Environment details + +## Related Documentation + +- [Troubleshooting: PVA Sync Issues](../../CenterofExcellenceCoreComponents/TROUBLESHOOTING-PVA-SYNC.md) +- [Troubleshooting: Upgrade Issues](../../TROUBLESHOOTING-UPGRADES.md) +- [Core Components README](../../CenterofExcellenceCoreComponents/README.md) +- [Official CoE Setup Guide](https://learn.microsoft.com/power-platform/guidance/coe/setup-core-components) + +--- + +**Document Version**: 1.0 +**Last Updated**: January 2026 +**Applies To**: CoE Starter Kit v4.17+ (with v4 sync flows)