Add FAQ documentation for Governance inactivity notification configuration

[Copilot]

Users repeatedly ask how Environment table scoping works for inactivity flows and how to configure approval recipients during testing. This information was not documented.

Changes

• Created FAQ-GovernanceInactivityNotifications.md

  • Environment table scope behavior: flows only process environments where IsIncluded = Yes
  • Environment variable configuration for approval recipients (admin_ApprovalEmail, etc.)
  • Test vs. production mode (admin_ProductionEnvironment)
  • Phased rollout workflow and troubleshooting

• Updated documentation index (docs/README.md)

  • Added FAQ section linking to new and existing FAQ documents

• Added response template (docs/issue-response-templates.md)

  • Template for maintainers responding to similar questions

Key clarifications provided

Environment scoping:

Inactivity flows ONLY process environments where IsIncluded = Yes
No implicit tenant-wide inclusion

Approval configuration:

admin_ProductionEnvironment = No  → approvals to admin_ApprovalEmail (testing)
admin_ProductionEnvironment = Yes → approvals to actual owners (production)
Flows must be restarted after variable changes

Original prompt

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This section details on the original issue you should resolve

<issue_title>[CoE Starter Kit - QUESTION] QUESTION</issue_title>
<issue_description>### Does this question already exist in our backlog?

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

What is your question?

Hello,

We are planning to deploy the Power Platform CoE Starter Kit to govern all inactive Power Apps and Power Automate flows in our tenant. We want to use these flows:

• Admin | Inactivity notifications v2 (Start Approval for Apps)
• Admin | Inactivity notifications v2 (Start Approval for Flows)

I have two questions:

1. Environment table
   In the Environment table, only two environments are selected.

   • Will these inactivity notification flows run only for the environments selected in this table, or will other environments in the tenant also be included automatically?

2. admin_ProductionEnvironment and approval recipient
   When the admin_ProductionEnvironment variable is set to No, approvals are sent to the admin account for testing.

   • Instead of sending approvals to the admin account, can we send them to my user account? If yes, how can I configure this?

I would appreciate your guidance on these points before I proceed with the deployment of the CoE Starter Kit.

Thank you.

What solution are you experiencing the issue with?

Governance

What solution version are you using?

No response

What app or flow are you having the issue with?

No response

What method are you using to get inventory and telemetry?

None</issue_description>

<agent_instructions>need answer to this question</agent_instructions>

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

@mohamrizwa Hi @Dwarikanath1502, Thank you for raising this question Please find below answer: **Ans1:** In the CoE Starter Kit, the Environment table acts as the scope controller for environment‑level flows, including inactivity notification flows. **Here’s how it works:**

• The inactivity notification flows read directly from the Environment table
• They process only those environment records where IsIncluded = Yes (selected environments)
• Environments not present in the table, or present but not selected, are ignored completely

👉 There is no implicit tenant-wide inclusion.

Ans2: Update the CoE Admin / Approval email variable

• Go to Environment Variables in the CoE solution
• Find the variable:
  • admin_AdminEmail
  • admin_CoEAdminEmail
  • admin_ApprovalEmail
• Set the Value to your user email
• Save
• Turn flows off → on</comment_new>

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 - QUESTION] QUESTION #10768

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