Add comprehensive documentation for Governance inactivity notification flows

Documentation/ISSUE_RESPONSE_INACTIVITY_NOTIFICATIONS.md

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+# GitHub Issue Response - Inactivity Notification Emails
+
+This template can be used when responding to issues related to repeated inactivity notification emails, manager notifications, or questions about the Archive Approval lifecycle.
+
+---
+
+## Template: Repeated Inactivity Emails After Approval
+
+**Use when:** Users report receiving repeated inactivity emails even after clicking "Keep this App/Flow" or providing justification
+
+**Response:**
+
+Thank you for your question about the inactivity notification flows in the Governance Solution!
+
+### Quick Answer
+
+The behavior you're experiencing is typically caused by one of these issues:
+
+1. **Timing mismatch**: The weekly "Start Approval" flow runs before the daily "Check Approval" flow processes your response
+2. **Check Approval flow not running**: The flow that processes approval responses is turned off or failing
+3. **Connection issues**: The Check Approval flow's connections need to be refreshed
+
+### How It's Supposed to Work
+
+Here's the expected lifecycle:
+
+**Week 1: Approval Created**
+- Start Approval flow identifies your inactive app/flow
+- Sends you an approval request email
+- Creates a record in the Archive Approval table
+
+**Your Response: "Keep this App"**
+- You respond "Approve" with business justification
+- Check Approval flow (runs **daily**) picks up your response within 24 hours
+- Updates the Archive Approval record with your response
+- Clears the tracking field (`admin_apparchiverequestignoredsince`)
+
+**Week 2 and Beyond: No More Emails**
+- Start Approval flow runs again
+- Checks for existing approval responses
+- Finds your "Approve" response
+- **Skips your app** - no new email sent
+
+### Troubleshooting Steps
+
+Please try the following:
+
+#### Step 1: Verify Check Approval Flow is Running
+
+1. Go to Power Automate in your CoE environment
+2. Search for: `Admin | Inactivity notifications v2 - Check Approval`
+3. Check if the flow is **turned on**
+4. Review the **run history** - does it run daily? Are there any failures?
+5. If it's off, turn it on. If there are failures, check the error details.
+
+#### Step 2: Check Your Approval Response
+
+1. Go to Dataverse in your CoE environment
+2. Open the **Archive Approval** table (`admin_archiveapprovals`)
+3. Find the record for your app (search by app name or your email)
+4. Check the `admin_approvalresponse` field:
+   - Should be "Approve" if you clicked "Keep"
+   - Should be "Reject" if you clicked "Delete"
+   - If it's empty (null), your response wasn't processed
+
+#### Step 3: Verify Timing
+
+If you responded late in the week (e.g., Sunday) and received another email on Monday:
+- This is a timing issue
+- The Start Approval flow runs **weekly** (default: Monday)
+- The Check Approval flow runs **daily** but may not have processed your weekend response yet
+
+**Recommendation**: Adjust the Start Approval flow schedule to run mid-week (Wednesday or Thursday) to allow more time for response processing.
+
+### Complete Documentation
+
+I've created a comprehensive guide that covers:
+- The complete lifecycle of inactivity notifications
+- Detailed explanations of all five flows involved
+- Common scenarios and troubleshooting
+- Best practices and FAQ
+
+📖 **[Inactivity Notification Flows - Complete Guide](./InactivityNotificationFlowsGuide.md)**
+
+### Specific Answers to Your Questions
+
+> 1. How does the complete cycle work for the 1st instance and when does the 2nd cycle trigger?
+
+**Answer**: 
+- **First Instance**: Approval created → Email sent → User responds → Response processed daily → Archive Approval updated
+- **Second Cycle**: Only triggers if the app remains inactive AND there's no existing "Approve" or "Reject" response
+- **If Approved**: No second cycle - the approval record stays indefinitely to prevent duplicate emails
+- **If Rejected**: App deleted after 21 days, then a new cycle could start if somehow the app reappears
+- **If Ignored**: Approval remains pending; manager notifications sent weekly until user responds
+
+> 2. What happens when the flow runs for 2nd and 3rd time after a user clicked "Keep"?
+
+**Answer**: 
+When the Start Approval flow runs again (2nd, 3rd, subsequent times), it:
+1. Queries all inactive apps
+2. Checks for existing Archive Approval records with "Approve" status
+3. **Skips** apps that have been approved
+4. Does NOT send new emails to users who already approved
+
+If users ARE receiving new emails, this indicates the Check Approval flow didn't process the response properly (see troubleshooting above).
+
+> 3. Why do manager notification emails trigger every week?
+
+**Answer**: 
+The "Email Managers - Ignored Inactivity notifications" flow is **designed** to send weekly emails to managers when:
+- An employee has a pending (ignored) approval request
+- The `admin_apparchiverequestignoredsince` field is set on the app record
+
+**To stop manager emails**: The employee must respond to the approval (either Approve or Reject). Once they respond, the Check Approval flow clears the `admin_apparchiverequestignoredsince` field, and manager emails stop.
+
+**If manager emails continue after employee response**: Check that the `admin_apparchiverequestignoredsince` field was properly cleared. See the troubleshooting guide.
+
+> 4. Is there documentation or best practices?
+
+**Answer**: 
+Yes! Please review the **[Inactivity Notification Flows Guide](./InactivityNotificationFlowsGuide.md)** which covers:
+- How to configure the flows
+- Best practices for rollout
+- Testing in non-production environments
+- Communication strategies
+- Flow schedules and recommendations
+- When to excuse apps from archival
+
+### Next Steps
+
+1. ✅ Review the **[complete guide](./InactivityNotificationFlowsGuide.md)**
+2. ✅ Check if the Check Approval flow is running daily
+3. ✅ Verify approval responses are being recorded in the Archive Approval table
+4. ✅ Consider adjusting the Start Approval flow schedule to avoid timing conflicts
+5. ✅ Set `admin_ProductionEnvironment = false` to test in dev/test environments
+
+### If Issues Persist
+
+If you've tried the above and are still experiencing issues, please provide:
+- Screenshots of the Check Approval flow run history
+- Screenshot of an Archive Approval record showing the response
+- Screenshot of the app record showing the `admin_apparchiverequestignoredsince` field value
+- Timeline: When did the user respond? When did they receive the next email?
+
+This will help us diagnose the specific issue.
+
+---
+
+## Template: Manager Notification Questions
+
+**Use when:** Users ask why managers are receiving weekly emails
+
+**Response:**
+
+Thank you for asking about manager notifications in the inactivity flows!
+
+### What's Happening
+
+The **"Admin | Email Managers - Ignored Inactivity notifications"** flow is designed to notify managers when their direct reports **ignore** (don't respond to) inactivity approval requests.
+
+**It runs weekly** and sends emails to managers if:
+- An employee has a pending approval request
+- The employee hasn't responded within the configured time period
+- The `admin_apparchiverequestignoredsince` field is set on the app/flow record
+
+### This is By Design ✅
+
+Manager notifications are **intentional** and serve an important governance purpose:
+- Encourages accountability
+- Helps managers understand what their team is building
+- Prompts action on abandoned resources
+
+### How to Stop Manager Emails
+
+Manager emails will stop automatically when:
+1. **Employee responds** to the approval request (Approve or Reject)
+2. Check Approval flow processes the response
+3. The `admin_apparchiverequestignoredsince` field is cleared
+
+### If Manager Emails Continue After Employee Response
+
+This indicates a problem with the Check Approval flow. See the **[Troubleshooting Guide](./InactivityNotificationFlowsGuide.md#troubleshooting-repeated-emails)** for detailed steps.
+
+### Best Practices
+
+1. **Communicate the process** to both employees and managers before enabling
+2. **Set clear expectations** about response timeframes
+3. **Provide clear instructions** in the approval email on how to respond
+4. **Monitor** the Archive Approval table for old pending requests
+5. **Follow up** with employees who don't respond within 2-3 weeks
+
+### Additional Resources
+
+- **[Complete Inactivity Flows Guide](./InactivityNotificationFlowsGuide.md)**
+- **[Microsoft Docs - Governance Components](https://learn.microsoft.com/en-us/power-platform/guidance/coe/governance-components)**
+
+---
+
+## Template: How Long Does an Approval Last?
+
+**Use when:** Users ask about approval expiration or cleanup
+
+**Response:**
+
+Great question about the Archive Approval lifecycle!
+
+### Approval Duration by Response Type
+
+**"Approve" (Keep this App/Flow)**
+- Duration: **Indefinite**
+- The Archive Approval record stays in the table permanently
+- Prevents duplicate approval requests
+- The app/flow is excused from future inactivity notifications (as long as the approval exists)
+
+**"Reject" (Delete this App/Flow)**
+- Duration: **21 days** (grace period)
+- After 21 days, the Clean Up flow deletes the app/flow
+- The Archive Approval record is also deleted
+- Admin receives notification when something is marked for deletion
+
+**No Response (Ignored)**
+- Duration: **Indefinite** (until user responds)
+- Approval remains in "Pending" status
+- Manager receives weekly notification emails
+- Can be responded to at any time
+
+### What Happens to Old Approvals?
+
+- **Approved records**: Stay indefinitely (by design)
+- **Rejected records**: Deleted after app/flow deletion (21 days)
+- **Pending records**: Remain until responded to or manually cleaned up
+
+### Can Approvals Be Manually Removed?
+
+Yes, administrators can manually delete Archive Approval records from Dataverse. However:
+- ⚠️ Deleting an "Approve" record may trigger new approval emails if the app is still inactive
+- ⚠️ Only delete if you understand the implications
+
+### See Also
+
+- **[Archive Approval Table Lifecycle](./InactivityNotificationFlowsGuide.md#archive-approval-table-lifecycle)**
+- **[Common Scenarios](./InactivityNotificationFlowsGuide.md#common-scenarios-explained)**
+
+---
+
+## Notes for Responders
+
+### Key Points to Remember
+
+1. **Be clear about the weekly/daily schedule**: Start Approval (weekly) vs. Check Approval (daily)
+2. **Emphasize timing**: Responses may take up to 24 hours to process
+3. **Manager emails are intentional**: They serve a governance purpose
+4. **Link to the complete guide**: Don't try to explain everything in the issue - point to the documentation
+5. **Ask for specifics**: If troubleshooting, get flow run history, table records, timelines
+
+### Common Follow-up Questions
+
+- "How do I turn off manager notifications?" → Explain the governance purpose, but yes, you can turn off the flow
+- "Can I change the 6-month threshold?" → Yes, via `InactivityNotifications-PastTime-Interval` environment variable
+- "Can I exclude certain apps?" → Yes, set `admin_appexcusedfromarchival = true`
+- "Can I test this without sending real emails?" → Yes, set `admin_ProductionEnvironment = false`
+
+### When to Escalate
+
+Create a separate bug issue if:
+- Check Approval flow is running successfully but responses aren't being recorded
+- `admin_apparchiverequestignoredsince` isn't being cleared despite valid responses
+- Multiple duplicate Archive Approval records are being created for the same app
+- Flow is failing with connector or permission errors
+
+---
+
+**Template Version**: 1.0  
+**Last Updated**: January 2026  
+**Maintained by**: CoE Starter Kit Community