Frequently asked questions, tips, and how-to's

This article will provide you with answers to frequently asked questions and tips on setting up and using the CoE Starter Kit.

Installing a solution in a production environment

  1. Go to make.powerapps.com.

  2. Go to your CoE environment. In the example in the following screenshot, we're importing to the environment named Contoso CoE.

    Power Apps maker portal environment selection.

  3. On the left pane, select Solutions.

  4. Select Import, and then select Browse.

  5. Select the solution from the CoE Starter Kit download.

  6. Establish connections to activate your solution. If you create a new connection, you must select Refresh. You won't lose your import progress.

    Establish connections to activate your solution.

  7. Update environment variable values. The environment variables are used to store application and flow configuration data with data specific to your organization or environment. This means that you only have to set the value once per environment, and it will be used in all necessary flows and apps in that environment. Update environment variable values.

  8. Select Import.

Installing a solution in a Dataverse for Teams environment

Important

Effective October 2022, we will stop investing in the CoE Starter Kit version for Dataverse for Teams. Existing customers can continue using the Dataverse for Teams version and you can continue to download the latest available versions for Dataverse for Teams, but we will no longer implement new features or fix bugs for this version.

We recommend that customers transition to installing the CoE starter Kit in a Production environment and setting up pay-as-you-go plans for the usage of apps within the CoE Starter Kit.

  1. Select the Microsoft Teams group you want to add the solution to.

  2. Install the Power Apps personal app in Microsoft Teams.

  3. Create your first app (at least one app is required in the environment to enable the solution import experience).

  4. Open the Power Apps app in Teams, select Build, and then select the team you want to add the solution to.

  5. Select See All

    Open the Power Apps app in Teams to import a new solution.

  6. Select Import

  7. In the pop-up window, select Choose File.

  8. Select the solution from the CoE Starter Kit download.

  9. When the compressed (.zip) file has been loaded, select Next.

  10. Establish connections to the required connectors. If you create a new connection, you must select Refresh. You won't lose your import progress.

    Establish connections to all connectors used in the solution.

  11. Update environment variable values. The environment variables are used to store application and flow configuration data with data specific to your organization or environment. This means that you only have to set the value once per environment, and it will be used in all necessary flows and apps in that environment.

  12. Select Import.
    After the import is complete, your solution will be available when you select Installed apps.

  13. Select See all to see all tables, apps, and flows that are part of the solution.

    Select Installed Apps to view your imported solution.

Set flow run-only users properties

  1. Remove unmanaged layers for all flows.

  2. Go to the details page, and then select the Run only users edit button.

    Find the setting for run-only users.

  3. You'll see all the connections in the child flow. For each one, change the value to Use this connection (userPrincipalName@company.com).

  4. If there's no connection for any of the connectors, go to Data > Connections, and create one for the connector.

    Configure run-only users.

  5. After you've updated all run-only users, you can turn on the child flow.

Setting up CoE for a subset of environments

You may want to monitor and govern only certain environments with the CoE Starter Kit. For example, if you're setting the CoE Starter Kit up for individual business organizations running their own smaller CoE or if you want to include your Dynamics 365 environments from the processes in the CoE Starter Kit. The option below describes how to only enable the CoE Starter Kit processes for certain environments.

Important

This is not a security feature and doesn't implement data privacy or row-level security. The feature is only intended to make monitoring and managing environments easier for organizational units.

  1. After import of the Core components and before you turn on flows, set the value of the is All Environments Inventory environment variable to No. Learn more: Update environment variables).

  2. Continue with the inventory setup and turn on all inventory flows.

  3. Wait for first inventory run of Admin | Sync Template v3 to complete.

  4. Note that all environments in the tenant are added as excluded from inventory All environments start as opted out

  5. Add environments you want to monitor and manage to the inventory by selecting No for the Excuse from inventory configuration. Opt-in desired environments

  6. Wait for next run of inventory to complete. It will now automatically pick up and monitor inventory for the selected environments.

Running a full inventory

To reduce API calls, the inventory flows do not update all objects with every sync flow, they only update objects which have been modified since the object was last inventoried.

The inventory flows also don't check each object every day to see if its modified date is more recent than what is in inventory. Instead these flows:

  1. Get all the objects. For example, by calling Get Apps as Admin.
  2. Filter the returned list of objects down to objects where the modified date is greater than 7 days old (configurable via InventoryFilter_DaysToLookBack).
  3. Check each object in the filtered result to see if its current modified date is more recent than the inventoried one.
  4. Update these objects with the more recent modified by date.

If your sync flows were turned off for longer than 7 days, you can only get the inventory updates you missed by modifying the InventoryFilter_DaysToLookBack environment variable. Learn more: Update environment variables).

If you want to fully update your entire inventory again, you can do that by changing the Full inventory environment variable:

  1. Set the value of the Full inventory environment variable to Yes. Learn more: Update environment variables).
  2. Turn all flows in the Core components solution off and then on.
  3. Run the Admin | Sync Template v3 flow.
  4. Set the Full inventory environment variable to No.
  5. Turn all flows in the Core components solution off and then on.

Update environment variables

The following limitations apply when updating environment variables:

  • You can't update the values for environment variables from within the imported solution.
  • You need to always add or update a current value, not the default value, because the default value will be overwritten when you install an upgrade.
  • Environment variables are cached in cloud flows until the flow is reset (for example, by turning the cloud flow off and back on).

To update environment variables, you can use the Admin - Command Center

  1. Go to make.powerapps.com, and then select your CoE environment

  2. Open the Admin - Command Center app.

  3. Select the tool icon, and update the current value.

    Update environment variable values in the Admin - Command Center app.

Note

After changing the value of an environment variable, you'll need to turn off and on all the flows that use that environment variable to make sure the flows use the latest value.

If you aren't using the Admin - Command Center app, do the following to update environment variables:

  1. If you've installed the solution in a production environment, do the following:

    1. Go to Power Automate.
    2. On the left pane, select Solutions.
    3. Select the Default Solution, and change the filter to show Environment Variables.
    4. Select a variable that you want to update, and then configure its Current Value.
  2. If you've installed the solution in a Dataverse for Teams environment, do the following:

    1. Go to Power Automate.
    2. On the left pane, select Solutions.
    3. Select Common Data Services Default Solution.
    4. Select + Add > Environment Variables.
    5. Select the existing environment variables from the managed solution that you want to update.
    6. Change the filter to show Environment Variables.
    7. Select a variable that you want to update, and then configure its Current Value.

Share an app from a production environment

  1. Go to make.powerapps.com, and then select your CoE environment.

  2. On the app that you want to share, select ... > Share.

    Select the user or group to share the app with.

  3. Select the Dataverse security role. The CoE Starter Kit makes three security roles available:

    • Power Platform Admin SR for sharing an app with admins

    • Power Platform Maker SR for sharing an app with your makers

    • Power Platform User SR for sharing an app with users

      Assign a security role to the user or group.

  4. Select Share.

Share an app from a Dataverse for Teams environment

  1. Open the Power Apps app in Teams, select Build, and then select the team you've installed the CoE Starter Kit in.

  2. Select Share with colleagues. You must be a team owner to see this option.

  3. Search for and select the security group you want to share the apps and tables with.

  4. Select the apps you want to share with members of this security group.

    Search for a group to share apps with.

  5. Select Save.

  6. Select Installed apps.

  7. Select See all on the Center of Excellence - Core for Teams solution.

  8. On the left pane, select Tables.

  9. Select the table you want to manage, and then select Manage Permissions.

  10. Assign table permissions to the security group. The level of permissions will depend on the app you're sharing. Perform this step for all tables used by the app you're sharing.

    Assign table permissions to your colleagues.

  11. To access the app, colleagues with access can go to Microsoft Teams > Apps > Built by your colleagues, and select the app from there.

    Find apps in the Microsoft Teams app store.

    Note that apps are only accessible from within Microsoft Teams.

Get a Power Apps URL from a production environment

  1. Go to make.powerapps.com, and then select your CoE environment.

  2. Select Apps.

  3. Select the app of which you need the URL from.

  4. Select ... > Details.

  5. Select the Web link.

    Get the web link for a canvas app.

Add apps to Microsoft Teams

  1. Open the Power Apps app in Teams, select Build.

  2. Select the team you've installed the CoE Starter Kit in, and then select Installed apps.

  3. Select Apps, and then select Edit for the app you want to add to Teams.

    Edit the app in Teams.

  4. Select Publish to Teams > Next.

    Publish the app to your Microsoft Teams channel.

  5. Select Add to a Channel > Save and close.

    Select a channel to add the app to.

  6. If you'd like to save the app URL, go to that channel in Microsoft Teams, open the app, and then select Copy link to tab.

    Copy the link to this tab.

Timeouts in the Admin | Sync Template v3

The Dataverse connector might experience some throttling limits if the tenant has many resources. If you see 429 errors in the flow run history occurring in later runs, you can try the following resolution steps:

Configure the retry policy

  1. Open Admin | Sync Template v3, and then select Edit.

  2. Expand the step Get Environments and store them in the CoE Table.

  3. Expand the step Apply to each Environment

  4. Go to the Settings pane for each call to Dataverse, and configure the timeout/retry settings. The default count is set to 10 and the default interval is set to PT10S. Increase these values incrementally.

    Configure the retry policy.

Configure (reduce) concurrency in Foreach loops to reduce simultaneous calls

  1. Open Admin | Sync Template v3, and then select Edit.

  2. Expand the step Get Environments and store them in the CoE Table.

  3. Go to Settings for the Apply to each Environment step.

    Configure concurrency in Foreach.

  4. Use the slider to reduce the value of Degree of Parallelism. The default value is 50; reducing the parallelism here will increase the runtime of the flow, so we suggest gradually lowering the number.