Set up Archive components

This article will help you to setup the Archive components of the Governance solution.

Note

Although the flows are called archive flows, they do not automatically archive apps and flows. Instead, they ask makers to backup and archive their apps and flows.

This set of functionality allows you to detect unused objects and ask makers to either archive or unshare them to keep your tenant tidy.

Important

This article assumes you have installed the governance components solution and you have your environment setup, and are logged in with the correct identity.

Grant makers environment access

If your solution is installed in a Production environment, make sure your environment is not restricted with an environment security group.

If your solution is installed in a Dataverse for Teams environment, you first need to grant makers that are not part of your Microsoft Team access to the environment so they can participate in approval workflows. Share an app in Teams Environment with your Power Platform Maker group.

Configure mandatory environment variables

You will update these environment variables after solution import. Environment variables are used to store application and flow configuration data. 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.

Tip

Learn how to update environment variables for Production and Dataverse for Teams environments: Update Environment Variables.

Name Description
Approval Admin This is separate from the Admin Email env var because you cannot use a distribution list for approvals. This env var holds the individual or shared account as a result who will be charged with approving removal of unused orphaned objects.
Cleanup Old Objects App URL (Optional) Link to the Cleanup Old Objects canvas app included in this solution. If included, communication about old objects which are considered no longer useful will include the link to make cleanup easier. See: Get App URL – Production Environment or Get App URL – Teams Environment
Flow Approvals URL (Optional) Link to Power Automate's Approval page for your CoE Environment. If included, communication about old objects which are considered no longer useful will include the link to make cleanup easier. To get the URL Browse to flows.microsoft.com for your CoE Environment > Action Items > Approvals. URL should end in approvals/received

Exempt environments from the archive process

There are some environments that you may want to exempt from the archive process - this could be dedicated environments that are already well managed. Learn more: Establishing an environment strategy

You can exempt environments from the archive process using the Power Platform Admin View app.

Production environment

If your solution is installed in a Production Environment, your app will be a model driven app.

  1. Go to make.powerapps.com.

  2. Go to your CoE environment.

  3. Open the Power Platform Admin View app.

  4. Select Environments > Chose the environment you want to exempt > Set the Excuse From Archival Flows field to Yes > Save

    Exclude an environment from the archive process in a Production environment

Dataverse for Teams environment

  1. Open to the Power Apps app in Teams, select Build, and select the Team you have installed the CoE Starter Kit solutions in.

  2. Select Center of Excellence - Core for Teams > See All.

  3. Open the Power Platform Admin View app.

  4. Select Environments > Chose the environment you want to exempt > Set the Excuse From Archival Flows field to Yes > Save.

    Exclude an environment from the archive process in Dataverse for Teams

Turn on flows

Turn on these flows which are installed as part of the Governance components solution:

Share apps with makers

The Governance Components solution contains the Archival – Cleanup Unused Objects app for makers and admins to manage archive approvals. Share this app with your makers and admins, assigning them the Power Platform Maker SR security role.

More information:

Consider adding this app to the Maker - Command Center for makers to easily find and access it.

All environment variables

Here is the full list of environment variables that impact the compliance process, including environment variables with Default values. You may have to update environment variables after import.

Important

You don't have to change the values during setup, just when you need to change the value of an environment variable that you configured during import or when you want to change a default value. Re-start all flows after you change environment variables, to make sure the latest value is picked up.

Environment variables are used to store application and flow configuration data with data specific to your organization or environment.

Name Description Default Value
Approval Admin This is separate from the Admin Email env var because you cannot use a distribution list for approvals. This env var holds the individual or shared account as a result who will be charged with approving removal of unused orphaned objects. n/a
Auto Delete on Archive Determines whether apps andd flows are deleted when they're approved for deletion in the following flow: Admin | App Archive and Clean Up - Check Approvals and Archive. Value must be Yes or No. Yes
Cleanup Old Objects App URL (Optional) Link to the Cleanup Old Objects canvas app included in this solution. If included, communication about old objects which are considered no longer useful will include the link to make cleanup easier. See: Get App URL – Production Environment or Get App URL – Teams Environment n/a
Flow Approvals URL (Optional) Link to Power Automate's Approval page for your CoE Environment. If included, communication about old objects which are considered no longer useful will include the link to make cleanup easier. To get the URL Browse to flows.microsoft.com for your CoE Environment > Action Items > Approvals. URL should end in approvals/received n/a
ProductionEnvironment Set to No if you have installed the solution for development/test purposes. This will send approvals to the admin email instead of the maker. Yes

It looks like I found a bug with the CoE Starter Kit; where should I go?

To file a bug against the solution, go to aka.ms/coe-starter-kit-issues.