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There are times when flows running in the Power Platform Admin View are not running properly (e.g. Admin | Sync Template v4 (Flows)). #9379

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tiis-swada opened this issue Dec 9, 2024 · 15 comments
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bug Something isn't working coe-starter-kit CoE Starter Kit issues

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@tiis-swada
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tiis-swada commented Dec 9, 2024

Does this bug already exist in our backlog?

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

Describe the issue

We are currently using Admin | Sync Template v4 (Flows) to count the number of PowerAutomate flows in our environment on a weekly, date/time basis. In one of these cases, about once a month, a flow that was actually still in use was treated as deleted. We then discovered that the timing of the deletion of the flows that were flagged for deletion coincided with the time that Admin | Sync Template v4 (Flows) was unnaturally stopped. Image
The above image shows the execution history of Admin | Sync Template v4 (Flows). 12:21 to12:38 on 12/8 is unnaturally vacant. This flow runs every day, and the execution time on this day was 11:02 to12:48, which is about 2 hours every day, and the flow has been running almost every minute during this time.
Image
Image
The screenshots of the two Excel sheets above show those flagged for deletion on 12/8 in order of the time they were flagged. The top image shows the start time and the bottom image shows the end time, which falls between 12:21 and 12:48 when Admin | Sync Template v4 (Flows) was stopped. The deletion appears to have been automatic, as several items in the same environment were deleted at exactly the same time. In addition, 120 of these were deleted, most of which are flows that were not actually deleted.

We would appreciate an investigation into the cause of the occasional stoppage of the above flow, and if possible, an improvement in the flow.

Expected Behavior

This flow (Admin | Sync Template v4 (Flows)) will continue to run daily without interruption. It does not flag non-deleted flows for deletion.

What solution are you experiencing the issue with?

Core

What solution version are you using?

4.43

What app or flow are you having the issue with?

Power Platform Admin View

What method are you using to get inventory and telemetry?

Cloud flows

Steps To Reproduce

The following is done when the flow is found to be unnaturally reduced.

  1. Log in with the PowerPlatformCoE administrator account and open the PowerApps page.
  2. Select a ”table”(テーブル), select more ”flow” from it, and ”export”(エクスポート) in Excel format on the following screen that appears.
    Image
  3. Filter by the Deletion Flag (Flow Deleted?) set to Yes to see what time of day is being unnaturally deleted.
  4. Select “Flows”(フロー) in the red frame of the screenshot below and select the appropriate flow Admin | Sync Template v4 (Flows).Image
  5. Select “All executions” (すべての実行) and check the execution history to see when the flow was deleted.Image
  6. Check the time period when the flow is stopped and the time period when the deleted flow was deleted.

Anything else?

Flows that run per environment over the same span of time, such as Admin | Sync Template v4 (Apps) and Admin | Sync Template v4 (Custom Connectors), also saw outages during the same time period.
This suggests that the problem is not limited to Admin | Sync Template v4 (Flows).

@tiis-swada tiis-swada added bug Something isn't working coe-starter-kit CoE Starter Kit issues labels Dec 9, 2024
@Jenefer-Monroe
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Can you please confirm that the user identity installing and running the flow has the Power Platform Admin Role assigned both directly and permanently?
Microsoft Azure Users > Your User > Assigned Roles

Ensure Power Platform Administrator is Direct and Permanent
image

@tiis-swada
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tiis-swada commented Dec 10, 2024

Thank you for your cooperation in the investigation.

Image
What was displayed was a little different.
I cannot confirm if it is Permanent or not.

@Jenefer-Monroe
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From other users experience, my guess is that your permissions are not permanent and so sometimes it appears that those flows have been deleted when really you just don't have access at the time the flows run. So we will need to figure that out.

I dont know why your UX is not showing you that though.

type?

Can you verify that this entity is a user and not a service principle, group, or something else?
Image

screen?

I noticed that you navigated to this
Image

whereas I navigated to this
Image

Can you try to navigate to the same screen through users?

who granted you PP Admin Role?

Can you ask whomever gave you the role to see if they can tell us?

@tiis-swada
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tiis-swada commented Dec 11, 2024

Type?

I checked the “Microsoft 365 Admin Center” and it is listed as an active user, so I assume it is a user. I have also confirmed that the user has been assigned the roles of Global Administrator and Power Platform Administrator. Is this the correct way to check?

Screen?

Image
It looks like the same screen through the user.
I checked the same way last time, but for some reason it just wasn't showing up.

who granted you PP Admin Role?

This is not my personal account, but an account reserved for the administrators of my group and granted to those who manage the company's infrastructure.

@Jenefer-Monroe
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OK unfortunately I'm not sure how to help. Your PPAdmin Role needs to be assigned permanently.

Here is how to set PPAdmin Role as direct and permanent.
I'm not a PIM expert so there may be other ways to accomplish, but here is how I get the correct settings for the role:

  1. Add assignment
    image

  2. Select the role, this is assigned to the user directly here
    image

  3. Set active and permanent, add note as needed
    image

@tiis-swada
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The screen seems to be different again: when I select Add assighnments, I get the following page.
Image
Additionally, PPAdminister is already registered and does not appear in the list.

To begin with, why do we need to make PPAdminister permanent?

@Jenefer-Monroe
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I'm afraid you'll need to reach out to product support to find why you cannot see or set to permanent access here.

The reason access needs to be permanent is that the kit runs its flows at unpredictable times so the identity running the flows needs access at all times

Ex:
Time 1 - has PPAdmin - running inventory and sees Flow X, puts it into inventory
Time 2 - no PPAdmin access - running check deleted flows, cannot see Flow X, marks it as deleted.

@tiis-swada
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I see, thank you very much.
I will contact the infrastructure manager to check the PP administrator's settings once I have done so.
If that is not clear, I will contact product support.
I will contact you again with this Issue as soon as I get confirmation, so please wait a little.

@Jenefer-Monroe
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I look forward to hearing what this mystery might be of the missing end-time configuration.

@tiis-swada
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Hello.
Thank you for your patience.
We have checked with our infrastructure manager and it seems that the permanent settings did not show up because PIM is not enabled according to our company's regulations.
I have asked them to reassign the PowerPlatform administrator role for the time being.
Since it is not possible to grant time-limited privileges, it seems to be safe to assume that this administrator privilege is permanent.

@tiis-swada
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Have you checked this message?

@Jenefer-Monroe
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Hello sorry we've been on holiday over here. #9447

The way to test this will be to see if your permissions are recognized in the flows.

So note a flow that gets marked deleted, note its envt and flow GUIDs.
Go to the run of this flow: CLEANUP HELPER - Check Deleted v4 (Cloud Flows)
On 12/8/24 for the environment, and click on the timestamp to open the flow run.
Image

Are the flows which were marked deleted returned in the call to List Flows as Admin? Do they make it through the filter?
Image

Do they show up here in the flows to mark deleted?
Image

@tiis-swada
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I see you were on vacation, my apologies.
I apologize for the delay in replying to you as well.
One point I would like to ask, is the execution history of CLEANUP HELPER - Check Deleted v4 (Cloud Flows) to check the execution history of just when it is being deleted?
Currently, there are about 450 executions per day, and it is very hard to find the relevant ones among them.

@Jenefer-Monroe
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That means you have 450 active environments. I apologize for the inconvenience, this is the only way to catch the repro without you being actively creating it. If you actively create it then we know you have permissions at the time.

@Jenefer-Monroe
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closing out as no further action for starter kit team

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