Add documentation and tooling for FullInventory environment variable management in large tenants

CenterofExcellenceCoreComponents/Scripts/README.md

@@ -0,0 +1,71 @@
+# CoE Starter Kit Core Components - PowerShell Scripts
+
+This folder contains PowerShell scripts to help manage and troubleshoot the CoE Starter Kit Core Components.
+
+## Available Scripts
+
+### Update-FullInventoryEnvVar.ps1
+
+Updates the `admin_FullInventory` environment variable value when it appears locked or read-only in the Power Platform admin center.
+
+**Usage:**
+```powershell
+.\Update-FullInventoryEnvVar.ps1 -EnvironmentId "YOUR_ENVIRONMENT_GUID" -Value "no"
+```
+
+**Parameters:**
+- `EnvironmentId` (required): The GUID of your CoE environment
+- `Value` (required): "yes" for full inventory, "no" for incremental inventory
+- `TenantId` (optional): Azure AD tenant ID if you need to specify a different tenant
+
+**Prerequisites:**
+- PowerShell 5.1 or later
+- `Microsoft.PowerApps.Administration.PowerShell` module
+- Power Platform Administrator or System Administrator permissions
+
+**When to use this script:**
+- The FullInventory environment variable appears read-only/locked in the UI
+- You have a large tenant (10,000+ resources) and need to switch to incremental inventory
+- You're experiencing inventory timeouts or incomplete updates
+
+For more information, see [TROUBLESHOOTING-INVENTORY.md](../../TROUBLESHOOTING-INVENTORY.md)
+
+## Installation
+
+### Install Required PowerShell Module
+
+Before running any scripts, install the required PowerShell module:
+
+```powershell
+Install-Module -Name Microsoft.PowerApps.Administration.PowerShell -Scope CurrentUser
+```
+
+### Running Scripts
+
+1. Open PowerShell (or PowerShell ISE)
+2. Navigate to the Scripts folder
+3. Run the desired script with appropriate parameters
+
+**Example:**
+```powershell
+cd "C:\path\to\coe-starter-kit\CenterofExcellenceCoreComponents\Scripts"
+.\Update-FullInventoryEnvVar.ps1 -EnvironmentId "12345678-1234-1234-1234-123456789012" -Value "no"
+```
+
+## Troubleshooting
+
+If you encounter errors when running scripts:
+
+1. **Module not found**: Install the Microsoft.PowerApps.Administration.PowerShell module
+2. **Access denied**: Ensure you have Power Platform Administrator or System Administrator permissions
+3. **Environment not found**: Verify the Environment ID is correct
+4. **Authentication failed**: Run `Add-PowerAppsAccount` to re-authenticate
+
+For more help, see:
+- [CoE Starter Kit Documentation](https://learn.microsoft.com/power-platform/guidance/coe/starter-kit)
+- [Inventory Troubleshooting Guide](../../TROUBLESHOOTING-INVENTORY.md)
+- [GitHub Issues](https://github.com/microsoft/coe-starter-kit/issues)
+
+## Contributing
+
+If you create useful scripts for managing the CoE Starter Kit, please consider contributing them back to the repository. See [HOW_TO_CONTRIBUTE.md](../../HOW_TO_CONTRIBUTE.md) for guidelines.

CenterofExcellenceCoreComponents/Scripts/Update-FullInventoryEnvVar.ps1

@@ -0,0 +1,204 @@
+<#
+.SYNOPSIS
+    Updates the admin_FullInventory environment variable value in a CoE Starter Kit environment.
+
+.DESCRIPTION
+    This script helps administrators update the FullInventory environment variable when it appears 
+    locked or read-only in the Power Platform admin center. This is particularly useful for large 
+    tenants (10,000+ resources) where full inventory can cause timeouts and incomplete updates.
+
+.PARAMETER EnvironmentId
+    The GUID of the Power Platform environment where CoE Starter Kit is installed.
+    Example: "00000000-0000-0000-0000-000000000000"
+
+.PARAMETER Value
+    The value to set for FullInventory. Valid values: "yes" or "no"
+    - "no" (recommended for large tenants): Only updates changed objects (incremental inventory)
+    - "yes": Updates all objects in every inventory run (full inventory)
+
+.PARAMETER TenantId
+    (Optional) The Azure AD tenant ID. If not provided, uses the current authenticated tenant.
+
+.EXAMPLE
+    .\Update-FullInventoryEnvVar.ps1 -EnvironmentId "12345678-1234-1234-1234-123456789012" -Value "no"
+    Sets FullInventory to "no" (incremental inventory) in the specified environment.
+
+.EXAMPLE
+    .\Update-FullInventoryEnvVar.ps1 -EnvironmentId "12345678-1234-1234-1234-123456789012" -Value "yes"
+    Sets FullInventory to "yes" (full inventory) in the specified environment.
+
+.NOTES
+    Prerequisites:
+    - PowerShell 5.1 or later
+    - Microsoft.PowerApps.Administration.PowerShell module
+    - Power Platform Administrator or System Administrator permissions
+
+    For more information, see:
+    https://github.com/microsoft/coe-starter-kit/blob/main/TROUBLESHOOTING-INVENTORY.md
+#>
+
+[CmdletBinding()]
+param(
+    [Parameter(Mandatory=$true, HelpMessage="The GUID of the Power Platform environment")]
+    [ValidateNotNullOrEmpty()]
+    [string]$EnvironmentId,
+
+    [Parameter(Mandatory=$true, HelpMessage="The value to set: 'yes' for full inventory, 'no' for incremental")]
+    [ValidateSet("yes", "no", IgnoreCase=$true)]
+    [string]$Value,
+
+    [Parameter(Mandatory=$false, HelpMessage="Azure AD Tenant ID (optional)")]
+    [string]$TenantId
+)
+
+# Set error action preference
+$ErrorActionPreference = "Stop"
+
+Write-Host "==================================================================" -ForegroundColor Cyan
+Write-Host "CoE Starter Kit - Update FullInventory Environment Variable" -ForegroundColor Cyan
+Write-Host "==================================================================" -ForegroundColor Cyan
+Write-Host ""
+
+# Check if the PowerApps module is installed
+Write-Host "Checking for Microsoft.PowerApps.Administration.PowerShell module..." -ForegroundColor Yellow
+
+$module = Get-Module -ListAvailable -Name "Microsoft.PowerApps.Administration.PowerShell"
+if (-not $module) {
+    Write-Host "ERROR: Microsoft.PowerApps.Administration.PowerShell module not found." -ForegroundColor Red
+    Write-Host "Please install it using:" -ForegroundColor Yellow
+    Write-Host "  Install-Module -Name Microsoft.PowerApps.Administration.PowerShell -Scope CurrentUser" -ForegroundColor White
+    Write-Host ""
+    exit 1
+}
+
+Write-Host "Module found: Version $($module.Version)" -ForegroundColor Green
+Write-Host ""
+
+# Import the module
+try {
+    Import-Module Microsoft.PowerApps.Administration.PowerShell -ErrorAction Stop
+    Write-Host "Module imported successfully." -ForegroundColor Green
+    Write-Host ""
+} catch {
+    Write-Host "ERROR: Failed to import module: $_" -ForegroundColor Red
+    exit 1
+}
+
+# Authenticate
+Write-Host "Authenticating to Power Platform..." -ForegroundColor Yellow
+try {
+    if ($TenantId) {
+        Add-PowerAppsAccount -TenantID $TenantId -ErrorAction Stop | Out-Null
+    } else {
+        Add-PowerAppsAccount -ErrorAction Stop | Out-Null
+    }
+    Write-Host "Authentication successful." -ForegroundColor Green
+    Write-Host ""
+} catch {
+    Write-Host "ERROR: Authentication failed: $_" -ForegroundColor Red
+    exit 1
+}
+
+# Validate environment exists
+Write-Host "Validating environment: $EnvironmentId..." -ForegroundColor Yellow
+try {
+    $environment = Get-AdminPowerAppEnvironment -EnvironmentName $EnvironmentId -ErrorAction Stop
+    Write-Host "Environment found: $($environment.DisplayName)" -ForegroundColor Green
+    Write-Host ""
+} catch {
+    Write-Host "ERROR: Environment not found or you don't have access: $_" -ForegroundColor Red
+    Write-Host ""
+    Write-Host "Please verify:" -ForegroundColor Yellow
+    Write-Host "  1. The Environment ID is correct" -ForegroundColor White
+    Write-Host "  2. You have Power Platform Administrator or System Administrator permissions" -ForegroundColor White
+    Write-Host ""
+    exit 1
+}
+
+# Get environment variable definition
+Write-Host "Looking for admin_FullInventory environment variable..." -ForegroundColor Yellow
+try {
+    $envVars = Get-AdminPowerAppEnvironmentVariable -EnvironmentName $EnvironmentId -ErrorAction Stop
+    $fullInventoryVar = $envVars | Where-Object { $_.SchemaName -eq "admin_FullInventory" }
+
+    if (-not $fullInventoryVar) {
+        Write-Host "ERROR: admin_FullInventory environment variable not found in this environment." -ForegroundColor Red
+        Write-Host "This environment may not have the CoE Starter Kit Core Components installed." -ForegroundColor Yellow
+        Write-Host ""
+        exit 1
+    }
+
+    Write-Host "Environment variable found." -ForegroundColor Green
+    Write-Host "  Definition ID: $($fullInventoryVar.EnvironmentVariableDefinitionId)" -ForegroundColor Gray
+
+    # Show current value if it exists
+    if ($fullInventoryVar.Value) {
+        Write-Host "  Current Value: $($fullInventoryVar.Value)" -ForegroundColor Gray
+    } else {
+        Write-Host "  Current Value: (not set, using default)" -ForegroundColor Gray
+    }
+    Write-Host ""
+} catch {
+    Write-Host "ERROR: Failed to retrieve environment variables: $_" -ForegroundColor Red
+    exit 1
+}
+
+# Confirm the change
+Write-Host "Ready to update FullInventory to: " -NoNewline -ForegroundColor Yellow
+Write-Host $Value -ForegroundColor White
+Write-Host ""
+
+if ($Value.ToLower() -eq "no") {
+    Write-Host "NOTE: Incremental inventory (no) is recommended for large tenants." -ForegroundColor Green
+    Write-Host "      Only flows modified in the last N days will be updated." -ForegroundColor Gray
+    Write-Host "      (N is controlled by admin_InventoryFilter_DaysToLookBack)" -ForegroundColor Gray
+} else {
+    Write-Host "WARNING: Full inventory (yes) will process ALL flows in your tenant." -ForegroundColor Yellow
+    Write-Host "         For tenants with 10,000+ flows, this can take 20+ hours" -ForegroundColor Yellow
+    Write-Host "         and may cause timeouts or incomplete updates." -ForegroundColor Yellow
+    Write-Host ""
+    Write-Host "         Consider using incremental inventory (no) instead." -ForegroundColor Yellow
+}
+Write-Host ""
+
+$confirm = Read-Host "Continue? (Y/N)"
+if ($confirm -ne "Y" -and $confirm -ne "y") {
+    Write-Host "Operation cancelled by user." -ForegroundColor Yellow
+    exit 0
+}
+Write-Host ""
+
+# Update the environment variable value
+Write-Host "Updating environment variable value..." -ForegroundColor Yellow
+try {
+    Set-AdminPowerAppEnvironmentVariableValue `
+        -EnvironmentName $EnvironmentId `
+        -EnvironmentVariableDefinitionId $fullInventoryVar.EnvironmentVariableDefinitionId `
+        -Value $Value `
+        -ErrorAction Stop
+
+    Write-Host "SUCCESS: FullInventory updated to: $Value" -ForegroundColor Green
+    Write-Host ""
+    Write-Host "Next Steps:" -ForegroundColor Cyan
+    Write-Host "  1. The next inventory run will use the new setting" -ForegroundColor White
+    Write-Host "  2. Monitor flow runs in the CoE Admin Command Center" -ForegroundColor White
+    Write-Host "  3. For additional configuration options, see:" -ForegroundColor White
+    Write-Host "     https://github.com/microsoft/coe-starter-kit/blob/main/TROUBLESHOOTING-INVENTORY.md" -ForegroundColor Gray
+    Write-Host ""
+
+} catch {
+    Write-Host "ERROR: Failed to update environment variable: $_" -ForegroundColor Red
+    Write-Host ""
+    Write-Host "Troubleshooting:" -ForegroundColor Yellow
+    Write-Host "  1. Ensure you have System Administrator role in the environment" -ForegroundColor White
+    Write-Host "  2. Check if there's a managed solution layer preventing updates" -ForegroundColor White
+    Write-Host "  3. Try using the Power Platform admin center UI directly" -ForegroundColor White
+    Write-Host "  4. See troubleshooting guide for alternative methods:" -ForegroundColor White
+    Write-Host "     https://github.com/microsoft/coe-starter-kit/blob/main/TROUBLESHOOTING-INVENTORY.md" -ForegroundColor Gray
+    Write-Host ""
+    exit 1
+}
+
+Write-Host "==================================================================" -ForegroundColor Cyan
+Write-Host "Script completed successfully." -ForegroundColor Cyan
+Write-Host "==================================================================" -ForegroundColor Cyan

CenterofExcellenceCoreComponents/SolutionPackage/src/environmentvariabledefinitions/admin_FullInventory/environmentvariabledefinition.xml

@@ -1,7 +1,7 @@
 <environmentvariabledefinition schemaname="admin_FullInventory">
   <defaultvalue>no</defaultvalue>
-  <description default="Inventory - Determines if you want to only update objects that have changed, or all objects. Defaults to No. Switching to Yes will cause the flows to inventory every single app/flow/etc in the tenant and make the flows long running ">
-    <label description="Inventory - Determines if you want to only update objects that have changed, or all objects. Defaults to No. Switching to Yes will cause the flows to inventory every single app/flow/etc in the tenant and make the flows long running " languagecode="1033" />
+  <description default="Inventory - Determines if you want to only update objects that have changed, or all objects. Defaults to No. Switching to Yes will cause the flows to inventory every single app/flow/etc in the tenant and make the flows long running. For large tenants (10,000+ resources), use incremental inventory (No) to avoid timeouts. See TROUBLESHOOTING-INVENTORY.md for guidance. ">
+    <label description="Inventory - Determines if you want to only update objects that have changed, or all objects. Defaults to No. Switching to Yes will cause the flows to inventory every single app/flow/etc in the tenant and make the flows long running. For large tenants (10,000+ resources), use incremental inventory (No) to avoid timeouts. See TROUBLESHOOTING-INVENTORY.md for guidance. " languagecode="1033" />
   </description>
   <displayname default="FullInventory">
     <label description="FullInventory" languagecode="1033" />

QUICK-REFERENCE-INVENTORY.md

@@ -0,0 +1,69 @@
+# CoE Starter Kit - Quick Reference: Large Tenant Inventory
+
+## Problem: FullInventory Variable is Locked
+
+**Quick Fix (PowerShell):**
+```powershell
+# Run this script
+.\CenterofExcellenceCoreComponents\Scripts\Update-FullInventoryEnvVar.ps1 -EnvironmentId "YOUR_ENV_GUID" -Value "no"
+```
+
+## Problem: Flow Names Not Updating
+
+**Recommended Solution:**
+1. Set FullInventory to "no" (incremental mode)
+2. Reduce lookback days to 3-5 days
+3. Exclude non-critical environments from inventory
+
+**PowerShell:**
+```powershell
+# Switch to incremental inventory
+.\Scripts\Update-FullInventoryEnvVar.ps1 -EnvironmentId "YOUR_ENV_GUID" -Value "no"
+```
+
+## Problem: Inventory Takes 20+ Hours
+
+**Performance Tuning Checklist:**
+- [ ] Set `admin_FullInventory` = "no"
+- [ ] Set `admin_InventoryFilter_DaysToLookBack` = 3-5 days
+- [ ] Set `admin_DelayObjectInventory` = "yes"
+- [ ] Mark non-critical environments with `admin_ExcuseFromInventory` = "yes"
+- [ ] Verify service account has premium license (not trial)
+
+## Environment Variables for Large Tenants
+
+| Variable | Recommended Value | Purpose |
+|----------|-------------------|---------|
+| `admin_FullInventory` | **no** | Use incremental inventory |
+| `admin_InventoryFilter_DaysToLookBack` | **3-5** | Reduce scope (default: 7) |
+| `admin_DelayObjectInventory` | **yes** | Avoid throttling |
+
+## Exclude Environments from Inventory
+
+**Manual Method:**
+1. Open your CoE environment in Power Apps
+2. Navigate to **Advanced Find**
+3. Look for **Environments** table
+4. Find environments to exclude
+5. Set `admin_ExcuseFromInventory` = Yes
+
+**PowerShell Method:**
+```powershell
+# Coming soon - bulk exclude script
+```
+
+## Expected Inventory Times (Reference)
+
+| Flows | Full Inventory | Incremental (7 days) |
+|-------|---------------|---------------------|
+| 1K    | 1-2 hours     | 15-30 min          |
+| 5K    | 4-8 hours     | 30-60 min          |
+| 10K   | 10-15 hours   | 1-2 hours          |
+| 16K+  | 20-30 hours   | 2-4 hours          |
+
+## More Help
+
+📖 [Full Troubleshooting Guide](TROUBLESHOOTING-INVENTORY.md)
+🔧 [PowerShell Scripts](CenterofExcellenceCoreComponents/Scripts/README.md)
+📝 [Official Documentation](https://learn.microsoft.com/power-platform/guidance/coe/starter-kit)
+🐛 [Report Issues](https://github.com/microsoft/coe-starter-kit/issues/new/choose)

README.md

@@ -59,6 +59,9 @@ If you are interested in contributing to the CoE Starter Kit by fixing issues or
 ## Setup Instructions and Documentation
 Please find all information on how to install and use the kit on https://docs.microsoft.com/power-platform/guidance/coe/starter-kit
 
+### Troubleshooting
+- [Inventory Troubleshooting for Large Tenants](TROUBLESHOOTING-INVENTORY.md) - Solutions for locked environment variables, slow inventory runs, and incomplete flow name updates
+
 ## Microsoft Open Source Code of Conduct
 
 This project has adopted the [Microsoft Open Source Code of Conduct](https://opensource.microsoft.com/codeofconduct/).