Fix flow state visibility for System Administrators in CoE Admin Command Center

[Copilot]

Users with System Administrator role in the CoE environment see all flows as "Off" in the CoE Flows page, while service accounts with tenant-level Power Platform Admin permissions see correct states.

Root Cause

The app uses PowerAutomateManagement.AdminGetFlow() API which requires Power Platform Admin permissions at tenant level. For users lacking these permissions, the API call fails silently and defaults to "Stopped" state.

Changes

• CoE Flows Page App: Replace AdminGetFlow API call with direct Dataverse read from Processes table
  • Reads Status Reason field using Workflow Unique Identifier lookup
  • Accessible to System Administrator role without tenant-level permissions
  • Consistent with existing pattern—app already uses Processes table for unmanaged layer checks

Before:

theState: IfError(PowerAutomateManagement.AdminGetFlow(CoE_Envt, ThisRecord.theGUID).properties.state, "Err"),

After:

theState: If(First(Filter(Processes, 'Workflow Unique Identifier'= GUID(ThisRecord.theGUID))).'Status Reason' = 'Status Reason (Processes)'.'On', "Started", "Stopped"),

Impact

• System Administrators no longer require tenant-level Power Platform Admin permissions
• Eliminates external API calls to Power Automate Management (performance improvement)
• Fully backward compatible

Original prompt

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This section details on the original issue you should resolve

<issue_title>[CoE Starter Kit - BUG] ISSUE TITLE</issue_title>
<issue_description>### Does this bug already exist in our backlog?

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

Describe the issue

In the app

I can see that all the required flows are active. I’m logged in with the service account that was used to install the CoE.

However, users who have the System Administrator role in the CoE environment are not seeing the correct status of the flows. For them, all flows appear as turned off, even though they are actually enabled when viewed from my account.

Expected Behavior

I would expect that the flows which have the state set to ON when viewed from the service account also show the same ON state for other users.

What solution are you experiencing the issue with?

Core

What solution version are you using?

5.40.6

What app or flow are you having the issue with?

CoE Admin Command Center – CoE Flows,

What method are you using to get inventory and telemetry?

Cloud flows

Steps To Reproduce

No response

Anything else?

No response</issue_description>

<agent_instructions>Analyze and troubleshoot the issue why I can see that all the required flows are active. I’m logged in with the service account that was used to install the CoE an dprovide the solution for this issue.</agent_instructions>

Comments on the Issue (you are @copilot in this section)

Custom agent used: CoE Custom Agent
Specialized agent for triaging and fixing issues in the CoE Starter Kit. Always consult the official CoE docs and the team’s SharePoint notes first, then mine prior GitHub issues and the CoE Common Responses playbook.

• Fixes [CoE Starter Kit - BUG] ISSUE TITLE #10661

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