Microsoft 365 Community Community Demos, 8 Jul 2021

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From YouTube: COE in Dataverse for Teams in the Power Platform

Description

In this 22-minute IT administrator-focused demo, Krishna Vandanapu shares tips on configuring and using the Center of Excellence (CoE) Management/Governance tool that runs on top of Dataverse for Teams and that is used for maintaining and supporting the Power Platform. Hear about and see the 5 major components in CoE Dataverse for Teams followed by the presenter’s favorite apps & flows and the advantages and limitations of the tool. This PnP Community demo is taken from the Microsoft Power Apps community call – June 2021, recorded on June 16, 2021.

Demo Presenter: Krishna Vandanapu | @KrishnaShp

Supporting documents:
• Repo - Microsoft Power Platform Center of Excellence (CoE) Starter Kit | https://github.com/microsoft/coe-starter-kit
• Video - CoE Starter kit for the Power Platform in Dataverse for Teams environment | https://www.youtube.com/watch?v=Pz8RLbdaglk

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Hi everyone good morning, good afternoon, good evening, whatever the part of the world you are coming from today, I'm here to share my experience, while I'm using center of excellence tool with database for teams uh hope you all all know that early apr early april uh microsoft had released a new version of a center of excellence tool which runs on top of database for teams.

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Before we go into the topic. Who is krishna of those who don't know me, I'm krishna, I have 16 years of experience, I'm a business applications, mep, powerapps, community, super user level, 3 and power proven power platform solution. Architect have contributed more than 280 plus solutions and delivered 45 plus solution sessions on power platform and office 365 areas.

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Last but not least, I am a local user and global speaker. I am recently started my own youtube channel to share my knowledge and share my experience with all the challenges what I have experienced while implementing solutions in power platform.

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Okay, what is coe starter kit, and why should I care about it? So coe is center of excellence as it states it is a centralized location to monitor what is happening in my power platform, how many environments are created? How many apps were created, how many users were added newly and who are all the maximum contributors? How many flows were created, uh which app is mostly used each and every artifact? I will come to know at one place, which is nothing but center of excellence.

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Also, these days, we know that database for teams environments are very challenging. When you enable at the tenant level, anybody can spin a new database for teams environment how to manage how how many data database for teams environments got created. Where are they? Who are the owners each and every artifact?

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We will come to know very clearly so coming to the prerequisites.

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If you want to configure my suggestion and microsoft, powercat powercat suggestion is also is create a dedicated account with no password expert. The reason is why it has to be a dedicated account is when you use your individual account and user leaves the organization all the services and connectors will go down, and it doesn't work at all so always use a dedicated account, probably a service account and ensure that the password never expire. Next, one is pattern user license for this dedicated account. I hold on this point.

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Why do we need para user account, though I am configuring on to databus for teams. We all know that database for teams is absolutely a free environment, uh sorry standard connector. So why do I need it I'll cover that so last but not least, a dedicated teams environment and how would be a license for this dedicated account because power bi license is needed to refresh and enable the uh various uh you know, options which require to ensure meticulous data.

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We are showing, as part of that these are the four requirements to create or configure coe coming to the next one. These are the five components. Those coe comes with seven components. The database for teams supports these five components: core components, power, va, dashboard, governance, component innovation, backlog and nurturing components.

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If we see a high level, core components is the one we have to be a car installed in the beginning, because that is the heart. Okay and the rest comes as a as follows.

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These are the apps which I I I like most when I configured the center of excellence on top of database. The first one is dlp editor. We know that data loss prevention policy, you know uh policies we can create on top of database uh on top of the on top of a power platform, but it is always a challenge to go all the way to admin portal, navigate all the uh various uh uh various stages to create or update a dlp policy.

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But if you configure center of excellence, it will be a few clicks away because you can configure or you can update a dlp policy from microsoft teams directly. The biggest advantage is when you use database for teams all the components like nurturing innovation and governance. Components are absolutely why I'm saying absolutely free earlier in the classic coe. When you configure, you will have to have database license, especially when you want to expose the innovation and nurturing components to entire organization.

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What happens is you will have to have whoever want to submit their idea or submit their solution with the help of nurturing component? They have to have database license. But now, when you come on to database for teams, it is absolutely a standard connector and you can use absolutely for free and next one is mac. Assessment. App is one which always gives a very uh at one highest advantage when we are nurturing the uh citizen developers in the organization, because we all know power platform is a low code, no code solution.

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When we are educating the users with this platform, we always have to have standards that, whether that user is reaching up to that level or not, it always gives a free hand when using ma maker assessment app. Last but not least, my favorite is orphan flows and apps, because we have 100k users and everybody started creating app. For so many reasons: user lost a license or user left the organization.

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All the apps will become orphan apps. All the flows will become our and flows. It is not at all easy to understand what are all the apps or flows which don't have owner associated at my platform.

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Using this app, I know at a glance that what are all my orphan flowers or apps and who I want to assign I can assign in just two to three clicks. That is how I can manage all my artifacts at platform level coming to the flows, the critical flows or welcome email flow. uh Why I take it as a critical is when you create a app for the first time, the coe engine coe tool will send out a welcome note with all the all various links like, as this say, like hey, welcome to the platform.

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These are all the useful documentation for you to go ahead and liberate to ensure that your app is up to the standards and if you need any help, these are all the platforms where you can get the help to expedite your app up to the market. So that is that's the reason I take that as a priority and the next comes teams, governance, flows and team. Welcome notification and business justification teams.

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Governance flow is the one which ensures that my team's database for teams environment has a proper justification for each and every environment, user creates and team. Welcome notification and business justification flow will ensure that, as and when user creates, it sends a email, welcome email stating that welcome to microsoft database for teams. This is the environment also, it sends another email, no notification on the teams asking you to provide the justification.

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What happens if user doesn't provide the justification for a long time? That is when the team's governance flow come into the picture teams. Governance flow works in two stages number one is. It looks for a justification as soon as the team's environment got created within six days, if seven days, if the user provide justification within seven days, valencia, if not, governance flow, will delete that environment without any second talk.

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Second stage is within, though the uh database for teams environment provided with justification, and if there are no artifacts created, like apps flows under that database for teams environment even that time. Also, this governance flow will delete the database for teams environment, which gives a lot of lot of you know pleasants mind for the administrator who is managing the platform, because today anyone can spin database for teams for no reason. So that is how we can manage the database for teams environment on the platform.

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Next, one is capacity alerts. Email flow is added newly early april. uh What it does is it sends an email to administrator stating that soon, so environment is running out of the space, or it is already up to the space provided to that compliance details. Request flow is the one which shows whether all the apps are up to the compliance or not up to the email to user for all their apps, whether it is critical or let's go and see few uh elements which I have explained as part of this flow.

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Before that, what how it will look like is when you configure coe on database for teams, it will show a business, sorry bi report with all various styles, where it shows you what are all my apps running under the environment and everything when I click on war view power app.

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It takes me to the respective page and it shows you how many apps were created, how many environments are there and who are all the owners, app makers and everything each and every slide each and every tile will take you a respective pace in power, bi report, and next one is when you configure the coe in database for teams how it look likes. Is it will show you all the components what you have installed as the components at data at the database for teams environment?

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So when you see in power apps, this is the app where I was advising that macro assessment app. If user macro as a question, they can submit a question when they submit a question. They can provide all their justification and everything here once they save the question. It will be open question for all the users where they can. Anybody can add answers under that. My favorite app is this developer compliance center, app where it shows you each and every app at the platform level? What are all my canvas app? What are all my model?

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Driven, apps sharepoint forms, app flows, chatbot and custom connectors each and everything. What I have at my app at my platform user want to.

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If user want to know what it is, they can click on that and they will come to know what what is that app is all about if the user, if the macro provided this description of the app and next one is dlp editor, as I was saying, I can create a new policy or I can update a policy as part of the dlp editor by clicking on this, I will come to know what is this dlp policy and what are all there now, if I want to update a policy and say like I wanted to move to blocked when I click on block and say next next, next.

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It shows you if there are any apps or flows which are getting impacted with this policy and once I it will update the policy teams is dragging a lot, so I'm not just I'm not. I was going to show in teams what are all the flows. I have, what are all the overall owners and orphan flows. This is where I will be able to see if there are any are influenced orphaned owners on my tenant. Ideally, if there are any orphan flows, this is the place.

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I can see all the orphan flows at that platform level, and if I want to change the permission of any of the flow or app I can change. This is the app permissions all these are all these apps are under core components. So, if user want to just change the ownership of this select that add permissions, I can just.

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Select the user and say select and what level of permission I want to give to that user. I can say that viewer editor remember. I can even transfer the ownership of the app from one on one user to another user right from my app it teams, environment level itself. I don't have to go back to that and just do each and everything again each and every step by navigating to entire screen.

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So when I say editor save, it will add one more user as part of this app that you go and say if I just select the app it shows that who is the owner and who is the uh overall it's shared with. That is how I can manage very easily how across my apps and the next one is app assessment tool. Before I go into app assessment tool, I wanted to show you one more thing: innovation, backlog, innovation backlog is one app where it gives the free hand to users to submit their ideas.

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If they have any bottleneck issues or any of the challenges they have under their project or their vertical, they can come here and just say. Add idea they can submit all the details, including the complexity score. It will show you what it is and once the submit they will be able to again provide the same assessment, app assessment here and state. That use case is this. These are all the audience it is going to be, and what is the data I'm going to use as part of that?

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What is the complexity level and what is the support they are expecting? What happens is when you enable at this level it will reach the maximum number of audience at the end at the platform level or the organization level, and if anybody has any solution for that requirement, they can share it easily without any uh second thought, so you user will get a better support on their uh requirement.

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So the next one is when the data was for teams. Governance. As I said, these are the two flows very critical when it comes under the database for teams and data was for teams management. This is the flow which sends the adaptive code where it is asking the business justification. As in when the new data was for teams, environment got created, will it send immediately?

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No, there is a timer or a recurring job, a recurring flow where it looks for all the new environments created at the and at the platform level on the next day, and it then sends the email and also business justification at the platform level, so that is when user will get, that it doesn't send immediately. It sends on the next day, and this is the flow which uh takes care of the business justification and various uh teams environment created at the platform level.

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If you see here, they clearly are looking for 90 days and seven days. Seven days is to look for the justification when a business justification is not provided, it is seven days and if the business justification is provided and there are no artifacts- they have mentioned 90 days. Always we can anytime update as per the organization standards here and save that it will take care of the job. These are all the various artifacts we get absolutely for free and, as we know, any application we create, there will be advantages and limitations.

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In this scenario, the advantages are all the apps under innovation, backlogger nurturing components is 100 free and sharing. The app across the organization is easy, editing, dlp policy. I can do it at the teams level rather than going into my uh environment, all the way coming to the limitations and another advantage, is uh it show it? They have. A microsoft team had created a git link where they can post the questions. If they have any issues challenges while doing this, they can get it there.

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They can go there and do that and they can download from there there. They have they're, maintaining all the questions and solutions. Very clearly, a ha big hats off to the powercat team for offering.

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All the questions icon must have power user license. The reason is all the flows have been configured with the pagination threshold as 100k. That is the only reason you have to have power your you know per app license. If you want to avoid that, you free flow and change the threshold limit, which is not recommended. If you want to avoid.

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For database for teams, because uh it requires api, calls and other things it is audit log is not available. Theming and alm is also not available, because teaming look for api calls to ensure, because it is using a pcf control in theming. uh Alm is also the same. It is, it requires api calls, so I'm sure very soon they will uh ensure these two elements, also as part of the database for teams environment. Last but not least, environment variables can only be updated from flow. What does that mean is earlier?

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If user want to update the environment variables, they can update at the environment itself by going on to the solutions under this solutions, there is something called default solution. For some reason, there is a change at the platform level there you we don't see default solution anymore. How I can do that is go to the flow from flow. I can go on to the environments under environments.

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I have to add the existing environment variables by clicking on existing environment variables, select the environment, variable existing environment variable and just add it, and then, when I say add it it's already there. So it is not letting me so ideally when you go here approval admin from here. Only once you add it, I can update that earlier. It was there as as a default solution.

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Due to some update. uh I got an update from manula, who is the primary contact for this coe toolkit. She clearly mentioned that it is no longer there at the platform level, so you will have to use the uh default solution underflow. This is the thread if somebody wanted to address the same issue, what you are addressing, what you are experiencing. It is no longer there, and these are all the steps we have to follow as per the advice from powercat team, and that's all about it.

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If you have any questions, please reach out to me. This is my contact information, and that is my youtube channel. I have explained how to configure the coe in database for teams step by step on my channel. If somebody is interested to learn, I have that on my channel. Thank you for the opportunity todd and thank you for the opportunity.

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Walking us through it there's so much goodness available in there lots of applause, and you know what there are a lot of questions for you in chat. I I was about to start on muting and asking you, but I knew how much you had to get through, so I would say, check out the chat. You've probably got a dozen or so questions coming your way, great job. I can tell you've installed and know that thing inside and out.

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