Add troubleshooting documentation for PVA sync incremental inventory behavior

[Copilot]

Users report missing Copilot Studio bots in admin_pva table despite successful flow runs. Root cause: the sync flow operates in incremental mode by default, only syncing new bots or those modified within the lookback window (7 days default). Bots outside this window require a full inventory run.

Changes

• CenterofExcellenceCoreComponents/TROUBLESHOOTING-PVA-SYNC.md: Comprehensive troubleshooting guide

  • Quick diagnosis flowchart to identify specific issue patterns
  • Four solution options (full inventory, manual flagging, lookback extension, manual trigger)
  • Advanced troubleshooting for permissions, API throttling, and environment configuration
  • Environment variable reference table

• CenterofExcellenceCoreComponents/README.md: Component overview with troubleshooting links

• ISSUE-ANALYSIS.md: Technical analysis summary documenting flow behavior

Flow Behavior

The Admin | Sync Template v4 (PVA) flow has two modes:

Incremental (default): Syncs only new, recently modified, or manually flagged bots
Full inventory: Syncs all bots regardless of modification date

"Skipped" branches in flow runs are normal conditional logic, not errors.

Solution for Users

Set admin_FullInventory environment variable to Yes, wait for completion, then revert to No.

Code Analysis

Reviewed 2823-line flow definition. No bugs found - flow logic is correct:

• Pagination configured for 100K items
• Retry policies in place (20 retries, exponential backoff)
• Upsert logic correctly uses botid as identifier
• Environment and deletion filters working as intended

This is a user education issue requiring documentation, not a code fix.

Original prompt

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This section details on the original issue you should resolve

<issue_title>[CoE Starter Kit - BUG] Not all bots (power virtual agents) loading into table</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

Not all Copilot Studio agents (bots) are loading into Power BI Dashboard. I've also checked the table directly (admin_pva) and I don't see a handful of bots listed that I know exist. I've checked the flow that I believe fuels this process (Admin | Sync Template v4 (PVA)) and I see successful runs so I'm not sure what the problem is. There were parts of the flow that were skipped so not sure if that's contributing to the problem at all.

Expected Behavior

I expect to see all published bots (no matter the environment) listed in admin_pva

What solution are you experiencing the issue with?

Core

What solution version are you using?

4.50.1

What app or flow are you having the issue with?

Admin | Sync Template v4 (PVA)

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 why not all Copilot Studio (PVA) bots are appearing in the admin_pva table and Power BI dashboard, even though the flow Admin | Sync Template v4 (PVA) shows successful runs with skipped branches. Identify the root cause and recommend steps to ensure all published bots across all environments are synced correctly.”</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] Not all bots (power virtual agents) loading into table #10692

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💡 You can make Copilot smarter by setting up custom instructions, customizing its development environment and configuring Model Context Protocol (MCP) servers. Learn more Copilot coding agent tips in the docs.

[muditagarwal2308]

Approved