diff --git a/power-platform/admin/TOC.yml b/power-platform/admin/TOC.yml index 9b067015dd..ca9b644645 100644 --- a/power-platform/admin/TOC.yml +++ b/power-platform/admin/TOC.yml @@ -440,8 +440,6 @@ items: - name: Automatic deletion of Power Platform environments href: automatic-environment-cleanup.md - - name: Automatic deletion of inactive Dataverse for Teams environments - href: inactive-teams-environment.md - name: Tenant-to-tenant migrations href: move-environment-tenant.md - name: Geo-to-geo migrations diff --git a/power-platform/admin/about-teams-environment.md b/power-platform/admin/about-teams-environment.md index 1a190ca722..287e3e8dfa 100644 --- a/power-platform/admin/about-teams-environment.md +++ b/power-platform/admin/about-teams-environment.md @@ -330,7 +330,7 @@ For example, you can specify a default policy for all environments except Teams - The **Run diagnostics** feature in the Power Platform admin center for team owners, members, and guests who don't have Microsoft Entra admin roles like Global Admin, or Power Platform Admin assigned, shows an alert that no security roles have been assigned directly to them. Security roles are automatically assigned by the system for Microsoft Teams personas, so this alert can be ignored. ### See also -[Automatic deletion of inactive Microsoft Dataverse for Teams environments (preview)](inactive-teams-environment.md)
+[Automatic deletion of inactive Dataverse for Teams environments](automatic-environment-cleanup.md#dataverse-for-teams-environments)
[Power Apps and Teams](/powerapps/teams/overview)
[Power Automate and Teams](/power-automate/teams/overview)
[Microsoft Copilot Studio and Teams](/power-virtual-agents/teams/fundamentals-what-is-power-virtual-agents-teams)
diff --git a/power-platform/admin/automatic-environment-cleanup.md b/power-platform/admin/automatic-environment-cleanup.md index de257b98c4..f68ff43ab1 100644 --- a/power-platform/admin/automatic-environment-cleanup.md +++ b/power-platform/admin/automatic-environment-cleanup.md @@ -28,7 +28,7 @@ If the subscription for a tenant expires or is deprovisioned, the system marks a > [!TIP] > If you get notifications about exceeding your entitled storage capacity, see [Changes for exceeding storage capacity entitlements](capacity-storage.md#changes-for-exceeding-storage-capacity-entitlements) for actions you can take. -Only production and sandbox environments are affected by the subscription-based automatic cleanup. [Learn about automatic deletion of inactive Microsoft Dataverse for Teams environments](inactive-teams-environment.md). +Only production and sandbox environments are affected by the subscription-based automatic cleanup. [Learn about automatic deletion of inactive Microsoft Dataverse for Teams environments](#dataverse-for-teams-environments). ### Actions you can take if your subscription expires @@ -41,11 +41,47 @@ If the system already deleted an environment, you have a limited window of time ## Inactivity-based cleanup -A cleanup mechanism in Power Platform automatically removes environments that aren't being used. Only default, developer, and [Dataverse for Teams environments](inactive-teams-environment.md) are affected by the activity-based automatic cleanup. +A cleanup mechanism in Power Platform automatically removes environments that aren't being used. Only default, developer, and [Dataverse for Teams environments](#dataverse-for-teams-environments) are affected by the activity-based automatic cleanup. > [!IMPORTANT] > You can't turn off this cleanup mechanism. However, you can review the last activity date for environments in the Power Platform admin center. +### Definition of user activity + +Power Platform calculates a single measure of inactivity for each environment. The measure accounts for all activity by users, makers, and admins across Power Apps, Power Automate, Power Platform, Microsoft Copilot Studio, and Dataverse. + +Most create, read, update, and delete operations on the environment and its resources—that a user, maker, or admin initiates—are considered activity. Visits to the home page, solution explorer, and Power Apps or Power Automate designer aren't considered activity. + +Here are some examples of the types of actions that are considered as activity: + +- **User activity**: Launch an app, launch the environment URL, execute a flow (whether automatic or not), or chat with a Microsoft Copilot Studio bot. +- **Maker activity**: Create, update, or delete an app, flow (both desktop and cloud flows), Microsoft Copilot Studio bot, or custom connector. +- **Admin activity**: Trigger an environment operation such as copy, restore, or reset. + +Activity includes automated behaviors such as scheduled flow runs. For example, if there's no user, maker, or admin activity in an environment, but it contains a cloud flow that runs daily, then the environment is considered active. + +> [!NOTE] +> As of April 20, 2025, Center of Excellence (CoE) toolkit operations—which query data from multiple Dataverse organizations in a customer tenant—are no longer considered as activity by developer organizations. Developer organizations, which were previously only kept active by CoE queries, become inactive unless there's other activity against those developer organizations. + +### Notification recipients + +The following users receive email notifications about inactive environments: + +- System administrators of the environment. + + For Dataverse for Teams environments, the owners of the team paired with the environment are automatically granted the System Administrator role and receive email notifications. Team members and guests don't receive the email notifications. + +- The creator of the environment. +- If environment administrators are no longer part of the tenant, then the tenant administrators are notified. + +### View last user activity of environment +Environment admins can see when an environment was last used by checking the **Last activity** column in the [Power Platform admin center](https://admin.powerplatform.microsoft.com/). The activity for each environment is updated once a day. + +1. Sign in as an admin to the [Power Platform admin center](https://admin.powerplatform.microsoft.com/). +1. In the navigation pane, select **Manage**. +1. In the **Manage** pane, select **Environments**. +1. See **Last activity** column for environment in question. + ## Developer environments Power Platform automatically removes developer environments that aren't being used based on the following schedule. After 30 days of inactivity, the system automatically disables environments. If, after 15 days, you don't [re-enable the environment](#re-enable-a-disabled-environment), the system deletes the environment. You have seven days to [recover the environment](recover-environment.md) once it's deleted. @@ -107,28 +143,39 @@ The environment administrators receive email notifications according to the foll A warning message appears on the **Environments** list page and **Environment** page when the default environment is within 30 days of deletion. -### Definition of user activity +## Dataverse for Teams environments -Power Platform calculates a single measure of inactivity for each environment. The measure accounts for all activity by users, makers, and admins across Power Apps, Power Automate, Power Platform, Microsoft Copilot Studio, and Dataverse. +Power Platform automatically removes [Microsoft Dataverse for Teams environments](about-teams-environment.md) from your tenant that are left inactive. An environment is first disabled after 90 days of inactivity. And then, deleted if administrators don't take any action and the environment is left disabled for 30 days. Administrators have seven days to recover deleted environments. -Most create, read, update, and delete operations on the environment and its resources—that a user, maker, or admin initiates—are considered activity. Visits to the home page, solution explorer, and Power Apps or Power Automate designer aren't considered activity. +A disabled or deleted environment doesn't affect any other Microsoft Teams assets (Teams, channels, SharePoint sites, Teams-connected sites, and so on) and applies only to Dataverse integrations. This cleanup process is automatic. If you no longer need an inactive Dataverse for Teams environment, you don't need to do anything. -Here are some examples of the types of actions that are considered as activity: +Disabling a Dataverse for Teams environment prevents any meaningful use of the environment and its resources. Apps can't be launched, flows are suspended, chatbots can't be interacted with, and so on. -- **User activity**: Launch an app, launch the environment URL, execute a flow (whether automatic or not), or chat with a Microsoft Copilot Studio bot. -- **Maker activity**: Create, update, or delete an app, flow (both desktop and cloud flows), Microsoft Copilot Studio bot, or custom connector. -- **Admin activity**: Trigger an environment operation such as copy, restore, or reset. +Additionally, users and makers aren't notified on the Environment's list page and Environment page when the Dataverse for Teams environment is disabled. -> [!NOTE] -> As of April 20, 2025, Center of Excellence (CoE) toolkit operations—which query data from multiple Dataverse organizations in a customer tenant—are no longer considered as activity by developer organizations. Developer organizations, which were previously only kept active by CoE queries, become inactive unless there's other activity against those developer organizations. +### Timeline for inactive Dataverse for Teams environments -### View last user activity of environment -Environment admins can see when an environment was last used by checking the **Last activity** column in the [Power Platform admin center](https://admin.powerplatform.microsoft.com/). The activity for each environment is updated once a day. +The following table describes the schedule of notifications and actions for Dataverse for Teams environments that are considered inactive. -1. Sign in as an admin to the [Power Platform admin center](https://admin.powerplatform.microsoft.com/). -1. In the navigation pane, select **Manage**. -1. In the **Manage** pane, select **Environments**. -1. See **Last activity** column for environment in question. +| State of Dataverse for Teams | Power Platform action | +| --- | --- | +| 83 days after no [user activity](#definition-of-user-activity) | Send a warning that the environment will be disabled. Update the environment state on the Environments list page and the Environment page. | +| 87 days after no user activity | Send a warning that the environment will be disabled. Update the inactive environment state on the Environments list pages and the Environment page. | +| 90 days after no user activity | Disable the environment. Send a notice that the environment has been disabled. Update the disabled environment state on the Environments list page and the Environment page. | +| 113 days after no user activity | Send a warning that the environment will be deleted. Update the disabled environment state on the Environments list page and the Environment page. | +| 117 days after no user activity | Send a warning that the environment will be deleted. Update the disabled environment state on the Environments list page and the Environment page. | +| 120 days after no user activity | Delete the environment. Send a notice that the environment has been deleted. | + +**Environment state on the Environments list page in Power Platform admin center** +:::image type="content" source="media/inactive-teams-environment/inactive-environment-state.png" alt-text="Screenshot of the Environments list page in Power Platform admin center, with the environment state column highlighted."::: + +**Inactive environment alert on the Environment page in Power Platform admin center** +:::image type="content" source="media/inactive-teams-environment/inactive-environment-state-box.png" alt-text="Screenshot of the inactive environment alert on the Environment page, with the Trigger environment activity checkbox highlighted."::: + +> [!NOTE] +> The **Environment inactive** warning tile only displays if the Dataverse for Teams environment is <= 7 days until disablement. +> +> The **Environment disabled** tile displays anytime a Dataverse for Teams environment is disabled due to inactivity. ## Trigger activity, re-enable, and recover an environment @@ -165,7 +212,6 @@ Once environment administrators receive notification that an environment will be ### Related content [Back up and restore environments](backup-restore-environments.md) -[Automatic deletion of inactive Microsoft Dataverse for Teams environments](inactive-teams-environment.md) [Licensing overview for Microsoft Power Platform](pricing-billing-skus.md) [Microsoft Power Apps and Power Automate licensing guide](https://go.microsoft.com/fwlink/?linkid=2085130) diff --git a/power-platform/admin/inactive-teams-environment.md b/power-platform/admin/inactive-teams-environment.md deleted file mode 100644 index 3f0186ee57..0000000000 --- a/power-platform/admin/inactive-teams-environment.md +++ /dev/null @@ -1,125 +0,0 @@ ---- -title: Automatic deletion of inactive Dataverse for Teams environments -description: Admins can configure an automatic cleanup process that removes inactive Dataverse for Teams environments from their tenants. -author: matapg007 -contributors: - - yingchin - - sericks -ms.component: pa-admin -ms.topic: concept-article -ms.date: 06/13/2025 -ms.subservice: admin -ms.author: matgupta -ms.reviewer: ellenwehrle -search.audienceType: - - admin -ms.custom: - - NewPPAC - - sfi-image-nochange ---- - -# Automatic deletion of inactive Dataverse for Teams environments - -Power Platform provides a cleanup mechanism that automatically removes [Microsoft Dataverse for Teams environments](about-teams-environment.md) from your tenant that are left inactive. An environment is first disabled after 90 days of inactivity. And then, deleted if administrators don't take any action and the environment is left disabled for 30 days. Administrators have seven days to recover deleted environments. - -> [!NOTE] -> To understand automatic deletion of Power Platform environments that aren't Dataverse for Teams environments, go to [Automatic deletion of inactive Power Platform environments](automatic-environment-cleanup.md). - -A disabled or deleted environment doesn't affect any other Microsoft Teams assets (Teams, channels, SharePoint sites, Teams-connected sites, and so on) and applies only to Dataverse integrations. This cleanup process is automatic. If you no longer need an inactive Dataverse for Teams environment, you don't need to do anything. - -Disabling a Dataverse for Teams environment prevents any meaningful use of the environment and its resources. Apps can't be launched, flows are suspended, chatbots can't be interacted with, and so on. - -## Definition of user activity - -Power Platform calculates a single measure of inactivity for each Dataverse for Teams environment. The measure accounts for all activity by users, makers, and admins across Power Apps, Power Automate, Microsoft Copilot Studio, and Dataverse. - -User activities include most create, read, update, and delete operations on environment resources. Most read operations like visits to the home page, solution explorer, and Power Apps or Power Automate designer aren't considered activities. - -Here are some examples of the types of activities that are included in the measure: - -- **User activity**: Launch an app, execute a flow (whether automatic or not), chat with a Microsoft Copilot Studio bot. - -- **Maker activity**: Create, update, or delete an app, flow (desktop and cloud flows), Microsoft Copilot Studio bot, custom connector. - -- **Admin activity**: Environment operations such as copy, delete, back up, recover, reset. - -Activity includes automated behaviors such as scheduled flow runs. For example, if there's no user, maker, or admin activity in an environment, but it contains a cloud flow that runs daily, then the environment is considered active. - -## Notification recipients - -The following users receive email notifications on the schedule described in the timeline: - -- System administrators of the environment. - - A Dataverse for Teams environment is paired with a team in Microsoft Teams. The owners of the team are automatically granted the System Administrator role for the environment. They receive email notifications and can [trigger activity, re-enable, and recover the environment](#trigger-activity-re-enable-and-recover-a-dataverse-for-teams-environment) in the Power Platform admin center. Team members and guests don't receive the email notifications. - -- The creator of the environment. -- If environment administrators are no longer part of the tenant, then the tenant administrators are notified. - -Additionally, users and makers aren't notified on the Environment's list page and Environment page when the Dataverse for Teams environment is disabled. - -## Timeline for inactive Dataverse for Teams environments - -The following table describes the schedule of notifications and actions for Dataverse for Teams environments that are considered inactive. - -| State of Dataverse for Teams | Power Platform action | -| --- | --- | -| 83 days after no [user activity](#definition-of-user-activity) | Send a warning that the environment will be disabled. Update the environment state on the Environments list page and the Environment page. | -| 87 days after no user activity | Send a warning that the environment will be disabled. Update the inactive environment state on the Environments list pages and the Environment page. | -| 90 days after no user activity | Disable the environment. Send a notice that the environment has been disabled. Update the disabled environment state on the Environments list page and the Environment page. | -| 113 days after no user activity | Send a warning that the environment will be deleted. Update the disabled environment state on the Environments list page and the Environment page. | -| 117 days after no user activity | Send a warning that the environment will be deleted. Update the disabled environment state on the Environments list page and the Environment page. | -| 120 days after no user activity | Delete the environment. Send a notice that the environment has been deleted. | - -**Environment state on the Environments list page in Power Platform admin center** -:::image type="content" source="media/inactive-teams-environment/inactive-environment-state.png" alt-text="Screenshot of the Environments list page in Power Platform admin center, with the environment state column highlighted."::: - -**Inactive environment alert on the Environment page in Power Platform admin center** -:::image type="content" source="media/inactive-teams-environment/inactive-environment-state-box.png" alt-text="Screenshot of the inactive environment alert on the Environment page, with the Trigger environment activity checkbox highlighted."::: - -> [!NOTE] -> The **Environment inactive** warning tile only displays if the Dataverse for Teams environment is <= 7 days until disablement. -> -> The **Environment disabled** tile displays anytime a Dataverse for Teams environment is disabled due to inactivity. - -## Trigger activity, re-enable, and recover a Dataverse for Teams environment - -By default, administrators have 30 days to re-enable an environment. An environment disabled for 30 days is automatically deleted. Administrators have seven days to recover a deleted environment. See [Recover a deleted Dataverse for Teams environment](#recover-a-deleted-dataverse-for-teams-environment). - -## Trigger activity for an inactive Dataverse for Teams environment - -1. Sign in to the [Power Platform admin center](https://admin.powerplatform.microsoft.com/). -1. In the navigation pane, select **Manage**. -1. In the **Manage** pane, select **Environments**. -1. On the **Environments** list page, choose an inactive environment. -1. On the **Environment** page, in the **Environment inactive** pane, select **Trigger environment activity**. - -## Re-enable a disabled Dataverse for Teams environment - -1. Sign in to the [Power Platform admin center](https://admin.powerplatform.microsoft.com/). -1. In the navigation pane, select **Manage**. -1. In the **Manage** pane, select **Environments**. -1. On the **Environments** list page, choose a disabled environment. -1. In the **Details** pane, select **Edit**. -1. In the **Edit details** pane, under **Administration mode**, toggle the setting to **Enabled**. -1. Select **Save** to apply the changes. - -## Recover a deleted Dataverse for Teams environment - -1. Sign in to the [Power Platform admin center](https://admin.powerplatform.microsoft.com/). -1. In the navigation pane, select **Manage**. -1. In the **Manage** pane, select **Environments**. -1. On the **Environments** list page, select **Recover deleted environments** in the command bar. -1. On the **Deleted** page, select the environment you want to recover. -1. Select **Continue** to confirm the recovery. -1. Select **Ok** to proceed with the recovery. - -For more information about recovering environments, see [recover environment](recover-environment.md). - -### See also - -[Microsoft Dataverse for Teams environments](about-teams-environment.md)
-[Recover environment](recover-environment.md)
-[Automatic environment cleanup](automatic-environment-cleanup.md) - -[!INCLUDE[footer-include](../includes/footer-banner.md)] diff --git a/power-platform/guidance/coe/after-setup-tenant-hygiene.md b/power-platform/guidance/coe/after-setup-tenant-hygiene.md index a7ec945f5c..e1123dc548 100644 --- a/power-platform/guidance/coe/after-setup-tenant-hygiene.md +++ b/power-platform/guidance/coe/after-setup-tenant-hygiene.md @@ -119,7 +119,7 @@ The **Governance components** of the CoE Starter Kit help you capture business j Learn more: -- [Automatic deletion of inactive Dataverse for Teams environments](/power-platform/admin/inactive-teams-environment) +- [Automatic deletion of inactive Dataverse for Teams environments](/power-platform/admin/automatic-environment-cleanup#dataverse-for-teams-environments) - [CoE Starter Kit – Manage Dataverse for Teams environments](teams-governance.md) ## Secure your environments diff --git a/power-platform/guidance/coe/governance-components.md b/power-platform/guidance/coe/governance-components.md index dfba6a6143..6ebcb001eb 100644 --- a/power-platform/guidance/coe/governance-components.md +++ b/power-platform/guidance/coe/governance-components.md @@ -330,7 +330,7 @@ Learn more about the Microsoft Teams governance process in the CoE Starter Kit: #### Microsoft Teams Admin | Weekly Clean Up of Microsoft Teams environments > [!NOTE] -> Automatically deleting an inactive Dataverse for Teams environment is now part of the Power Platform admin center. Learn more in [Automatic deletion of inactive Microsoft Dataverse for Teams environments](../../admin/inactive-teams-environment.md). +> Automatically deleting an inactive Dataverse for Teams environment is now part of the Power Platform admin center. Learn more in [Automatic deletion of inactive Dataverse for Teams environments](../../admin/automatic-environment-cleanup.md#dataverse-for-teams-environments). > [!IMPORTANT] > This flow deletes environments for which no business justification exists, or where the business justification has been rejected. Environment owners have seven days to provide a business justification before the environment is deleted. diff --git a/power-platform/guidance/coe/setup-teams-components.md b/power-platform/guidance/coe/setup-teams-components.md index 3006b93013..93500f2e9b 100644 --- a/power-platform/guidance/coe/setup-teams-components.md +++ b/power-platform/guidance/coe/setup-teams-components.md @@ -32,7 +32,7 @@ For more information, see [Microsoft Dataverse for Teams environment management] - Sign in to your environment with the [correct identity](setup.md#which-identity-should-i-use-to-install-the-coe-starter-kit). > [!NOTE] -> The Power Platform admin center automatically deletes an inactive Dataverse for Teams environment. Learn more in [Automatic deletion of inactive Microsoft Dataverse for Teams environments](../../admin/inactive-teams-environment.md). +> The Power Platform admin center automatically deletes an inactive Dataverse for Teams environment. Learn more in [Automatic deletion of inactive Dataverse for Teams environments](../../admin/automatic-environment-cleanup.md#dataverse-for-teams-environments). ## Set up the Dataverse for Teams environment management components using the Setup Wizard diff --git a/power-platform/guidance/coe/teams-governance.md b/power-platform/guidance/coe/teams-governance.md index bf1d13ea5b..4d7420527a 100644 --- a/power-platform/guidance/coe/teams-governance.md +++ b/power-platform/guidance/coe/teams-governance.md @@ -19,7 +19,7 @@ search.audienceType: You can take advantage of our philosophy of using Microsoft Power Platform to manage Microsoft Power Platform by building automation to send welcome emails to owners of new [Dataverse for Teams environments](../../admin/about-teams-environment.md) and requesting business justifications for newly created environments. This ensures that central IT teams can effectively engage with the new makers onboarding the platform, and ensure that Dataverse for Teams capacity is used effectively in your tenant and distributed to the most important business use cases. Similar workflows can be used to apply specific data policies to Dataverse for Teams environments as needed, and to invoke cleanup of unused assets to free up capacity for more compelling scenarios in the tenant. > [!IMPORTANT] -> Automatically deleting an inactive Dataverse for Teams environment is now part of the Power Platform admin center. Learn more in [Automatic deletion of inactive Microsoft Dataverse for Teams environments](../../admin/inactive-teams-environment.md). +> Automatically deleting an inactive Dataverse for Teams environment is now part of the Power Platform admin center. Learn more in [Automatic deletion of inactive Dataverse for Teams environments](../../admin/automatic-environment-cleanup.md#dataverse-for-teams-environments). ## Process description @@ -54,7 +54,7 @@ The admin can further decide to approve a business justification, but highlight ## Monitoring and weekly cleanup process > [!NOTE] -> Automatically deleting an inactive Dataverse for Teams environment is now part of the Power Platform admin center. Learn more in [Automatic deletion of inactive Microsoft Dataverse for Teams environments](../../admin/inactive-teams-environment.md). +> Automatically deleting an inactive Dataverse for Teams environment is now part of the Power Platform admin center. Learn more in [Automatic deletion of inactive Dataverse for Teams environments](../../admin/automatic-environment-cleanup.md#dataverse-for-teams-environments). Admins can also monitor inactive Microsoft Teams environments in their tenant and invoke cleanup as appropriate, in addition to having automated cleanup of unused environments in place to free up capacity for more compelling scenarios.