flowstudio-power-automate-governance

SKILL.md

Power Automate Governance with FlowStudio MCP

Classify, tag, and govern Power Automate flows at scale through the FlowStudio
MCP cached store — without Dataverse, without the CoE Starter Kit, and
without the Power Automate portal.

This skill uses the same store_* tool family as flowstudio-power-automate-monitoring,
but with a different intent: governance writes metadata (update_store_flow)
and reads for audit and classification outcomes. Monitoring reads the same
tools for operational health outcomes. Don't try to memorize which skill
"owns" which tool — pick by what the user is doing. For health checks and
failure-rate dashboards, load flowstudio-power-automate-monitoring instead.

⚠️ Pro+ subscription required. This skill calls store_* tools that
only work for FlowStudio for Teams or MCP Pro+ subscribers.

If the user does not have Pro+ access: the first store_* tool call
will return a 403/404 error. When that happens:

STOP calling store tools

Tell the user governance features require a Pro+ subscription

Link them to https://mcp.flowstudio.app/pricing

Discovery: load tool schemas via the meta-tools rather than tools/list —
call tool_search with query: "skill:governance" for the canonical bundle,
or query: "select:update_store_flow" for a single tool. This skill covers
workflow patterns and field semantics — things tool_search cannot tell you.
If this document disagrees with a real API response, the API wins.

Critical: How to Extract Flow IDs

list_store_flows returns id in format <environmentId>.<flowId>. You must split
on the first . to get environmentName and flowName for all other tools:

id = "Default-<envGuid>.<flowGuid>"
environmentName = "Default-<envGuid>"    (everything before first ".")
flowName = "<flowGuid>"                  (everything after first ".")

Also: skip entries that have no displayName or have state=Deleted —
these are sparse records or flows that no longer exist in Power Automate.
If a deleted flow has monitor=true, suggest disabling monitoring
(update_store_flow with monitor=false) to free up a monitoring slot
(standard plan includes 20).

The Write Tool: update_store_flow

update_store_flow writes governance metadata to the Flow Studio cache
only — it does NOT modify the flow in Power Automate. These fields are
not visible via get_live_flow or the PA portal. They exist only in the
Flow Studio store and are used by Flow Studio's scanning pipeline and
notification rules.

This means:

ownerTeam / supportEmail — sets who Flow Studio considers the
governance contact. Does NOT change the actual PA flow owner.

rule_notify_email — sets who receives Flow Studio failure/missing-run
notifications. Does NOT change Microsoft's built-in flow failure alerts.

monitor / critical / businessImpact — Flow Studio classification
only. Power Automate has no equivalent fields.

Merge semantics — only fields you provide are updated. Returns the full
updated record (same shape as get_store_flow).

Required parameters: environmentName, flowName. All other fields optional.

Settable Fields

Field
Type
Purpose

monitor
bool
Enable run-level scanning (standard plan: 20 flows included)

rule_notify_onfail
bool
Send email notification on any failed run

rule_notify_onmissingdays
number
Send notification when flow hasn't run in N days (0 = disabled)

rule_notify_email
string
Comma-separated notification recipients

description
string
What the flow does

tags
string
Classification tags (also auto-extracted from description #hashtags)

businessImpact
string
Low / Medium / High / Critical

businessJustification
string
Why the flow exists, what process it automates

businessValue
string
Business value statement

ownerTeam
string
Accountable team

ownerBusinessUnit
string
Business unit

supportGroup
string
Support escalation group

supportEmail
string
Support contact email

critical
bool
Designate as business-critical

tier
string
Standard or Premium

security
string
Security classification or notes

Caution with security: The security field on get_store_flow
contains structured JSON (e.g. {"triggerRequestAuthenticationType":"All"}).
Writing a plain string like "reviewed" will overwrite this. To mark a
flow as security-reviewed, use tags instead.

Governance Workflows

1. Compliance Detail Review

Identify flows missing required governance metadata.

1. Ask the user which compliance fields they require
2. list_store_flows
3. For each active flow: split id, call get_store_flow, check required fields
4. Report non-compliant flows with missing fields listed
5. For updates: ask for values, then update_store_flow(...provided fields)

Common compliance fields: description, businessImpact,
businessJustification, ownerTeam, supportEmail, monitor,
rule_notify_onfail, critical. Ask for the user's policy before flagging.

2. Orphaned Resource Detection

Find flows owned by deleted or disabled Azure AD accounts.

1. list_store_makers
2. Filter where deleted=true AND ownerFlowCount > 0
3. list_store_flows → collect all flows
4. For each active flow: split id, get_store_flow, parse owners JSON
5. Match owner principalId against orphaned maker id
6. Reassign governance contact or stop/tag for decommission

update_store_flow does not transfer actual PA ownership; use the admin center
or PowerShell for that. Some orphaned-looking flows are system-generated; tag
them instead of reassigning when appropriate. Store coverage is only as fresh as
the latest scan.

3. Archive Score Calculation

Compute an inactivity score (0-7) per flow to identify cleanup candidates.

1. list_store_flows
2. For each active flow: split id, get_store_flow
3. Add 1 point each: created≈modified, test/demo/temp/copy name, age >12mo,
   stopped/suspended, no owners, no recent runs, complexity.actions < 5
4. Score 5-7: recommend archive; 3-4: tag #archive-review; 0-2: active
5. For confirmed archive: set_live_flow_state(..., "Stopped") and append #archived

Archive via MCP means stop the flow and tag it. Deletion requires the portal or
admin PowerShell.

4. Connector Audit

Audit which connectors are in use across monitored flows. Useful for DLP
impact analysis and premium license planning.

1. list_store_flows(monitor=true)
2. For each active flow: split id, get_store_flow, parse connections JSON
3. Group by apiName; flag Premium tier, HTTP connectors, custom connectors
4. Report inventory to user

Scope to monitored flows where possible; each get_store_flow call costs time.
list_store_connections lists connection instances, not connector usage per
flow. DLP policies are not exposed; ask the user for connector classifications.

5. Notification Rule Management

Configure monitoring and alerting for flows at scale.

Enable failure alerts on all critical flows:
1. list_store_flows(monitor=true)
2. For each active flow: split id, get_store_flow
3. If critical=true and rule_notify_onfail is false, update_store_flow(...,
   rule_notify_onfail=true, rule_notify_email="oncall@contoso.com")

Enable missing-run detection for scheduled flows:
1. list_store_flows(monitor=true)
2. For active Recurrence flows: get_store_flow
3. If rule_notify_onmissingdays is 0/missing, update_store_flow(...,
   rule_notify_onmissingdays=2)

Check monitoring limits before bulk-enabling monitor=true. If no flows have
critical=true, report that as a governance gap before configuring alerts.

6. Classification and Tagging

Bulk-classify flows by connector type, business function, or risk level.

Auto-tag by connector:
1. list_store_flows
2. For each active flow: split id, get_store_flow, parse connections JSON
3. Map apiName values to tags (#sharepoint, #teams, #email, #custom-connector)
4. Read existing store tags, append new tags, update_store_flow(tags=...)

Store tags and description hashtags are separate systems. tags= overwrites
store tags, so read/append/write. Avoid overriding computed tier unless asked.

7. Maker Offboarding

When an employee leaves, identify their flows and apps, and reassign
Flow Studio governance contacts and notification recipients.

1. get_store_maker(makerKey="<departing-user-aad-oid>")
   → check ownerFlowCount, ownerAppCount, deleted status
2. list_store_flows → collect all flows
3. For each active flow: split id, get_store_flow, parse owners JSON
4. Flag flows whose owner principalId matches the departing user's OID
5. list_store_power_apps → filter ownerId
6. For kept flows: update ownerTeam/supportEmail/rule_notify_email; consider
   add_live_flow_to_solution before account deletion
7. For retired flows: set_live_flow_state(..., "Stopped") and tag #decommissioned
8. Report: flows reassigned, flows migrated to solutions, flows stopped,
   apps needing manual reassignment

This changes Flow Studio governance contacts, not actual PA ownership. Power
Apps ownership changes are manual/admin-center work.

8. Security Review

Review flows for potential security concerns using cached store data.

1. list_store_flows(monitor=true)
2. For each active flow: split id, get_store_flow
3. Parse security/connections/referencedResources JSON; read sharingType top-level
4. Report findings; for reviewed flows append #security-reviewed tag

Security signals: security.triggerRequestAuthenticationType, sharingType,
connections, referencedResources, tier. Never overwrite the structured
security field; tag reviewed flows instead.

9. Environment Governance

Audit environments for compliance and sprawl.

1. list_store_environments
   Skip entries without displayName (tenant-level metadata rows)
2. Flag:
   - Developer environments
   - Non-managed environments
   - Environments where service account lacks admin access (isAdmin=false)
3. list_store_flows → group by environmentName
4. list_store_connections → group by environmentName

10. Governance Dashboard

Generate a tenant-wide governance summary.

Efficient metrics (list calls only):
1. total_flows = len(list_store_flows())
2. monitored = len(list_store_flows(monitor=true))
3. with_onfail = len(list_store_flows(rule_notify_onfail=true))
4. makers/apps/envs/conns = list_store_makers/list_store_power_apps/list_store_environments/list_store_connections
5. Compute monitoring %, notification %, orphan count, high-failure count

Detailed metrics (require get_store_flow per flow — expensive for large tenants):
- Compliance %: flows with businessImpact set / total active flows
- Undocumented count: flows without description
- Tier breakdown: group by tier field

Field Reference: get_store_flow Fields Used in Governance

All fields below are confirmed present on the get_store_flow response.
Fields marked with * are also available on list_store_flows (cheaper).

Field
Type
Governance use

displayName *
string
Archive score (test/demo name detection)

state *
string
Archive score, lifecycle management

tier
string
License audit (Standard vs Premium)

monitor *
bool
Is this flow being actively monitored?

critical
bool
Business-critical designation (settable via update_store_flow)

businessImpact
string
Compliance classification

businessJustification
string
Compliance attestation

ownerTeam
string
Ownership accountability

supportEmail
string
Escalation contact

rule_notify_onfail
bool
Failure alerting configured?

rule_notify_onmissingdays
number
SLA monitoring configured?

rule_notify_email
string
Alert recipients

description
string
Documentation completeness

tags
string
Classification — list_store_flows shows description-extracted hashtags only; store tags written by update_store_flow require get_store_flow to read back

runPeriodTotal *
number
Activity level

runPeriodFailRate *
number
Health status

runLast
ISO string
Last run timestamp

scanned
ISO string
Data freshness

deleted
bool
Lifecycle tracking

createdTime *
ISO string
Archive score (age)

lastModifiedTime *
ISO string
Archive score (staleness)

owners
JSON string
Orphan detection, ownership audit — parse with json.loads()

connections
JSON string
Connector audit, tier — parse with json.loads()

complexity
JSON string
Archive score (simplicity) — parse with json.loads()

security
JSON string
Auth type audit — parse with json.loads(), contains triggerRequestAuthenticationType

sharingType
string
Oversharing detection (top-level, NOT inside security)

referencedResources
JSON string
URL audit — parse with json.loads()

Related Skills

flowstudio-power-automate-monitoring — Health checks, failure rates, inventory (read-only)

flowstudio-power-automate-mcp — Foundation skill: connection setup, MCP helper, tool discovery

flowstudio-power-automate-debug — Deep diagnosis with action-level inputs/outputs

flowstudio-power-automate-build — Build and deploy flow definitions