Add documentation for CLEANUP flow data retention behavior

[Copilot]

Users are encountering missing inventory records without understanding that the CLEANUP flow permanently deletes records marked as deleted for >2 months when admin_DeleteFromCoE = "yes" (default). This is working as designed but undocumented.

Changes

Documentation Added

• CLEANUP-FLOW-FAQ.md - Flow behavior, configuration options, and 4 data retention strategies
• TROUBLESHOOTING-MISSING-FLOWS.md - Verification steps, resolution procedures, and prevention strategies
• ISSUE-RESPONSE-CLEANUP-FLOW.md - Technical reference with timeline diagrams and configuration details
• .github/ISSUE_RESPONSE_TEMPLATE_CLEANUP.md - Maintainer template for similar issues

Key Information Documented

Default Behavior:

• Runs weekly (Sunday 12:00)
• Marks deleted resources on first detection
• Permanently deletes after 2-month grace period
• Controlled by admin_DeleteFromCoE environment variable

Solution:
Set admin_DeleteFromCoE = "no" to retain historical records while marking them as deleted.

Updated

• README.md - Added "Common Issues and Troubleshooting" section linking to new docs

Technical Details Verified

Flow analysis confirmed:

• Grace period: interval: 2, timeUnit: "Month" in Get_old_deletes_time action
• Schedule: Weekly recurrence on Sunday at hour 12
• Conditional deletion: Only executes when DeleteFromCoE variable evaluates to true
• Scope: Affects all inventory tables (flows, apps, environments, solutions, connectors, BPFs, PVAs, AI models)

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

We observed that several flows that were present in the CoE Toolkit data about a month ago are no longer visible in the backend Dataverse tables (e.g., admin_flows) or in the CoE dashboard. Upon reviewing our setup, we noticed that the CLEANUP - Admin | Sync Template v4 (Check Deleted) flow is currently enabled.
We need clarification on the following points:

• Does the CLEANUP flow delete rows from the backend Dataverse tables (such as admin_flows) when it detects that a flow has been deleted from the environment?
• How frequently are flows removed from the inventory by this process if user deletes the flow from environment?
• If the answer is yes, is there a recommended approach to retain historical records for reporting purposes?
• Could this behavior explain why previously listed flows are now missing?

Steps Taken

Exported the flow list from CoE Toolkit one month ago.
Compared it with the current data; several flow entries are missing in the admin_flows table.

Expected Behavior

No response

What solution are you experiencing the issue with?

Core

What solution version are you using?

4.50.6

What app or flow are you having the issue with?

LEANUP - Admin | Sync Template v4 (Check Deleted)

What method are you using to get inventory and telemetry?

None

Steps To Reproduce

No response

Anything else?

No response</issue_description>

<agent_instructions>Analyze the issue and troubleshoot with the solution</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 #10641

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