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

[bleno123]

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

[harini-2-y]

Hi @bleno123 ,
Thanks for reporting this issue. The behavior you are seeing is expected when the PVA sync flow is running in incremental mode. By default, the Admin | Sync Template v4 (PVA) flow only inventories:
New bots
Bots modified in the last 7 days
Bots manually flagged for inventory
Because of this, older or previously missed bots will not be re‑synced unless a full or expanded inventory is triggered.

To bring all missing Copilot Studio agents into the admin_pva table and the Power BI dashboard, follow these steps:

Option 1: Run a Full Inventory (Recommended)

A full inventory will scan and sync ALL bots across ALL environments, regardless of modification date.

Steps:

1. Navigate to the CoE environment in Power Apps (make.powerapps.com)
2. Go to Solutions → Center of Excellence - Core Components
3. Select Environment Variables from the left navigation
4. Find the environment variable: FullInventory (admin_FullInventory)
5. Update the Current Value to Yes (or true)
6. Wait for the sync flows to run (they are triggered by environment updates)
7. Important: After the full inventory completes, set FullInventory back to No (or false)

Note: Full inventory runs can be resource-intensive and may take several hours to complete for large tenants. Only run full inventory when necessary.

Option 2: Manually Flag Specific Bots for Inventory

If you know specific bots are missing, you can manually flag them for the next sync cycle.

Steps:

1. Navigate to the CoE environment in Power Apps (make.powerapps.com)
2. Go to Tables → PVA (admin_pva)
3. Find the bot record(s) that are missing or need updating
   • If the bot doesn't exist, you may need to create a placeholder record with the admin_botid field
4. Set the Inventory Me (admin_inventoryme) field to Yes (or true)
5. Wait for the next sync cycle to run

Note: This approach only works if the bot record already exists in the inventory table.

Option 3: Increase the Lookback Window

If bots are being modified but the window is too short, you can increase the number of days to look back.

Steps:

1. Navigate to the CoE environment in Power Apps (make.powerapps.com)
2. Go to Solutions → Center of Excellence - Core Components
3. Select Environment Variables from the left navigation
4. Find the environment variable: InventoryFilter_DaysToLookBack (admin_InventoryFilter_DaysToLookBack)
5. Update the Current Value to a larger number (e.g., 30 or 60 days)
6. Wait for the sync flows to run

Note: Increasing this value will cause more bots to be scanned in each sync cycle, which may increase flow execution time and API calls.

Option 4: Trigger Manual Environment Sync

The PVA sync flow is triggered when an environment record is created or updated. You can manually trigger a sync for a specific environment.

Steps:

1. Navigate to the CoE environment in Power Apps (make.powerapps.com)
2. Go to Tables → Environment (admin_environment)
3. Find the environment record that contains the missing bots
4. Open the record and make a small change (e.g., add a note or update a text field)
5. Save the record
6. This will trigger the Admin | Sync Template v4 (PVA) flow for that environment

[SDSTony]

@harini-2-y Thanks for the guidance! I had a similar issue and was able to resolve it by following through the guided steps.

However, for the Option 1: Run a Full Inventory (Recommended), please correct me if I am wrong but based on my understanding since we import the CoE Starter Kit as a managed solution it isn't possible to edit the Environment Variable directly from the Solutions. For example, below is the warning that I receive.

It seems one of the possible ways to edit the Environment Variables is through the CoE Admin Command Center App, which seems to be already documented on Microsoft Learn (https://learn.microsoft.com/en-us/power-platform/guidance/coe/faq#update-coe-starter-kit-specific-environment-variables).

So below is the actual steps I've performed to implement Option 1.

• Navigate to the CoE environment in Power Apps (make.powerapps.com)
• Go to Apps → CoE Admin Command Center
• Go to CoE configurations -> Environment Variables
• Find the environment variable: FullInventory (admin_FullInventory)
• Click on Edit
• Update the Value to Yes and then Save
• Wait for the sync flows to run

Documenting my steps for knowledge sharing purposes.

[bleno123]

@SDSTony I found the steps you did as well and even though I followed it exactly, not all solutions/bots are coming in so I'm not sure what to do at this point.

[SDSTony]

@bleno123 I guess below are some things that I'd like to check.

1. Have you waited until the cloud flows are fully completed? It did take a few minutes for me to complete entirely. I had about 70~80 agents in my tenant. I'm guessing it can take longer if you have more.
2. Do you see some particular feature patterns for the bots that are not showing? Such as all of them belong to certain environment, etc. It could be a starting point for troubleshooting the case.

[harini-2-y]

Dear User,
This issue is being closed as the documentation updates have been completed and the related PR has been squash‑merged.
The merged PR includes the full troubleshooting steps and the complete solution for this issue, which you can review at your convenience.
If you experience any further issues or need additional assistance, please feel free to open a new ticket. We are always here to help and happy to support you.