Introduction

This article is intended to help you understand messages received from “CCS Services” with “Note from your Power Platform Admin” in the subject line. The purpose is to explain the messages, why you have received them, and what do you need to do about them.

Explanation

Apps and flows (“apps”) are automatically reviewed within the Power Platform environment. Email requests for ones that haven’t been modified in the last 12 months are sent out to confirm whether they’re still needed to help keep the environment tidy.   

You may receive messages from “CCS Services” with “Note from your Power Platform Admin:” in the subject line if you meet any of the following affiliation, activity, or deprovisioning criteria.

Criteria for receiving messages

• Affiliation
  • You are an owner of an app within the Power Platform Environment
  • You are listed in the “Managed By” attribute for the app’s owner and they have not responded to requests for action within a month
    • If this is incorrect, please contact your HR representative
• Activity
  • Your app has not been modified within the last 12 months
• Deprovisioning
  • You have indicated that the app can be deleted

What the messages say and what should you do about them?

"This app appears to be unused; can we delete?"

You are the owner of an app in the Power Platform environment, and the Last Modified date has exceeded 12 months. You will receive this message weekly until action is taken. Due to configuration limitations, we are unable to use the Last Run date.

What to do if the app is no longer needed

• Create a manual backup of the app
• Click Approve in the email or manually delete the app
  • Clicking Approve will configure a two-week auto-delete date of two weeks. You may receive one or more reminders to back up your app during this time.

What to do if the app is still required

• Click Reject in the email. This will not reset the inactivity timer; you will continue to receive emails until you resave the app.
• Resave the app, even without changes, to reset the inactivity timer and prevent additional emails until the app exceeds 12 months again.

"Your employees have stale Power Platform objects"

You are listed in the “Managed By” attribute for the owner, the owner has not responded to the approval request, and a month has passed since the initial request. You will receive this message weekly until action is taken. If the "Managed By" information is incorrect, please contact your HR representative.

What to do if the owner is still available

• Prompt the owner to respond to the original email or to resave the app with or without changes.

What to do if the owner is no longer available

• Submit a ticket to 4help to have action taken on the app. Please indicate the name of the app and which action you would like to take.
  • Migrate the app to a new owner. This will reset the inactivity timer.
  • Delete the app. You should do a manual backup first before requesting that the app be deleted.

"Reminder to back up your app:"

You are the owner of an app and have requested that it be deleted. Once this approval is given, a two-week auto-delete date is set on the app. You will receive this message periodically until the app is deleted.

What to do 

• If you have not already done so, back up your app. Otherwise, you can ignore the email.

Additional information

No actual action is taken on any app without indication from the owner. However, messages will continue to be delivered until action is taken.

Deleted apps can be recovered for up to 21 days. Please submit a request at Data Recovery Request to begin the process.

An example notification is provided below.