By 
- Description
Managing Power Automate at scale requires more than visibility — it requires structured governance. As automation grows across environments, maintaining a centralized, reliable inventory becomes critical for compliance, risk management, and operational control. This solution provides an automated, governance-ready framework that delivers tenant-wide flow visibility through scheduled email reporting while maintaining a structured SharePoint inventory for continuous monitoring and oversight.
Power Automate Flow Inventory – Email & SharePoint Governance Solution
Power Automate Flow Inventory is a production-ready governance solution that provides complete visibility into all Power Automate flows across your tenant. It automatically delivers a flow inventory email and logs the data into a centralized SharePoint inventory list, giving admins and CoE teams both instant insights and long-term governance control.
This solution is designed for organizations that run Power Automate at scale and need reliable, automated inventory without manual tracking or maintenance.
The Business Challenge
As Power Automate adoption grows, environments become harder to manage.
Organizations commonly face:
- Hundreds of flows spread across multiple environments
- No centralized system to track flows over time
- Manual SharePoint setup and maintenance
- Duplicate or inconsistent inventory data
- Increased governance and compliance risk
Email-only visibility is no longer enough when audits, reporting, and historical tracking are required.
The Power Automate Governance Solution
This Power Automate Governance Solution combines automated flow discovery with structured SharePoint logging to act as a single source of truth for automation inventory.
Once deployed, the solution runs automatically and keeps your inventory updated without manual intervention.
Two-Step Automated Architecture
Inventory List Provisioning (One-Time Setup)
This one-time setup flow automates the creation and configuration of your SharePoint inventory list, delivering a fully governance-ready solution with zero manual effort:
- Automatically creates the SharePoint inventory list for flow logging
- Provisions all required columns for complete metadata tracking
- Creates custom views (Active, Inactive, and Suspended Flows) with dynamic filters
- Adds relevant columns to each custom view for clear visibility
- Applies column indexing to optimize performance for large datasets
- Implements professional list formatting with dynamic color coding for easy data interpretation
No manual SharePoint configuration is required — just import the solution and run the flow once.
Flow Inventory Email & SharePoint Logging (Recurring)
After provisioning, the main solution:
- Runs automatically on a schedule (default 5:00 AM, configurable)
- Scans all Power Automate environments
- Sends a detailed Power Automate Flow Inventory Email
- Logs inventory data into SharePoint using upsert logic
By the time you start your workday, the inventory is already refreshed.
Key Features
- Tenant-wide Power Automate Flow Inventory
- Automated email-based reporting
- Centralized SharePoint inventory list
- Upsert logic to prevent duplicate records
- Pagination support for large tenants
- Scheduled execution during off-business hours
- Professionally formatted HTML email report
- Uses only standard Power Automate connectors
Solution Architecture & Data Structure (High-Level)
This solution is designed using a structured, governance-first architecture that ensures scalability, performance, and long-term maintainability.
Architecture Overview
The solution consists of two core components:
1. SharePoint Inventory List Provisioning (One-Time Setup)
A provisioning flow that automatically creates and configures a governance-ready SharePoint inventory list.
2. Scheduled Flow Inventory Engine
A scheduled Power Automate flow that:
- Scans flows across environments
- Generates a formatted HTML email report
- Logs and maintains inventory data in SharePoint
- Applies upsert logic to prevent duplicate records
Once deployed, the process runs automatically without manual intervention.
Structured Inventory Data Model
The SharePoint inventory list is automatically provisioned with a structured metadata framework designed for governance visibility.
The list includes:
- Flow Name
- Flow State (Active, Inactive, Suspended)
- Created Date
- Last Modified Date
- Environment Name
- Environment ID
- Flow Unique ID (used as the primary reference key)
This structured approach ensures clean, reliable, and actionable inventory data.
Upsert Logic & Data Integrity
To maintain data accuracy, the solution implements a unique identifier–based upsert mechanism.
This ensures:
- No duplicate records
- Existing flow entries are updated automatically
- Inventory remains clean and consistent over time
Pre-Configured Views for Governance
The inventory list includes ready-to-use views to support operational analysis:
- 01_All Flows
- 02_Active Flows
- 03_Inactive Flows
- 04_Suspended Flows
These views allow administrators to quickly filter and assess automation health across the tenant.
Demo Inventory List With Data
Note:
- In the above inventory list, the entire inventory setup is fully automated — including list creation, column provisioning, dynamic view configuration, and list and column formatting. No manual SharePoint configuration is required.
Demo Inventory Email Report With Data
Power Automate Flow Inventory Email Report
Note: Sample screenshots may show limited flows. Your report will include all flows across all environments in your tenant.
Performance Optimization
The solution automatically applies indexed columns to ensure optimal performance, even in large-scale environments with hundreds or thousands of flows.
List formatting and dynamic state color coding are also applied during provisioning to improve usability and clarity.
No manual SharePoint configuration is required.
Bonus Capability – Additional Governance Value
The one-time Inventory List Provisioning flow is not limited to this solution.
It is built as a parameter-driven provisioning engine that can be reused to automate SharePoint list creation in other business scenarios.
By adjusting input parameters, you can:
- Create new SharePoint lists
- Provision columns dynamically
- Configure custom views
- Apply column indexing for performance
- Apply consistent list formatting and styling
This allows you to replace manual SharePoint list setup with automation, improving:
- Standardization
- Speed
- Governance consistency
- Administrative efficiency
What normally takes 20–40 minutes of manual configuration can now be completed automatically in seconds.
Power Automate Flow Inventory in SharePoint
The SharePoint inventory list provides persistent governance data and supports audits, reviews, and clean-up initiatives.
Each record includes:
- Flow Name
- Flow Status
- Created Date
- Last Modified Date
- Environment Name
- Created By
The built-in unique key ensures records are updated rather than duplicated.
Business Value
- Complete Visibility across all environments
- Stronger Governance & Compliance
- Reduced Administrative Effort
- Audit-Ready Inventory Data
- Scalable Foundation for AI, Copilot, and Power BI reporting
Who Is This Solution For?
- Power Platform Administrators
- Center of Excellence (CoE) Teams
- IT Governance & Compliance Teams
- Organizations using Power Automate at scale
If automation is critical to your business, visibility is essential.
Connectors Used
This solution uses only standard Power Automate connectors included with Microsoft 365.
No premium connectors or additional licensing costs are required.
What’s Included
- ✔️ Power Automate Solution Package (.zip)
- ✔️ Business Value & Solution Overview
- ✔️ Step-by-Step Deployment Guide
- ✔️ License & Usage Rights Documentation
- ✔️ Quick Start (README – Start Here)
Everything required for a smooth, professional deployment.
Download the solution overview PDF before making your purchase
Licensing & Usage
- Licensed for single-tenant use
- Redistribution, resale, or sharing is not permitted
- Full intellectual property ownership remains with the solution owner
Redistribution, resale, or sharing is not permitted.
Frequently Asked Questions (FAQs)
- Does this solution require any premium Power Automate connectors?
No. This solution uses only standard connectors included with Microsoft 365. - Can I customize or extend the flow after purchase?
Yes. The solution is fully editable and can be tailored to your governance needs. - Does it work across all environments in the tenant?
Yes. It retrieves flow inventory from all Power Automate environments your admin account has access to. - Is this suitable for large tenants with hundreds of flows?
Yes. Pagination and large-scale inventory handling are built in. - Is ongoing maintenance required?
No. Once deployed, the solution runs automatically on a schedule.
Support & Assistance
Email-based support is available to assist you during the setup and deployment of this solution after purchase.
If you encounter any issues while importing or configuring the solution, you can reach out to:
📧 support@global-sharepoint.com
Support is focused on:
- Solution import and deployment
- Initial configuration guidance
- Common setup-related issues
This ensures a smooth and confident deployment without unnecessary complexity.
Get Started with Power Automate Flow Inventory
Move beyond manual tracking and email-only visibility.
Establish a centralized, automated, and governance-ready Power Automate Flow Inventory for your organization.
Also Available
If you require email-only reporting without SharePoint logging, you may consider the Flow Inventory Email (Essentials) solution.