Skip to content

Flow Configuration Guide

Documentation-only — These instructions describe how to manually build each flow in Power Automate designer. This solution does not include exported flow JSON files.

Overview

This guide provides step-by-step instructions for building the six Cross-Tenant External Sharing Governance (CTSG) Power Automate flows. Together, these flows validate tenant isolation settings, detect unauthorized external agent shares, audit Entra cross-tenant access policies, manage external tenant onboarding with dual-approval, remediate unauthorized access, and drive annual review cycles.

Flows to Build:

  1. Validate-TenantIsolation-Daily (Scheduled Cloud Flow)
  2. Detect-ExternalAgentShares-Daily (Scheduled Cloud Flow)
  3. Audit-EntraCrossTenantSettings-Weekly (Scheduled Cloud Flow)
  4. Execute-ExternalTenantOnboarding (Instant Cloud Flow)
  5. Remediate-UnauthorizedExternalAccess (Instant Cloud Flow)
  6. Send-AnnualReviewReminders-Daily (Scheduled Cloud Flow)

⚠️ Option Set Value Reference

All choice/option-set fields in OData expressions use integer values, not string labels. The schema source of truth is scripts/create_ctsg_dataverse_schema.py. This solution uses 0-based option set values. Key mappings:

Option Set Values
fsi_ctsg_approvalstatus 0=Pending, 1=Approved, 2=Expired, 3=Suspended, 4=Revoked
fsi_ctsg_findingstatus 0=Open, 1=Under Review, 2=Remediated, 3=Approved Exception, 4=False Positive
fsi_ctsg_severity 0=Critical, 1=High, 2=Medium, 3=Low
fsi_ctsg_findingtype 0=Unapproved Tenant Isolation Exception, 1=Unapproved Guest Share, 2=Unapproved B2B Access, 3=Tenant Isolation Disabled, 4=Approved Tenant - Review Required
fsi_ctsg_governancelayer 0=Layer 1 (Tenant Isolation), 1=Layer 2 (Entra CTA), 2=Layer 3 (Agent Share)
fsi_ctsg_remediationstatus 0=Pending, 1=Approved for Auto-Remediation, 2=Manually Remediated, 3=Deferred
fsi_ctsg_eventtype 0–16 (see create_ctsg_dataverse_schema.py for full mapping)
fsi_acv_zone 0=Unclassified, 1=Zone 1, 2=Zone 2, 3=Zone 3

Prerequisites

  • All Dataverse tables deployed via create_ctsg_dataverse_schema.py
  • All environment variables configured via create_ctsg_environment_variables.py
  • All connection references created via create_ctsg_connection_references.py
  • Two Managed Identities provisioned (see Prerequisites)
  • agent-registry-automation solution deployed (provides fsi_agentinventory.fsi_zone)
  • unrestricted-agent-sharing-detector solution deployed

Connections Required

Connector Purpose License
Dataverse Read/write governance tables Included
HTTP with Microsoft Entra ID Power Platform Admin API, Graph API, Entra CTA API calls Premium
Microsoft Teams Notifications, Adaptive Cards, daily summaries Included
Approvals Remediation approval, dual-approval tenant onboarding Included
Office 365 Outlook Fallback email notifications Included

Managed Identities

Identity Used By Permissions
MI-CrossTenantReadOnly Flows 1, 2, 3, 6 Read-only access to PPAC API, Graph API, Entra CTA policies
MI-CrossTenantReadWrite Flows 4, 5 Read/write access to PPAC tenant isolation, Entra CTA policies, Graph role assignments

Feature Flag

CRITICAL: Every flow must check the IsCrossTenantGovernanceEnabled environment variable as its first action. If the value is "false", the flow must log a skip event to fsi_crosstenantcomplianceevent with fsi_eventtype = "Feature Flag Skip" and terminate with Cancelled status and message "Cross-Tenant Governance not enabled". This gate prevents API calls before the solution is fully configured.

Flow 1: Validate-TenantIsolation-Daily

Type: Scheduled Cloud Flow Trigger: Recurrence — Daily at 04:00 AM UTC Identity: MI-CrossTenantReadOnly Purpose: Validate Power Platform tenant isolation is enabled and all allow-list entries are approved

Build Steps

  1. Create New Flow
  2. Power Automate → Cloud Flows → Scheduled Cloud Flow
  3. Flow name: Validate-TenantIsolation-Daily

  4. Recurrence: Daily at 04:00 UTC

  5. Check Feature Flag

  6. Action: Environment Variable — Get value
  7. Variable: IsCrossTenantGovernanceEnabled
  8. Condition: Value equals "false"
  9. If true:
    1. Create record in fsi_crosstenantcomplianceevent with fsi_eventtype = "Feature Flag Skip"
    2. Terminate with status Cancelled, message "Cross-Tenant Governance not enabled"

  10. If false: Continue to Step 3

  11. Initialize Variables

  12. timestamp: Expression utcNow()
  13. runId: Expression guid()
  14. findingsCount: Integer 0

  15. tenantIsolationEnabled: Boolean false

  16. Validate API 1 Schema — Tenant Settings

  17. Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://api.powerplatform.com
Microsoft Entra ID Resource URI https://api.powerplatform.com
URI /governance/tenantSettings?api-version=2022-03-01-preview
  • Condition: Response body contains tenantIsolationEnabled property
  • If false (schema validation failed):
    1. Send Teams alert to FlowAdministrators channel: "API Schema Validation Failed — tenantSettings endpoint does not contain tenantIsolationEnabled property. API may have changed."
    2. Create fsi_crosstenantcomplianceevent with fsi_eventtype = "API Schema Validation Failed", fsi_eventdetails = full response body
    3. Terminate with status Failed
  • If true: Continue

Retry Policy: 

{
  "type": "exponential",
  "count": 3,
  "interval": "PT30S",
  "minimumInterval": "PT10S",
  "maximumInterval": "PT5M"
}

  1. Validate API 2 Schema — Cross-Tenant Policies
  2. Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://api.powerplatform.com
Microsoft Entra ID Resource URI https://api.powerplatform.com
URI /governance/crossTenantPolicies?api-version=2022-03-01-preview
  • Condition: Response body value array exists and entries contain tenantId and direction fields

  • If false: Same schema-failure handling as Step 4

  • Check Tenant Isolation Status

  • Condition: tenantIsolationEnabled equals false
  • If true (isolation disabled):
    1. Set findingsCount = findingsCount + 1
    2. Create fsi_externalsharefinding record:
      • fsi_findingtype: "Tenant Isolation Disabled" (Critical)
      • fsi_severity: 0 (Critical)
      • fsi_findingstatus: 0 (Open)
      • fsi_detectedby: "Validate-TenantIsolation-Daily"
      • fsi_governancelayer: 0 (Layer 1 — Tenant Isolation)
      • fsi_remediationstatus: 0 (Pending)
      • fsi_detecteddate: Variable timestamp
      • fsi_remediationnotes: "Power Platform tenant isolation is disabled. All external tenants can access resources without restriction."
    3. Trigger Flow 5 (Remediate-UnauthorizedExternalAccess) with finding ID

  • If false: Continue

  • Get Approved Tenants

  • Action: "List rows" (Dataverse)
  • Table: fsi_approvedexternaltenants
  • Filter: fsi_approvalstatus eq 1

  • Select: fsi_tenantid,fsi_tenantname,fsi_primarydomain,fsi_ppisolationdirection,fsi_approvalstatus

  • Build Approved Tenant Index

  • Action: Select — build a lookup array of approved tenant IDs for quick comparison

  • Map fsi_tenantid → full record (including fsi_ppisolationdirection)

  • For Each Allow-List Entry

  • Action: Apply to each on cross-tenant policy entries from Step 5
  • Concurrency: Set degree of parallelism to 1 (sequential to avoid throttling)

9a. Check Against Approved Registry - Condition: Current entry tenantId exists in approved tenant index - If false (unapproved entry): 1. Increment findingsCount 2. Create fsi_externalsharefinding: - fsi_findingtype: "Unapproved Tenant Isolation Exception" - fsi_severity: 1 (High) - fsi_findingstatus: 0 (Open) - fsi_detectedby: "Validate-TenantIsolation-Daily" - fsi_governancelayer: 0 (Layer 1 — Tenant Isolation) - fsi_remediationstatus: 0 (Pending) - fsi_externaltenanttenantid: Entry tenantId - fsi_remediationnotes: Expression concat('Tenant ', tenantId, ' found in PPAC allow-list but not in approved registry')

9b. Check Direction Match - Condition: Entry direction matches approved record fsi_ppisolationdirection - If false (direction mismatch): 1. Increment findingsCount 2. Create fsi_externalsharefinding: - fsi_findingtype: "Unapproved Tenant Isolation Exception" - fsi_severity: 2 (Medium) - fsi_findingstatus: 0 (Open) - fsi_detectedby: "Validate-TenantIsolation-Daily" - fsi_governancelayer: 0 (Layer 1 — Tenant Isolation) - fsi_remediationstatus: 0 (Pending) - fsi_remediationnotes: Expression concat('Approved direction: ', approvedDirection, '; Actual direction: ', actualDirection)

  1. Create Tenant Isolation Record

    • Action: "Create a new record" (Dataverse)
    • Table: fsi_tenantisolationrecord
    • Fields:
    • fsi_name: Expression concat('TI-Snapshot-', variables('runId'))
    • fsi_isolationenabled: Variable tenantIsolationEnabled
    • fsi_allowlistcount: Length of cross-tenant policy entries
    • fsi_findingscreated: Variable findingsCount
    • fsi_allowlistsnapshot: Full response body from Steps 4 and 5 serialized
    • fsi_auditdate: Variable timestamp

  2. Log Compliance Event

    • Condition: findingsCount equals 0
    • If true:
    • Create fsi_crosstenantcomplianceevent with fsi_eventtype = "Tenant Isolation Validated", fsi_eventdetails = "All allow-list entries match approved tenant registry"
    • If false:
    • Create fsi_crosstenantcomplianceevent with fsi_eventtype = "Tenant Isolation Violation", fsi_eventdetails = Expression concat(variables('findingsCount'), ' finding(s) detected')

Error Handling

Wrap Steps 4–11 in a Scope: Main Logic action. Add a parallel Scope: Catch configured with Run after → Failed, Timed out, Cancelled:

  1. Log error to fsi_crosstenantcomplianceevent with fsi_eventtype = "Flow Error", fsi_eventdetails = error message
  2. Send Teams alert to FlowAdministrators with flow name, run ID, and error details
  3. Terminate with status Failed

Flow 2: Detect-ExternalAgentShares-Daily

Type: Scheduled Cloud Flow Trigger: Recurrence — Daily at 05:00 AM UTC Identity: MI-CrossTenantReadOnly Purpose: Detect guest users with agent role assignments and create findings for unapproved external shares

Build Steps

  1. Create New Flow
  2. Power Automate → Cloud Flows → Scheduled Cloud Flow
  3. Flow name: Detect-ExternalAgentShares-Daily

  4. Recurrence: Daily at 05:00 UTC

  5. Check Feature Flag

  6. Same pattern as Flow 1, Step 2

  7. Initialize Variables

  8. timestamp: Expression utcNow()
  9. runId: Expression guid()
  10. findingsCount: Integer 0
  11. guestsProcessed: Integer 0
  12. internalDomains: Array (empty — populated in Step 4)

  13. guestUserIndex: Object (empty — populated in Step 5)

  14. Get Home Tenant Verified Domains

  15. Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://graph.microsoft.com
Microsoft Entra ID Resource URI https://graph.microsoft.com
URI /v1.0/organization?$select=id,displayName,verifiedDomains

  • Parse response to build internalDomains array from verifiedDomains[].name

  • Get All Guest Users

  • Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://graph.microsoft.com
Microsoft Entra ID Resource URI https://graph.microsoft.com
URI /v1.0/users?$filter=userType eq 'Guest'&$select=id,displayName,mail,userPrincipalName,externalUserState,createdDateTime,creationType&$count=true

Headers: 

{
  "ConsistencyLevel": "eventual"
}

Pagination: The Graph API returns a maximum of 100 users per page. If @odata.nextLink is present in the response, loop with subsequent GET requests until all pages are retrieved.

Retry Policy: 

{
  "type": "exponential",
  "count": 3,
  "interval": "PT30S",
  "minimumInterval": "PT10S",
  "maximumInterval": "PT5M"
}

  1. For Each Guest User — Determine Home Tenant Domain

For each guest user, apply the 5-value detection method using a three-method fallback chain to resolve the guest's home tenant domain.

#### Method 1: EXT# UPN Parsing

  • Condition: userPrincipalName contains #EXT#
  • If true:
    1. Use the rightmost occurrence of #EXT# in the UPN
    2. Parse the substring before #EXT# to extract the original UPN
    3. Extract the domain from the original UPN (substring after the last underscore before @)
    4. Edge cases:
      • Multiple underscores in original UPN → take the last underscore as the domain separator
      • MSA guests (live.com, outlook.com, hotmail.com) → set method1Domain to the extracted domain and flag "MSA origin" in fsi_remediationnotes
      • UPN contains #EXT# more than once → always use the rightmost occurrence
    5. If domain extracted successfully: method1Domain = extracted domain
    6. If extraction fails: method1Domain = null
  • If false: method1Domain = null

#### Method 2: Mail Field

  • Condition: mail field is not null and not empty
  • If true:
    1. method2Domain = domain portion of mail field (substring after @)
    2. Condition: method2Domain is in internalDomains array
      • If true: Discard — this is an internal user, not external. Skip to next guest.
      • If false: method2Domain is a candidate external domain
  • If false: method2Domain = null

#### Method 3: CreationType Confirmation

  • Condition: creationType equals "Invitation"
  • If true: externalOriginConfirmed = true
  • If false: externalOriginConfirmed = false
  • Note: Method 3 confirms external B2B origin but does not independently resolve a domain.

#### Determine homeTenantDomain and fsi_guestdetectionmethod

Use the following decision table to set the final values:

Condition homeTenantDomain fsi_guestdetectionmethod Notes
method1Domain AND method2Domain both not null AND equal method1Domain "Multi-Method Agreed" Highest confidence
method1Domain not null AND method2Domain null method1Domain "EXT# Parsing" —
method1Domain null AND method2Domain not null method2Domain "Mail Field" —
method1Domain AND method2Domain both not null AND NOT equal method2Domain "Mail Field" Append mismatch note to fsi_remediationnotes: concat('UPN domain mismatch: EXT#=', method1Domain, ' vs Mail=', method2Domain)
Both null AND externalOriginConfirmed = true "Unknown" "CreationType" Append note: "B2B origin confirmed via creationType=Invitation but domain could not be resolved"
All methods failed "Unknown" "Unresolved" Append note with all raw field values for manual review; assign conservative High severity

  • Build guestUserIndex mapping id → { displayName, homeTenantDomain, detectionMethod, remediationNotes }

  • Get Approved Tenants

  • Action: "List rows" (Dataverse)
  • Table: fsi_approvedexternaltenants
  • Filter: fsi_approvalstatus eq 1

  • Build approvedTenantIndex keyed by both fsi_primarydomain and fsi_tenantid

  • Get All Power Platform Environments

  • Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://api.powerplatform.com
Microsoft Entra ID Resource URI https://api.powerplatform.com
URI /appmanagement/environments?api-version=2022-03-01-preview
  1. For Each Environment
  2. Action: Apply to each on environments from Step 8
  3. Concurrency: Set degree of parallelism to 5

9a. Get Agents in Environment - Retrieve agent list from the environment's Copilot Studio inventory

9b. For Each Agent - Action: Apply to each on agents

9b-i. Get Agent Role Assignments - Action: HTTP with Microsoft Entra ID - Retrieve role assignments for the current agent - Schema validation: Confirm response contains expected principalId field before processing

9b-ii. For Each Role Assignment

  • Condition: principalId exists in guestUserIndex

  • If true (guest found):

    1. Check Approved Status

      • Look up homeTenantDomain from guestUserIndex
      • Condition: homeTenantDomain exists in approvedTenantIndex
      • If true: Skip — approved external share
      • If false: Continue to create finding

    2. Deduplication Check

      • Query fsi_externalsharefindings for existing Open finding matching same fsi_agentid, fsi_externaltenanttenantid, and fsi_findingtype: 
        fsi_externalsharefindings?$filter=fsi_agentid eq '{agentId}' and fsi_externaltenanttenantid eq '{homeTenantDomain}' and fsi_findingtype eq 1 and fsi_findingstatus eq 0&$top=1
      • If match exists: Update fsi_detecteddate to current timestamp, skip creation

    3. Determine Severity from Agent Zone

      • Query fsi_agentinventory for agent's fsi_zone value: 
        fsi_agentinventorys?$filter=fsi_agentid eq '{agentId}'&$select=fsi_zone&$top=1
      • Apply severity mapping:
      fsi_zone Value Severity Code
      3 (Zone 3) Critical 0
      2 (Zone 2) High 1
      1 (Zone 1) Medium 2
      null or not found High (conservative) 1

    4. Create Finding

      • Action: "Create a new record" (Dataverse)
      • Table: fsi_externalsharefinding
      • Fields:
      • fsi_findingtype: "Unapproved Guest Share"
      • fsi_severity: Severity code from zone mapping
      • fsi_findingstatus: 0 (Open)
      • fsi_detectedby: "Detect-ExternalAgentShares-Daily"
      • fsi_governancelayer: 2 (Layer 3 — Agent Shares)
      • fsi_remediationstatus: 0 (Pending)
      • fsi_agentid: Agent GUID
      • fsi_agentname: Agent display name
      • fsi_environmentid: Environment GUID
      • fsi_externaltenantname: homeTenantDomain from guest index
      • fsi_externaluserupn: Guest userPrincipalName
      • fsi_guestdetectionmethod: Detection method string from Step 6
      • fsi_detecteddate: Variable timestamp
      • fsi_remediationnotes: Any accumulated notes from detection
      • Increment findingsCount

    5. Trigger Flow 5 with finding ID

  • Resolve External Tenant Names

    • For each unique homeTenantDomain in findings, attempt tenant name resolution:
    • Action: HTTP with Microsoft Entra ID
    Parameter Value
    Method GET
    Base Resource URL https://graph.microsoft.com
    Microsoft Entra ID Resource URI https://graph.microsoft.com
    URI /v1.0/tenantRelationships/findTenantInformationByDomainName(domainName='{domain}')
    • If resolution succeeds: Update finding records with resolved tenant name
    • If resolution fails: Do not block — log warning and continue

  • Send Daily Summary

    • Action: Microsoft Teams → Post Adaptive Card in a chat or channel
    • Channel: Environment variable GovernanceTeamChannelId
    • Card: Daily scan summary Adaptive Card (see Teams Adaptive Card Templates — Template 1)

Error Handling

Wrap Steps 4–11 in a Scope: Main Logic. Add parallel Scope: Catch with Run after → Failed, Timed out, Cancelled:

  1. Log error to fsi_crosstenantcomplianceevent
  2. Send Teams alert with flow name, run ID, error details
  3. Terminate with status Failed

Flow 3: Audit-EntraCrossTenantSettings-Weekly

Type: Scheduled Cloud Flow Trigger: Recurrence — Every Monday at 06:00 AM UTC Identity: MI-CrossTenantReadOnly Purpose: Audit Entra ID cross-tenant access (CTA) settings against governance baseline and approved tenant registry

Build Steps

  1. Create New Flow
  2. Power Automate → Cloud Flows → Scheduled Cloud Flow
  3. Flow name: Audit-EntraCrossTenantSettings-Weekly

  4. Recurrence: Week, Monday at 06:00 UTC

  5. Check Feature Flag

  6. Same pattern as Flow 1, Step 2

  7. Initialize Variables

  8. timestamp: Expression utcNow()
  9. runId: Expression guid()
  10. findingsCount: Integer 0
  11. baselineInboundBlocked: Environment variable fsi_CTSG_CTABaselineInboundB2BBlocked
  12. baselineOutboundBlocked: Environment variable fsi_CTSG_CTABaselineOutboundB2BBlocked

  13. baselineDirectConnectBlocked: Environment variable fsi_CTSG_CTABaselineDirectConnectBlocked

  14. Get Default CTA Policy

  15. Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://graph.microsoft.com
Microsoft Entra ID Resource URI https://graph.microsoft.com
URI /v1.0/policies/crossTenantAccessPolicy/default
  • Parse response to capture:
    • b2bCollaborationInbound settings
    • b2bCollaborationOutbound settings
    • b2bDirectConnectInbound settings
    • b2bDirectConnectOutbound settings

Retry Policy: 

{
  "type": "exponential",
  "count": 3,
  "interval": "PT30S",
  "minimumInterval": "PT10S",
  "maximumInterval": "PT5M"
}

  1. Evaluate Default Policy Against Baseline

5a. Check Inbound B2B - Condition: Default inbound B2B isBlocked does NOT match baselineInboundBlocked - If true: 1. Increment findingsCount 2. Create fsi_externalsharefinding: - fsi_findingtype: "Unapproved B2B Access" - fsi_severity: 2 (Medium) - fsi_findingstatus: 0 (Open) - fsi_detectedby: "Audit-EntraCrossTenantSettings-Weekly" - fsi_governancelayer: 1 (Layer 2 — Entra CTA) - fsi_remediationstatus: 0 (Pending) - fsi_remediationnotes: Expression concat('Expected inbound B2B blocked=', baselineInboundBlocked, '; Actual=', actualValue)

5b. Check Outbound B2B - Same pattern — compare against baselineOutboundBlocked - Finding type: "Unapproved B2B Access"

5c. Check Direct Connect - Same pattern — compare against baselineDirectConnectBlocked - Finding type: "Unapproved B2B Access"

  1. Get All Partner CTA Policies
  2. Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://graph.microsoft.com
Microsoft Entra ID Resource URI https://graph.microsoft.com
URI /v1.0/policies/crossTenantAccessPolicy/partners

Pagination: Follow @odata.nextLink if present.

  1. Get Approved Tenants
  2. Action: "List rows" (Dataverse)
  3. Table: fsi_approvedexternaltenants

  4. Filter: fsi_approvalstatus eq 1

  5. For Each Partner Policy Entry

  6. Action: Apply to each on partner policies from Step 6

8a. Check Against Approved Registry - Condition: Partner tenantId exists in approved tenant index - If false (unapproved partner): 1. Increment findingsCount 2. Create fsi_externalsharefinding: - fsi_findingtype: "Unapproved B2B Access" - fsi_severity: 2 (Medium) - fsi_findingstatus: 0 (Open) - fsi_detectedby: "Audit-EntraCrossTenantSettings-Weekly" - fsi_governancelayer: 1 (Layer 2 — Entra CTA) - fsi_remediationstatus: 0 (Pending) - fsi_externaltenanttenantid: Partner tenantId - fsi_remediationnotes: "Partner CTA policy exists for tenant not in approved registry"

8b. Check Scope Against Approval - Condition: Partner entry exists in approved registry but scope exceeds approved level (e.g., approved for inbound-only but outbound also enabled) - If true: 1. Increment findingsCount 2. Create fsi_externalsharefinding: - fsi_findingtype: "Unapproved B2B Access" - fsi_severity: 2 (Medium) - fsi_findingstatus: 0 (Open) - fsi_detectedby: "Audit-EntraCrossTenantSettings-Weekly" - fsi_governancelayer: 1 (Layer 2 — Entra CTA) - fsi_remediationstatus: 0 (Pending) - fsi_remediationnotes: Expression detailing approved vs. actual scope

  1. Create Entra CTA Record
  2. Action: "Create a new record" (Dataverse)
  3. Table: fsi_entractarecord

  4. Fields:

    • fsi_name: Expression concat('CTA-Audit-', variables('runId'))
    • fsi_partnersnapshot: Serialized default policy response from Step 4
    • fsi_partnerentrycount: Count of partner policies from Step 6
    • fsi_findingscreated: Variable findingsCount
    • fsi_auditdate: Variable timestamp

  5. Log Compliance Event

    • Create fsi_crosstenantcomplianceevent:
    • fsi_eventtype: If findingsCount = 0 → "Entra CTA Audited" else "Entra CTA Violation"
    • fsi_eventdetails: Expression concat('Partner policies audited: ', partnerCount, '; Findings: ', findingsCount)

Error Handling

Same scope-based try/catch pattern as Flow 1.

Flow 4: Execute-ExternalTenantOnboarding

Type: Instant Cloud Flow Trigger: Instant — from External Tenant Registry Portal (manual trigger or HTTP request) Identity: MI-CrossTenantReadWrite Purpose: Process external tenant onboarding requests with dual-approval workflow and automatic expiration

Build Steps

  1. Create New Flow
  2. Power Automate → Cloud Flows → Instant Cloud Flow
  3. Flow name: Execute-ExternalTenantOnboarding

  4. Trigger: Manually trigger a flow (or HTTP request trigger from portal)

  5. Check Feature Flag

  6. Same pattern as Flow 1, Step 2

  7. Receive Input Parameters

  8. Parse trigger inputs:

    • requestedTenantId: String (GUID)
    • requestedTenantDomain: String
    • businessJustification: String
    • requestedDirection: Choice (Inbound / Outbound / Both)
    • requestorUpn: String (email)
    • requestorTeam: String

  9. Initialize Variables

  10. timestamp: Expression utcNow()
  11. requestId: Expression guid()
  12. annualReviewDate: Expression addMonths(utcNow(), 12)
  13. securityTeamUpn: Environment variable SecurityTeamUPN

  14. governanceCommitteeUpn: Environment variable GovernanceCommitteeUPN

  15. Input Validation

5a. Validate Business Justification Length - Condition: Length of businessJustification is less than 100 characters - If true: 1. Send notification to requestor: "Business justification must be at least 100 characters. Please resubmit with a detailed explanation." 2. Terminate with status Cancelled

5b. Check for Duplicate Request - Query fsi_approvedexternaltenants: 

fsi_approvedexternaltenants?$filter=fsi_tenantid eq '{requestedTenantId}' and fsi_approvalstatus eq 1&$top=1
- Condition: Record exists (tenant already approved) - If true: 1. Send notification to requestor: "Tenant is already approved. No new request is required." 2. Terminate with status Cancelled

  1. Resolve Tenant Information
  2. Action: HTTP with Microsoft Entra ID
Parameter Value
Method GET
Base Resource URL https://graph.microsoft.com
Microsoft Entra ID Resource URI https://graph.microsoft.com
URI /v1.0/tenantRelationships/findTenantInformationByDomainName(domainName='{requestedTenantDomain}')
  • Capture resolved tenantId and displayName
  • Condition: Resolved tenantId does NOT match requestedTenantId

  • If true: Append mismatch note to approval cards: concat('WARNING: Requested tenant ID (', requestedTenantId, ') does not match resolved tenant ID (', resolvedTenantId, '). Verify before approving.')

  • Create Pending Approval Record

  • Action: "Create a new record" (Dataverse)
  • Table: fsi_approvedexternaltenant

  • Fields:

    • fsi_name: Expression concat('Onboard-', variables('requestId'))
    • fsi_tenantid: requestedTenantId
    • fsi_tenantname: Resolved displayName (or requestedTenantDomain if resolution failed)
    • fsi_primarydomain: requestedTenantDomain
    • fsi_ppisolationdirection: requestedDirection
    • fsi_approvalstatus: 0 (Pending)
    • fsi_businessjustification: businessJustification
    • fsi_notes: requestorUpn (include requestor UPN with prefix "Requestor: ")
    • fsi_requestingteam: requestorTeam
    • fsi_annualreviewdue: Variable annualReviewDate

  • Log Compliance Event

  • Create fsi_crosstenantcomplianceevent with fsi_eventtype = "Tenant Onboarding Initiated", fsi_eventdetails = Expression concat('Tenant: ', requestedTenantDomain, ' requested by ', requestorUpn)

  • Send Parallel Approval Requests

Use a Parallel Branch with two simultaneous approval actions:

Branch A — Security Team Approval: - Action: Approvals → Start and wait for an approval - Approval type: Approve/Reject — First to respond - Title: Expression concat('External Tenant Onboarding — Security Review: ', requestedTenantDomain) - Assigned to: Variable securityTeamUpn - Details: Security attestation Adaptive Card (see Template 4) - Timeout: P10D (10 business days)

Branch B — Governance Committee Approval: - Action: Approvals → Start and wait for an approval - Approval type: Approve/Reject — First to respond - Title: Expression concat('External Tenant Onboarding — Governance Review: ', requestedTenantDomain) - Assigned to: Variable governanceCommitteeUpn - Details: Governance approval Adaptive Card (see Template 5) - Timeout: P10D (10 business days)

  1. Handle Timeout (Either Branch)

    • Configure Run after → Has timed out on both approval branches
    • If timed out:
    • Update fsi_approvedexternaltenant:
      • fsi_approvalstatus: 2 (Expired)
      • fsi_expirynotes: "Approval request expired after 10 business days without response from all required approvers"
    • Log fsi_crosstenantcomplianceevent with fsi_eventtype = "Tenant Expired"
    • Send Teams notification to requestor, security team, and governance committee: "External tenant onboarding request has expired due to incomplete approvals"
    • Terminate with status Cancelled

  2. Evaluate Approval Outcomes

    Condition: Both Branch A AND Branch B outcomes equal "Approve"

    If both approved: 1. Update fsi_approvedexternaltenant: - fsi_approvalstatus: 1 (Approved) - fsi_approvaldate: Expression utcNow() - fsi_approvedby: Expression concat(securityApprover, '; ', governanceApprover) 2. Update PPAC tenant isolation allow-list (if applicable): - Action: HTTP with Microsoft Entra ID — PATCH to add tenant to allow-list 3. Update Entra CTA partner policy (if applicable): - Action: HTTP with Microsoft Entra ID — create or update partner CTA policy 4. Close any open findings for this tenant: - Query fsi_externalsharefindings where fsi_externaltenanttenantid eq '{tenantId}' and fsi_findingstatus eq 0 - Update each to fsi_findingstatus = 2 (Remediated), fsi_assignedto = "Onboarding Approval", fsi_remediationdate = utcNow() 5. Log fsi_crosstenantcomplianceevent with fsi_eventtype = "Tenant Approved" 6. Send Teams notification to requestor: "External tenant onboarding approved"

    If either rejected: 1. Update fsi_approvedexternaltenant: - fsi_approvalstatus: 4 (Revoked) - fsi_expirynotes: Rejection comments from the rejecting approver 2. Log fsi_crosstenantcomplianceevent with fsi_eventtype = "Tenant Revoked" 3. Send Teams notification to requestor with rejection reason

Error Handling

Same scope-based try/catch pattern. For approval actions specifically, configure Run after for both Has failed and Has timed out branches.

Flow 5: Remediate-UnauthorizedExternalAccess

Type: Instant Cloud Flow Trigger: Instant — called from Flow 1, Flow 2, or Registry Portal Identity: MI-CrossTenantReadWrite Purpose: Remediate unauthorized external access findings through approval-gated actions across three layers

Remediation Layers

Layer Scope Action
Layer 3 Individual role assignment Remove guest user's agent role assignment
Layer 2 Entra CTA partner policy Restrict or remove partner CTA configuration
Layer 1 PPAC tenant isolation Remove tenant from allow-list (or defer for manual action)

Build Steps

  1. Create New Flow
  2. Power Automate → Cloud Flows → Instant Cloud Flow
  3. Flow name: Remediate-UnauthorizedExternalAccess

  4. Trigger: Manually trigger a flow (accepts findingId parameter)

  5. Check Feature Flag

  6. Same pattern as Flow 1, Step 2

  7. Retrieve Finding Record

  8. Action: "Get a row by ID" (Dataverse)
  9. Table: fsi_externalsharefinding

  10. Row ID: Trigger input findingId

  11. Check for Duplicate Processing

  12. Condition: fsi_findingstatus is NOT 0 (Open)

  13. If true (already handled):

    1. Log fsi_crosstenantcomplianceevent with fsi_eventtype = "Duplicate Remediation Skipped", fsi_eventdetails = Expression concat('Finding ', findingId, ' already in status ', currentStatus)
    2. Terminate with status Cancelled

  14. Set Status to Under Review

  15. Action: "Update a record" (Dataverse)
  16. Table: fsi_externalsharefinding

  17. Fields:

    • fsi_findingstatus: 1 (Under Review)

  18. Check Finding Type — Tenant Isolation Disabled

  19. Condition: fsi_findingtype equals "Tenant Isolation Disabled"

  20. If true (cannot auto-remediate):

    1. Update finding:
      • fsi_remediationstatus: 3 (Deferred)
      • fsi_remediationnotes: "Tenant isolation cannot be enabled via automation. Manual action required in Power Platform Admin Center → Tenant Settings → Tenant Isolation → Enable."
    2. Send CRITICAL Teams alert to FlowAdministrators and SecurityTeamUPN:
      • Use Adaptive Card with red banner: "CRITICAL: Power Platform tenant isolation is DISABLED"
      • Include manual remediation steps in card body
    3. Log fsi_crosstenantcomplianceevent with fsi_eventtype = "Critical Finding — Manual Remediation Required"
    4. Terminate with status Succeeded (finding remains Open with Deferred remediation)

  21. Send Remediation Approval Request

  22. Action: Approvals → Start and wait for an approval
  23. Approval type: Approve/Reject — First to respond
  24. Title: Expression concat('Remediation Approval: ', fsi_findingtype, ' — ', fsi_externaltenantname)
  25. Assigned to: Environment variable SecurityTeamUPN
  26. Details: Remediation approval Adaptive Card (see Template 2)

  27. Timeout: P3D (3 days)

  28. Handle Approval Response

If Approved:

8a. Layer 3 — Remove Role Assignment - Condition: Finding has associated fsi_agentid and fsi_externaluserupn - If true: - Action: HTTP with Microsoft Entra ID

 | Parameter | Value |
 |-----------|-------|
 | Method | `DELETE` |
 | Base Resource URL | Target environment API |
 | URI | Role assignment deletion endpoint for the specific agent and principal |

 - If DELETE succeeds: Append to `fsi_remediationnotes`: `"Layer 3: Role assignment removed"`
 - If DELETE fails: Log error, continue to Layer 2

8b. Layer 2 — Restrict CTA Partner Policy - Condition: Finding involves an unapproved CTA partner - If true: - Action: HTTP with Microsoft Entra ID

 | Parameter | Value |
 |-----------|-------|
 | Method | `PATCH` |
 | Base Resource URL | `https://graph.microsoft.com` |
 | Microsoft Entra ID Resource URI | `https://graph.microsoft.com` |
 | URI | `/v1.0/policies/crossTenantAccessPolicy/partners/{tenantId}` |

 - Body: Restrict inbound/outbound as appropriate
 - Append to `fsi_remediationnotes`: `"Layer 2: CTA partner policy restricted"`

8c. Layer 1 — PPAC Tenant Isolation - Condition: Finding involves a PPAC allow-list entry - If true: - Attempt to remove tenant from allow-list via PPAC API - If API supports deletion: Execute and log - If API does not support automated removal: Set fsi_remediationstatus = 3 (Deferred) with manual instructions - Append to fsi_remediationnotes: Layer 1 action taken or deferred

8d. Update Finding — Remediated - Action: "Update a record" (Dataverse) - Table: fsi_externalsharefinding - Fields: - fsi_findingstatus: 2 (Remediated) - fsi_remediationstatus: 2 (Manually Remediated) - fsi_assignedto: Approver email - fsi_remediationdate: Expression utcNow()

8e. Log Compliance Event - Create fsi_crosstenantcomplianceevent with fsi_eventtype = "External Share Remediated"

If Rejected:

8f. Update Finding — Deferred - Action: "Update a record" (Dataverse) - Fields: - fsi_remediationstatus: 3 (Deferred) - fsi_remediationnotes: Rejection reason from approver - Finding remains in Open status

8g. Log to Immutable Audit - Create fsi_crosstenantcomplianceevent with fsi_eventtype = "Remediation Rejected", fsi_eventdetails = Rejection reason - This event record serves as the immutable audit trail of the decision

Error Handling

Same scope-based try/catch pattern. For HTTP DELETE/PATCH actions, configure individual Run after → Has failed branches that log the error but continue processing remaining layers.

Flow 6: Send-AnnualReviewReminders-Daily

Type: Scheduled Cloud Flow Trigger: Recurrence — Daily at 07:00 AM UTC Identity: MI-CrossTenantReadOnly Purpose: Send tiered reminder notifications for upcoming and overdue annual reviews of approved external tenants

Reminder Thresholds

Threshold Timing Recipients Deduplication Window
90-day advance 90 days before fsi_annualreviewdue GovernanceTeamEmail + requesting team Check fsi_crosstenantcomplianceevent for matching event in past 30 days
30-day advance 30 days before fsi_annualreviewdue GovernanceTeamEmail + requesting team + GovernanceCommitteeUPN Check fsi_crosstenantcomplianceevent for matching event in past 7 days
Overdue Past fsi_annualreviewdue GovernanceTeamEmail + requesting team + GovernanceCommitteeUPN No deduplication — sends daily until resolved

Build Steps

  1. Create New Flow
  2. Power Automate → Cloud Flows → Scheduled Cloud Flow
  3. Flow name: Send-AnnualReviewReminders-Daily

  4. Recurrence: Daily at 07:00 UTC

  5. Check Feature Flag

  6. Same pattern as Flow 1, Step 2

  7. Initialize Variables

  8. timestamp: Expression utcNow()
  9. today: Expression startOfDay(utcNow())
  10. ninetyDayWindow: Expression addDays(utcNow(), 90)
  11. thirtyDayWindow: Expression addDays(utcNow(), 30)
  12. governanceTeamEmail: Environment variable GovernanceTeamEmail
  13. governanceCommitteeUpn: Environment variable GovernanceCommitteeUPN

  14. remindersQueued: Integer 0

  15. Get All Approved Tenants

  16. Action: "List rows" (Dataverse)
  17. Table: fsi_approvedexternaltenants
  18. Filter: fsi_approvalstatus eq 1

  19. Select: fsi_tenantid,fsi_tenantname,fsi_primarydomain,fsi_annualreviewdue,fsi_notes,fsi_requestingteam

  20. For Each Approved Tenant

  21. Action: Apply to each on approved tenants from Step 4

5a. Evaluate 90-Day Threshold - Condition: fsi_annualreviewdue is less than or equal to ninetyDayWindow AND fsi_annualreviewdue is greater than thirtyDayWindow - If true: 1. Deduplication Check: - Query fsi_crosstenantcomplianceevent: 

fsi_crosstenantcomplianceevents?$filter=fsi_eventtype eq 11 and fsi_externaltenantid eq '{tenantId}' and createdon ge {thirtyDaysAgo}&$top=1
- If reminder already sent in past 30 days: Skip 2. If no recent reminder: - Send Teams notification to governanceTeamEmail and requesting team (fsi_notes): - Use Annual Review Reminder Adaptive Card (see Template 3) - Set urgency indicator: "Upcoming" - Create fsi_crosstenantcomplianceevent with fsi_eventtype = 11 (Annual Review Due), fsi_externaltenantid = fsi_tenantid - Increment remindersQueued

5b. Evaluate 30-Day Threshold - Condition: fsi_annualreviewdue is less than or equal to thirtyDayWindow AND fsi_annualreviewdue is greater than today - If true: 1. Deduplication Check: - Query for "Annual Review Due" events for this tenant in past 7 days - If already sent: Skip 2. If no recent reminder: - Send URGENT Teams notification to governanceTeamEmail, requesting team, AND governanceCommitteeUpn - Use Adaptive Card with urgency: "Urgent" - Create compliance event - Increment remindersQueued

5c. Evaluate Overdue Threshold - Condition: fsi_annualreviewdue is less than today - If true: 1. Create Finding (no deduplication — daily until resolved): - Action: "Create a new record" (Dataverse) - Table: fsi_externalsharefinding - Fields: - fsi_findingtype: "Approved Tenant - Review Required" - fsi_severity: 3 (Low) - fsi_findingstatus: 0 (Open) - fsi_detectedby: "Send-AnnualReviewReminders-Daily" - fsi_governancelayer: 0 (Layer 1 — Tenant Isolation) - fsi_remediationstatus: 0 (Pending) - fsi_externaltenanttenantid: fsi_tenantid - fsi_externaltenantname: fsi_primarydomain - fsi_remediationnotes: Expression concat('Annual review overdue since ', fsi_annualreviewdue, ' for tenant ', fsi_tenantname) 2. Send OVERDUE Teams notification to all three groups (governanceTeamEmail, requesting team, governanceCommitteeUpn) 3. Use Adaptive Card with urgency: "Overdue" and red accent 4. Create compliance event with fsi_eventtype = "Annual Review Overdue"

  1. Check for Expired Onboarding Requests
  2. Query fsi_approvedexternaltenants where fsi_approvalstatus eq 2 (Expired)
  3. This data is for alert banner context only — no remediation actions

  4. If expired requests exist: Include count in daily summary

  5. Log Daily Summary Event

  6. Create fsi_crosstenantcomplianceevent with fsi_eventtype = "Annual Review Completed", fsi_eventdetails = Expression concat('Reminders sent: ', remindersQueued)

Error Handling

Same scope-based try/catch pattern as Flow 1.

Severity Assignment Reference

Finding Type Severity Code
Tenant Isolation Disabled Critical 0
Unapproved Tenant Isolation Exception High 1
Unapproved Guest Share on Zone 3 agent Critical 0
Unapproved Guest Share on Zone 2 agent High 1
Unapproved Guest Share on Zone 1 agent Medium 2
Unapproved Guest Share — zone unknown High (conservative) 1
Unapproved B2B Access setting drift Medium 2
Approved Tenant — Annual Review Overdue Low 3

Note: Zone-based severity is derived from fsi_agentinventory.fsi_zone (from agent-registry-automation). When the zone value is null or the agent is not found in the registry, apply High severity as a conservative default.

Teams Adaptive Card Templates

All cards use Adaptive Cards schema v1.2 with Action.Submit (NOT Action.Execute).

Template 1: Daily Scan Summary

{
  "type": "AdaptiveCard",
  "$schema": "http://adaptivecards.io/schemas/adaptive-card.json",
  "version": "1.2",
  "body": [
    {
      "type": "TextBlock",
      "text": "Cross-Tenant Governance — Daily Scan Summary",
      "weight": "Bolder",
      "size": "Large"
    },
    {
      "type": "TextBlock",
      "text": "${ScanDate}",
      "isSubtle": true,
      "spacing": "None"
    },
    {
      "type": "ColumnSet",
      "columns": [
        {
          "type": "Column",
          "width": "stretch",
          "items": [
            {
              "type": "TextBlock",
              "text": "Findings",
              "weight": "Bolder"
            },
            {
              "type": "TextBlock",
              "text": "${TotalFindings}",
              "size": "ExtraLarge",
              "color": "${FindingsColor}"
            }
          ]
        },
        {
          "type": "Column",
          "width": "stretch",
          "items": [
            {
              "type": "TextBlock",
              "text": "Guests Scanned",
              "weight": "Bolder"
            },
            {
              "type": "TextBlock",
              "text": "${GuestsProcessed}",
              "size": "ExtraLarge"
            }
          ]
        },
        {
          "type": "Column",
          "width": "stretch",
          "items": [
            {
              "type": "TextBlock",
              "text": "Environments",
              "weight": "Bolder"
            },
            {
              "type": "TextBlock",
              "text": "${EnvironmentsScanned}",
              "size": "ExtraLarge"
            }
          ]
        }
      ]
    },
    {
      "type": "FactSet",
      "facts": [
        { "title": "Critical", "value": "${CriticalCount}" },
        { "title": "High", "value": "${HighCount}" },
        { "title": "Medium", "value": "${MediumCount}" },
        { "title": "Low", "value": "${LowCount}" }
      ]
    },
    {
      "type": "TextBlock",
      "text": "Tenant Isolation: ${TenantIsolationStatus}",
      "weight": "Bolder",
      "color": "${TenantIsolationColor}"
    },
    {
      "type": "TextBlock",
      "text": "Run ID: ${RunId}",
      "isSubtle": true,
      "size": "Small"
    }
  ],
  "actions": [
    {
      "type": "Action.OpenUrl",
      "title": "View in Compliance Dashboard",
      "url": "${DashboardUrl}"
    }
  ]
}

Template 2: Remediation Approval Request

{
  "type": "AdaptiveCard",
  "$schema": "http://adaptivecards.io/schemas/adaptive-card.json",
  "version": "1.2",
  "body": [
    {
      "type": "TextBlock",
      "text": "⚠️ Remediation Approval Required",
      "weight": "Bolder",
      "size": "Large",
      "color": "Attention"
    },
    {
      "type": "TextBlock",
      "text": "An unauthorized external access finding requires remediation approval.",
      "wrap": true
    },
    {
      "type": "FactSet",
      "facts": [
        { "title": "Finding Type", "value": "${FindingType}" },
        { "title": "Severity", "value": "${Severity}" },
        { "title": "External Tenant", "value": "${SourceTenantDomain}" },
        { "title": "Agent", "value": "${AgentName}" },
        { "title": "Environment", "value": "${EnvironmentName}" },
        { "title": "Detected", "value": "${DetectedAt}" },
        { "title": "Detection Method", "value": "${GuestDetectionMethod}" }
      ]
    },
    {
      "type": "TextBlock",
      "text": "Proposed Remediation Actions:",
      "weight": "Bolder",
      "spacing": "Medium"
    },
    {
      "type": "TextBlock",
      "text": "${RemediationPlan}",
      "wrap": true
    },
    {
      "type": "TextBlock",
      "text": "Finding ID: ${FindingId}",
      "isSubtle": true,
      "size": "Small"
    }
  ],
  "actions": [
    {
      "type": "Action.Submit",
      "title": "Approve Remediation",
      "data": {
        "action": "approve",
        "findingId": "${FindingId}"
      }
    },
    {
      "type": "Action.Submit",
      "title": "Reject (Defer)",
      "data": {
        "action": "reject",
        "findingId": "${FindingId}"
      }
    }
  ]
}

Template 3: Annual Review Reminder

{
  "type": "AdaptiveCard",
  "$schema": "http://adaptivecards.io/schemas/adaptive-card.json",
  "version": "1.2",
  "body": [
    {
      "type": "TextBlock",
      "text": "🔔 External Tenant Annual Review — ${Urgency}",
      "weight": "Bolder",
      "size": "Large",
      "color": "${UrgencyColor}"
    },
    {
      "type": "TextBlock",
      "text": "The following approved external tenant requires annual review.",
      "wrap": true
    },
    {
      "type": "FactSet",
      "facts": [
        { "title": "Tenant", "value": "${TenantName}" },
        { "title": "Domain", "value": "${PrimaryDomain}" },
        { "title": "Review Due", "value": "${AnnualReviewDue}" },
        { "title": "Days Remaining", "value": "${DaysRemaining}" },
        { "title": "Originally Requested By", "value": "${RequestorUpn}" },
        { "title": "Requesting Team", "value": "${RequestorTeam}" },
        { "title": "Approved Direction", "value": "${ApprovedDirection}" }
      ]
    },
    {
      "type": "TextBlock",
      "text": "${UrgencyMessage}",
      "wrap": true,
      "weight": "Bolder",
      "color": "${UrgencyColor}"
    }
  ],
  "actions": [
    {
      "type": "Action.OpenUrl",
      "title": "Start Review in Portal",
      "url": "${ReviewPortalUrl}"
    }
  ]
}

Urgency values:

Threshold ${Urgency} ${UrgencyColor} ${UrgencyMessage}
90-day Upcoming Default "This tenant's annual review is due within 90 days. Please schedule the review."
30-day Urgent Warning "This tenant's annual review is due within 30 days. Immediate scheduling is recommended."
Overdue Overdue Attention "This tenant's annual review is OVERDUE. A finding has been created. Review and re-approve or revoke access immediately."

Template 4: Tenant Onboarding Security Attestation

{
  "type": "AdaptiveCard",
  "$schema": "http://adaptivecards.io/schemas/adaptive-card.json",
  "version": "1.2",
  "body": [
    {
      "type": "TextBlock",
      "text": "🔐 External Tenant Onboarding — Security Review",
      "weight": "Bolder",
      "size": "Large"
    },
    {
      "type": "TextBlock",
      "text": "A new external tenant onboarding request requires security team approval.",
      "wrap": true
    },
    {
      "type": "FactSet",
      "facts": [
        { "title": "Requested Tenant", "value": "${TenantName}" },
        { "title": "Tenant ID", "value": "${TenantId}" },
        { "title": "Domain", "value": "${PrimaryDomain}" },
        { "title": "Requested Direction", "value": "${RequestedDirection}" },
        { "title": "Requestor", "value": "${RequestorUpn}" },
        { "title": "Requesting Team", "value": "${RequestorTeam}" },
        { "title": "Request Date", "value": "${RequestDate}" }
      ]
    },
    {
      "type": "TextBlock",
      "text": "Business Justification:",
      "weight": "Bolder",
      "spacing": "Medium"
    },
    {
      "type": "TextBlock",
      "text": "${BusinessJustification}",
      "wrap": true
    },
    {
      "type": "TextBlock",
      "text": "${TenantMismatchWarning}",
      "wrap": true,
      "color": "Attention",
      "isVisible": "${ShowMismatchWarning}"
    },
    {
      "type": "TextBlock",
      "text": "Security Attestation Checklist:",
      "weight": "Bolder",
      "spacing": "Medium"
    },
    {
      "type": "TextBlock",
      "text": "By approving, you attest that:\n- The external tenant has been verified\n- Data sharing risks have been assessed\n- The requested direction is appropriate\n- Annual review cadence is accepted",
      "wrap": true
    },
    {
      "type": "TextBlock",
      "text": "Request ID: ${RequestId}",
      "isSubtle": true,
      "size": "Small"
    }
  ],
  "actions": [
    {
      "type": "Action.Submit",
      "title": "Approve — Security Cleared",
      "data": {
        "action": "approve",
        "requestId": "${RequestId}",
        "approvalType": "security"
      }
    },
    {
      "type": "Action.Submit",
      "title": "Reject",
      "data": {
        "action": "reject",
        "requestId": "${RequestId}",
        "approvalType": "security"
      }
    }
  ]
}

Template 5: Tenant Onboarding Governance Approval

{
  "type": "AdaptiveCard",
  "$schema": "http://adaptivecards.io/schemas/adaptive-card.json",
  "version": "1.2",
  "body": [
    {
      "type": "TextBlock",
      "text": "📋 External Tenant Onboarding — Governance Review",
      "weight": "Bolder",
      "size": "Large"
    },
    {
      "type": "TextBlock",
      "text": "A new external tenant onboarding request requires governance committee approval.",
      "wrap": true
    },
    {
      "type": "FactSet",
      "facts": [
        { "title": "Requested Tenant", "value": "${TenantName}" },
        { "title": "Tenant ID", "value": "${TenantId}" },
        { "title": "Domain", "value": "${PrimaryDomain}" },
        { "title": "Requested Direction", "value": "${RequestedDirection}" },
        { "title": "Requestor", "value": "${RequestorUpn}" },
        { "title": "Requesting Team", "value": "${RequestorTeam}" },
        { "title": "Request Date", "value": "${RequestDate}" },
        { "title": "Annual Review Due", "value": "${AnnualReviewDue}" }
      ]
    },
    {
      "type": "TextBlock",
      "text": "Business Justification:",
      "weight": "Bolder",
      "spacing": "Medium"
    },
    {
      "type": "TextBlock",
      "text": "${BusinessJustification}",
      "wrap": true
    },
    {
      "type": "TextBlock",
      "text": "${TenantMismatchWarning}",
      "wrap": true,
      "color": "Attention",
      "isVisible": "${ShowMismatchWarning}"
    },
    {
      "type": "TextBlock",
      "text": "Security Team Status: ${SecurityApprovalStatus}",
      "weight": "Bolder",
      "spacing": "Medium"
    },
    {
      "type": "TextBlock",
      "text": "Governance Review Scope:",
      "weight": "Bolder",
      "spacing": "Medium"
    },
    {
      "type": "TextBlock",
      "text": "By approving, the governance committee confirms:\n- The business relationship justifies cross-tenant access\n- The access direction and scope are appropriate\n- The requesting team accepts responsibility for annual review\n- Regulatory obligations (if applicable) have been considered",
      "wrap": true
    },
    {
      "type": "TextBlock",
      "text": "Request ID: ${RequestId}",
      "isSubtle": true,
      "size": "Small"
    }
  ],
  "actions": [
    {
      "type": "Action.Submit",
      "title": "Approve — Governance Cleared",
      "data": {
        "action": "approve",
        "requestId": "${RequestId}",
        "approvalType": "governance"
      }
    },
    {
      "type": "Action.Submit",
      "title": "Reject",
      "data": {
        "action": "reject",
        "requestId": "${RequestId}",
        "approvalType": "governance"
      }
    }
  ]
}

Testing Checklist

After building all flows:

  • Feature flag check — set IsCrossTenantGovernanceEnabled to "false" and verify all flows terminate gracefully
  • Flow 1 — Run manually; verify fsi_tenantisolationrecord created with snapshot
  • Flow 1 — Disable tenant isolation in test environment; verify Critical finding created
  • Flow 2 — Run manually; verify guest users detected and domain resolution works
  • Flow 2 — Confirm zone-based severity from fsi_agentinventory.fsi_zone
  • Flow 2 — Verify deduplication prevents duplicate Open findings
  • Flow 3 — Run manually; verify fsi_entractarecord created
  • Flow 3 — Modify baseline env var to force drift finding
  • Flow 4 — Submit test onboarding request; verify dual-approval flow
  • Flow 4 — Let approval expire; verify Expired status set
  • Flow 4 — Reject from one approver; verify Revoked status
  • Flow 5 — Trigger with test finding; verify approval card sent
  • Flow 5 — Approve remediation; verify Layer 3 action executed
  • Flow 5 — Test "Tenant Isolation Disabled" path; verify Deferred status
  • Flow 6 — Set review dates to trigger each threshold (90-day, 30-day, overdue)
  • Flow 6 — Verify deduplication prevents repeat 90-day reminders within 30 days
  • Teams Adaptive Cards render correctly in desktop and mobile clients
  • All compliance events logged to fsi_crosstenantcomplianceevent

Troubleshooting

Issue: Graph API returns 403 for guest user queries - Cause: Managed Identity lacks User.Read.All permission - Resolution: Grant User.Read.All (application) permission to MI-CrossTenantReadOnly in Entra ID → App registrations → API permissions

Issue: PPAC tenant settings API returns unexpected schema - Cause: API version may have changed or the api-version parameter is outdated - Resolution: Verify the API version in the URI. Flow 1 Step 4 includes schema validation that alerts FlowAdministrators when the expected property is missing. Update the URI parameter if Microsoft publishes a new API version.

Issue: Guest UPN parsing fails for MSA guests - Cause: Microsoft Account (MSA) guests use live.com, outlook.com, or hotmail.com domains which follow different UPN encoding - Resolution: The 5-value detection method in Flow 2 Step 6 handles MSA guests by flagging them in fsi_remediationnotes. If MSA guests are legitimate in your environment, add their domains to an exclusion list in the flow logic.

Issue: Dual-approval timeout fires before both approvers respond - Cause: The P10D timeout counts calendar days, not business days. Weekends and holidays reduce effective response time. - Resolution: Adjust the timeout value in Flow 4 Step 9 based on your organization's approval SLA. Consider P14D for organizations with slower approval cycles.

Issue: Annual review reminders send repeatedly for the same tenant - Cause: Deduplication check query may not match if fsi_eventdetails content changed between runs - Resolution: Verify the fsi_eventdetails field in the deduplication query uses the exact fsi_tenantid value. The 90-day check uses a 30-day deduplication window; the 30-day check uses a 7-day window.