Enhance collaboration using agents
Agents created by everyday business users in Microsoft 365 Copilot Chat and SharePoint can be powerful tools that enhance collaboration among team members. They can automate repetitive tasks, provide real-time updates, and integrate seamlessly with other Microsoft 365 tools, such as OneDrive and Microsoft Teams, making it easier for teams to efficiently work together. By using agents, organizations can streamline workflows, reduce manual effort, and improve overall productivity.
Let's explore some of the key ways in which agents in SharePoint and Copilot Chat can enhance collaboration across organizations.
- Real-time assistance:
- SharePoint. SharePoint can provide real-time help by offering suggestions and guidance as users work. For example, a SharePoint agent might recommend relevant documents based on the content you're working on, or provide tips on how to use features like document sharing or task assignment. These agents are easy to use, with no technical setup required.
- Copilot Chat. In Microsoft Teams, Copilot Chat agents assist users by understanding the context of a conversation and offering helpful information. For example, while discussing a project, the agent could suggest related documents or upcoming tasks. These agents can be set up to help with day-to-day tasks without any coding, making it easy for team members to stay on track.
- Enhanced search capabilities:
- SharePoint. SharePoint agents make searching for documents easier by understanding the context of your work. For instance, if you're working on a specific project, the agent can help you find documents related to that project, even if they don’t have the exact keywords you're searching for. These types of tasks are all done through basic search settings that anyone can configure without needing programming skills.
- Copilot Chat. Copilot Chat agents can enhance search by quickly bringing up relevant documents or information during your conversation. For example, while discussing a sales report, the agent can instantly suggest previous reports or files related to that discussion. This search feature is built in and can be easily used by anyone, requiring no technical setup.
- Collaboration and communication:
- SharePoint. SharePoint allows users to configure agents that suit their team’s needs. For example, a project manager can set up task reminders, assign tasks, and create simple notifications to keep the team on track - no coding required.
- Copilot Chat. Copilot Chat agents can be personalized to help with common tasks. For example, users can set up agents to automatically share documents, set reminders for meetings, or track tasks within the chat. These actions can be customized to fit the team’s routine without needing any technical expertise.
- • Configuration and personalization:
- SharePoint. SharePoint agents can be customized to meet the specific needs of a team or project. For example, a project manager can create an agent that tracks project milestones, assigns tasks, and sends notifications based on the project's requirements.
- Copilot Chat. Copilot Chat agents are customizable to a certain degree. Extensive customizations and integrations can sometimes require more development or use of non-Microsoft tools. Customization allows you to create agents that provide tailored support for your workflows, such as an agent that integrates with your CRM system to provide customer insights during a sales call.
- Intelligent search:
- SharePoint. SharePoint agents improve search by helping users find relevant documents based on the context of their work. For example, if you're working on a particular project, the agent can help surface the most relevant documents related to that project, even if you don't have the exact keywords. This smart search is simple to use and requires no coding, just the ability to organize your content effectively within SharePoint.
- Copilot Chat. Copilot Chat agents enhance search by pulling up the most relevant information from multiple sources, like documents, emails, or calendar events, based on the conversation you’re having. For example, while chatting about a report, the agent can suggest past documents or emails that are related to the topic. Users can easily access this intelligent search feature with no coding required—just a few simple setup steps.
Security considerations when using agents to improve collaboration
When implementing agents in SharePoint and Copilot Chat to improve cross-team collaboration, it's essential to consider security and compliance to protect sensitive information. The following key considerations ensure that agents operate within the organization's security policies:
- Permissions management. Ensure that agents respect the permissions established in Copilot Chat, SharePoint, OneDrive, and Teams. This process results in users only having access to content they're allowed to see. For example, if an agent is configured to pull information from multiple sources within SharePoint, it should only retrieve data that the user has permission to access.
- Data privacy. Protect user data by ensuring that agents comply with data privacy regulations such as HIPPA. You can do so by implementing measures to safeguard personal information and providing users with control over their data. For instance, ensure that agents don't store or process personal data beyond what is necessary for their functionality.
- Compliance reviews. Conduct regular security and compliance reviews of agents to identify and address potential vulnerabilities. This process includes reviewing the agent's configuration, data access patterns, and integration with other systems. For example, before deploying an agent, perform a thorough security assessment to ensure that it meets the organization's security standards.
- Centralized administration. Use centralized administration tools to manage agents across environments. You can accomplish this goal by setting up built-in security roles, monitoring agent activity, and enforcing compliance policies. For example, use Copilot Studio to deploy agents securely and manage them across different environments.
- Training and awareness. Educate users about the security features and best practices for using agents. These features and best practices include providing training on how to configure agents securely, recognize potential security threats, and report any suspicious activity. For instance, offer training sessions and resources to help users understand the importance of data privacy and security when using agents.