Introduction
Using SharePoint as knowledge source for generative answers in Microsoft Copilot Studio, works by pairing your agent with a SharePoint URL. Microsoft advises companies planning to link SharePoint to Microsoft 365 Copilot to take some crucial preparatory steps:
- Optimize Search in SharePoint
- Prevent Oversharing and Control Access
It’s logic that these steps should be taken. Step 1 is all about data quality. If a human can’t find the information, an AI likely won’t either. Ensuring content is discoverable is essential for Copilot to function effectively. Step 2 is about ensuring data is secure. The risk here is that the AI might surface information it should not access. Being cautious about permissions and sharing settings is critical to safeguarding sensitive data. These steps underline the importance of a careful and deliberate approach to integrating Copilot with SharePoint.
This blog post is not about the “Create an agent” functionality in SharePoint. At Ignite in November 2024, Microsoft announced the general availability of SharePoint agents, enabling users to turn SharePoint sites and documents into scoped agents that are subject matter experts for your business needs. Watch the Youtube movie!
The problems companies face with SharePoint
SharePoint is a powerful tool for content collaboration and data storage within organizations. However, as its usage grows, companies often encounter significant challenges, such as:
- Content Sprawl: The accumulation of unorganized digital content across multiple sites, libraries, and OneDrive accounts makes finding and managing data increasingly difficult.
- Oversharing of Information: Sensitive data can be unintentionally exposed to unauthorized users due to misconfigured permissions or accidental sharing.
- Compliance Risks: Maintaining regulatory compliance becomes complex when data governance policies are not properly enforced.
These issues can hinder productivity, increase security vulnerabilities, and escalate storage costs. Whether you start with ai or not, it should be audited in every company and addressed if necessary. When integrating advanced tools like Microsoft 365 Copilot, these challenges become even more critical.
Risks of connecting Microsoft 365 Copilot to SharePoint
Microsoft 365 Copilot is an AI-driven productivity tool that leverages data from SharePoint, OneDrive, and other Microsoft 365 apps. While it enhances creativity and efficiency, its integration with SharePoint introduces new risks:
- Data Sensitivity in AI Responses: Copilot generates insights and recommendations based on SharePoint data. Without proper governance, confidential or sensitive information may inadvertently surface in Copilot’s outputs.
- Overexposure of Data: Misconfigured sharing settings can lead to users accessing content they shouldn’t see, which could result in data leaks or compliance breaches.
- Inconsistent Data Governance: Without robust policies, the AI may draw from outdated, irrelevant, or misclassified content, reducing the accuracy and reliability of its responses.
- Scalability Challenges: Large organizations face difficulties managing permissions and access at scale, increasing the risk of errors.
Microsoft’s solution: SharePoint Advanced Management
To address these challenges and mitigate risks, Microsoft offers SharePoint Advanced Management, a premium add-on designed to enhance content governance. Here’s how it helps:
1. Prevent Content Sprawl:
SharePoint Advanced Management introduces automated policies for site lifecycle management. Features like inactive site policies identify and manage unused sites, reducing clutter and optimizing storage. AI-driven insights help administrators detect patterns and suggest actions to improve organization.
2. Enhance Data Governance:
- Restricted Sharing and Access Control: Advanced features enable granular control over data access. Administrators can:
- Implement restricted access policies at the site or user level (f.e. disable agent functionality)
- Block downloads and enforce browser-only access for sensitive files.
- Use PowerShell scripts for large-scale governance.
- Permission Monitoring and Reporting: Tools like data access governance reports and site access reviews ensure that permissions are properly configured and sensitive data is not overshared.
3. Optimize Content Lifecycle Management:
Features like site change history and recent admin actions reports allow administrators to track and audit content modifications. Automated workflows ensure that content remains organized, retained, and compliant with regulatory requirements.
Think twice before relying on SharePoint Advanced Management only
Its effectiveness depends heavily on the initial setup and quality of the SharePoint environment.
While SharePoint Advanced Management offers robust solutions to many governance challenges, it is not without its limitations. Manual interventions are often required to ensure content is properly classified and permissions are configured correctly. This complexity can create challenges for organizations lacking the necessary expertise or resources.
Think about a proactive data governance strategy first
Moreover, even with advanced features, the risk of oversharing remains if governance policies are not rigorously enforced or if users bypass established guidelines. These factors highlight the need for continuous monitoring and user education to fully realize the benefits of SharePoint Advanced Management. While it significantly mitigates risks, it’s most effective when integrated into a broader, proactive data governance strategy that aligns with organizational goals.
There Ain’t No Such Thing as a Free Lunch, except if you have the Copilot license for all users
Additionally, organizations must consider the dependency on licensing costs. SharePoint Advanced Management is priced at $3 per user per month, which can add up significantly for large enterprises. Proper licensing management becomes critical to ensure cost efficiency while maintaining full functionality and compliance
Many customers felt they were paying too much for these additional security features. To address concerns and encourage adoption, Microsoft has now decided to include SharePoint Advanced Management as part of the M365 Copilot licence.
Take Action Today
Before you connect your SharePoint to Microsoft 365 Copilot, or enable Agents to your users, reach out to Aigentel. Our team specializes in auditing, governance, strategy, training, change management, and complete setup—ensuring your integration is not only seamless but also secure and tailored to your organization’s needs.
