To perfectly align permissions and access in Microsoft Copilot, you must first understand what Copilot can do and see. In doing so, you will also gain a better understanding of what it cannot do and see.

With Copilot, individual users and organisations can leverage the power of a large language model, similar to ChatGPT. This allows for analyses and searches across all files to which you have access. This means that Copilot does not pose a risk by requiring additional permissions, as it is built on the existing permission structure.

When using Microsoft Copilot in a company, every process begins with a user query. This query could involve searching for information, creating documents, or automating routine tasks. Copilot then initiates its queries, searching for all relevant information across all files accessible to the user. Through this access, Copilot can deliver precise results based on internal company data.

The introduction of Microsoft Copilot in companies often reveals unexpected challenges in data management and permissions management. If Copilot inadvertently uncovers security gaps by accessing sensitive data in SharePoint that was hidden before its introduction, significant difficulties can arise. This can result in substantial damage to the company’s reputation, especially if trust in ‘decision-makers’ or the technology itself is undermined.

Consider an example that highlights the risk of using Microsoft Copilot. An accountant analyses salary data for a cost center overview and initially stores this information securely in a folder restricted to accounting. However, for a presentation to the executive team, she copies key salary details into a file placed in a generally accessible folder. While this file would typically be hard to find, Microsoft Copilot might unexpectedly provide answers to the query, “What are my colleagues earning?”, as it has access to the less protected folder.

A significant issue with using technologies like Microsoft Copilot is handling outdated files. For example, consider the folder “Product_Palette_Q3_2023.” This folder is long outdated and employees are aware of this. However, Copilot does not come to this conclusion on its own. 

This can lead to Copilot working from outdated information, which can result in distorted outcomes. Such a situation raises questions about data integrity and highlights the need for more conscientious data maintenance to leverage the value of Microsoft Copilot.

Firstly, it’s important to archive all outdated files to avoid unnecessary confusion. Product lists, customer lists, and documents that are no longer needed should be moved to clearly labeled archives. This process requires a thorough review of existing folder structures to ensure that only relevant data remains in active access. It may be helpful to establish policies for the retention period of different document types to ensure systematic updating and cleaning of the data set. Proper archiving not only improves efficiency but also supports compliance with data protection regulations.

Reviewing the permissions structure is essential to ensure secure access to data and documents. While the tools available in the Microsoft Admin Center provide a good starting point, they may fall short in complex scenarios. We use a third-party tool that helps quickly and clearly adhere to the established policies efficiently. We are happy to assist you in implementing these practices in your company. Contact us for a free initial consultation.

To improve efficiency when searching and organising documents, it is advisable to implement a uniform policy for using tags within the organisation. Tags help to quickly classify and retrieve information, which is particularly beneficial in times of information overload. When developing such a policy, relevant key terms such as project names, department names, or document types, should be defined. It is important to train all employees in the application of this policy to ensure consistent use of tags and to leverage this organisational tool. Copilot will then automatically apply the necessary tags to the information it references, thus preventing the disclosure of misclassified information.

Your permissions and access are now ready for daily work with Microsoft Copilot. Copilot serves as a powerful digital assistant that supports your work processes through automated tasks and intelligent suggestions. This technology offers the potential to optimise workflows and significantly increase productivity. It is crucial that all team members are familiarised with Copilot’s features and capabilities to ensure a successful integration into daily operations. Regular feedback and adjustments will help tailor Copilot effectively to the specific needs of your company. We welcome you to a future where work is made easier and more efficient through intelligent support.