Mastering Microsoft Copilot Studio – Data Loss Prevention and Governance Tips

Microsoft Copilot Studio empowers organizations to build AI-driven conversational agents with ease. Whether you’re a maker eager to innovate or an admin focused on governance, this guide breaks down the essentials for leveraging Copilot Studio effectively. Based on insights from Microsoft’s technical deep dive, here’s what you need to know.

Licensing: The Foundation of Copilot Studio

Before diving into development, understanding licensing is critical:

• Tenant-Wide Licenses:
  • 25,000 Messages/Month: Ideal for initial deployments, this license covers all Copilot Studio interactions within a tenant.
  • Pay-As-You-Go (PAYG): Scales with usage, billing per message. Requires an Azure subscription for billing integration.
• Maker Licenses:
  • Copilot Studio User License: Free during trial phases, enabling makers to build and test agents without upfront costs.
  • Full Licensing: Post-trial, licenses are assigned via the Microsoft 365 Admin Center at $200/user/month (pricing may vary by region).

Pro Tip: Start with trial licenses to prototype agents, then transition to tenant-wide plans as usage grows.

Getting Started for Makers / Citizen Agents Developers

Step 1: Access Resources

• Official Documentation: Microsoft’s Copilot Studio documentation offers guides on setup, security, and deployment. Key sections include:
  • Creating and sharing agents
  • Integrating data sources (SharePoint, OneDrive)
  • Analyzing agent performance
• Microsoft Learn: Hands-on training modules (e.g., “Build Your First Copilot Agent”) provide structured learning paths. Courses range from 39-minute quickstarts to 3-hour deep dives.

Step 2: Build Your First Agent

1. Use the trial license to access Copilot Studio.
2. Define use cases (e.g., customer support, internal FAQs).
3. Leverage pre-built templates or start from scratch.
4. Connect to data sources (ensure compliance with DLP policies).

Governance for Admins: Control and Compliance

As part of the Power Platform, Copilot Studio inherits its governance framework. Key admin responsibilities include:

Data Loss Prevention (DLP) Policies – and January 2025 Changes!

Configure policies in the Power Platform Admin Center to:

• Block risky connectors: Restrict anonymous authentication or public website access.
• Control channels: Disable Telegram, Facebook, or other integrations if needed.
• Limit data sources: Block SharePoint/OneDrive if agents shouldn’t access internal files.
• Check out News from Copilot Studio January 2025 announcements and changes:
  
  As of January 2025, the default setting for all tenants switched to Soft-Enabled mode. In this mode, published agents can keep running without adhering to DLP (Data Loss Prevention) policies, but any updates to agents impacted by DLP restrictions will be blocked. Additionally, the ability to switch to Disabled mode via the PowerShell module is no longer available. Then, starting in February 2025, the default setting for all tenants will shift to Enabled mode. In Enabled mode, DLP checks will be fully enforced for both active agents and any updates to existing ones. All published agents and their updates will need to comply with the tenant’s defined DLP policies. Now they will prevent the re-publishing of an agent if any DLP policy is violated. These updates are designed to make sure agents created and shared through Copilot Studio remain secure and align with each tenant’s specific DLP guidelines. The PowerShell cmdlet can no longer be used to turn enforcement on or off, and won’t be supported after February 2025.
  
• Copilot Studio connectors can be classified within a DLP policy under the following data groups, which are presented in the Power Platform admin center when reviewing DLP policies: Business, Non-business and Blocked. Read more here

Monitoring and Analytics

• Usage Analytics: Track message consumption, active agents, and user engagement via the Admin Center’s Copilot Studio dashboard.
• Application Insights: Enable real-time logging for debugging and auditing agent behavior.
• Copilot Studio Governance: Talk with us at HanseVision how we can add you to Copilot Studio Private Preview of Rencore Governance
  

Audit Logs with Microsoft Purview

Use Purview’s audit capabilities to:

• Track agent creation/modification.
• Monitor user interactions.
• Filter logs specifically for Copilot Studio activities.

Best Practices for Success

• Start Small: Pilot a single agent (e.g., HR FAQ or IT Support Agent Bot) to refine workflows.
• Train Teams: Encourage makers to complete Microsoft Learn certifications.
• Review Policies Quarterly: Update DLP rules as new connectors or data sources emerge.
• Leverage Templates: Accelerate development with Microsoft’s pre-built solutions.

Conclusion

Microsoft Copilot Studio democratizes AI-powered automation, but success hinges on strategic licensing, robust governance, and continuous learning. By combining maker creativity with admin oversight, organizations can deploy scalable, secure agents that drive efficiency and innovation.

Ready to begin? Explore the Copilot Studio trial and dive into Microsoft Learn’s training modules today.

Contact us at HanseVision about your Entra ID, Copilot, Microsoft Teams and Governance questions