Policy Agent (Declarative Agent) for Copilot Studio

Summary

A SharePoint-grounded Declarative Agent (DA) built in Microsoft Copilot Studio that provides quick, summary-level answers to policy-related questions across HR, IT, Finance, Legal & Compliance, and other departments. It leverages Microsoft 365 grounding for multi-file referencing across a SharePoint policy site.

Demo

https://github.com/user-attachments/assets/2d68cfe9-1742-472a-ac77-f36d05d009b6

Problem Statement

Employees frequently need quick access to company policies across HR, IT, Finance, and other departments. Common challenges:

• Time wasted searching through multiple SharePoint sites and documents
• Inconsistent answers when policies are spread across different locations
• Inability to get quick summaries without reading entire policy documents
• Lack of multi-file referencing for comprehensive answers

Solution Overview

A Declarative Agent (DA) in Copilot Studio with SharePoint as the primary knowledge source:

Architecture

                    ┌─────────────────────────┐
                    │      User Query         │
                    │  "What is the IT usage  │
                    │       policy?"          │
                    └───────────┬─────────────┘
                                │
                    ┌───────────▼─────────────┐
                    │   Declarative Agent     │
                    │   (Policy Agent DA)     │
                    └───────────┬─────────────┘
                                │
                    ┌───────────▼─────────────┐
                    │   M365 Grounding        │
                    │   - SharePoint Sites    │
                    │   - Graph Knowledge     │
                    └───────────┬─────────────┘
                                │
                    ┌───────────▼─────────────┐
                    │   Summary Response      │
                    │   with Multi-File       │
                    │   References            │
                    └─────────────────────────┘

Technical Details

Sample Prompts

• "What is the company's IT usage policy?"
• "What documents or evidence are required under the health insurance policy?"
• "Summarize the vacation policy for full-time employees"
• "What are the key points in our data protection policy?"

Business Value

Contributors

• Keshav Keshari

Version history

Prerequisites

• Microsoft 365 tenant with Microsoft 365 Copilot and Copilot Studio licenses
• A SharePoint site containing the organization's policy documents
• Microsoft Power Platform CLI (pac)
• (Optional) VS Code Copilot Studio extension for source-control editing

Minimal path to awesome

Import this sample into your Copilot Studio environment using the Power Platform CLI.

• Ensure you are authenticated with pac auth:

  pac auth create --environment <your-env-id>
  pac auth who
  

• From this sample folder, package the unpacked solution into a zip:

  cd samples/mcs-PolicyAgentDA
  
  # Package up the solution. The SRC folder is what gets packed.
  pac solution pack --zipfile PolicyAgentDA.zip --folder ./src
  

• Import into your chosen environment (omit --environment to use the default):

  pac env list
  pac solution import --path ./PolicyAgentDA.zip --environment <your-env-id> --publish-changes --activate-plugins
  

• After import, in Copilot Studio:

  1. Open the Policy Agent (Declarative) in your solution.
  2. Edit the SharePoint knowledge source SharePointSearchSource.0 and point it at the URL of your policy site.
  3. Publish to your channel of choice (Microsoft 365 Copilot, Teams).

Features

This sample extends Microsoft 365 Copilot with an agent that:

• Uses a Declarative Agent grounded on a SharePoint site of policy pages.
• Provides fast deployment with minimal configuration (no custom actions, no flows).
• Returns concise, action-oriented answers with multi-file references.

Folder structure

mcs-PolicyAgentDA/
├── PolicyAgentDA.cdsproj          # MSBuild project (optional, for dotnet build / pipelines)
├── README.md
├── assets/
│   └── demo.mp4
└── src/                           # Produced by `pac solution unpack`
    ├── Other/
    │   ├── Solution.xml
    │   └── Customizations.xml
    ├── bots/
    │   └── cred8_kkEnterprisesPolicyAgent/   # Agent definition + topics, knowledge
    └── botcomponents/             # GPT config, knowledge & topic components

Related resources

• Copilot Studio documentation
• Declarative agents in Microsoft 365 Copilot
• Move copilots between environments (Copilot Studio ALM)
• Power Platform CLI pac solution reference
• VS Code Copilot Studio extension

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