IT Professionals Archive - Microsoft Power Platform Blog http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/ Innovate with Business Apps Tue, 01 Apr 2025 20:41:34 +0000 en-US hourly 1 Real-time data warehousing with Microsoft Dataverse and Fabric zero-copy integration http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/dataverse-and-fabric-zero-copy-integration/ Mon, 31 Mar 2025 15:00:00 +0000 Unlock the full potential of your data with Dataverse—the secure, scalable business apps and data platform behind Microsoft Copilot Studio, Power Apps and Dynamics 365—is now natively integrated with Microsoft Fabric, the industry-leading big data and analytics platform

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For too long, organizations have struggled to unlock the full potential of their data. Obtaining relevant insights required building complex data pipelines, managing expensive infrastructure, and waiting for stale reports with limited value. The promise of AI agents that act in the moment, on real-time data has been real but out of reach for many due to cost, complexity, and technical overhead.

That changes now.

Dataverse—the secure, scalable business apps and data platform behind Microsoft Copilot Studio, Power Apps, and Dynamics 365—is now natively integrated with Microsoft Fabric, the industry-leading big data and analytics platform. This seamless, zero-copy, real-time integration allows organizations to combine operational and analytical data instantly, without replication or ETL. As your data gets updated in Dataverse, data professionals see latest data continuously updated in Fabric. No need to build and manage complex data integrations.

Fabric + Dataverse Better Together

Copilots in Fabric can create rich reports, discover hidden trends, or re-shape data for even more insights – your employees get to harness the power of data, without requiring the organization to seek expert assistance. 

Organizations can act on these insights immediately by building Power Apps, automating workflows in Power Automate, or creating real-time Fabric data agents to drive decisions and actions across the business. It’s a direct path to operational intelligence. 

There’s no need to invest in third-party connectors, spin up big-budget integration projects, or provision heavy infrastructure, no need for ongoing monitoring and maintenance. Organizations can get started with a fully functional trial, pay only for the data they use, and scale as they grow. Most organizations find this approach to be significantly more cost-effective than exporting data and building data warehouses with data pipelines. 

The feature at the center of this transformation is Link to Fabric in the Power Apps maker portal, which enables real-time connectivity between Dataverse, Power Platform, and Microsoft Fabric without data movement. 

Since launching Link to Fabric in general availability in November 2023, thousands of organizations have adopted the Link to Fabric feature—and it just keeps getting better. Thanks to enhancements in Microsoft’s managed compute infrastructure, we are announcing faster data refreshes for updates in Dataverse in Fabric within a few minutes, delivering near real-time operational insights without impacting critical transactional real-time workloads. This capability will rollout to existing customers in the coming weeks. Businesses eager to participate in the early adoption of this cutting-edge technology can join the forum at aka.ms/FabricLinkforDynamics.

We are also excited to announce Mirrored Dataverse in private preview, a native experience in Fabric which enables data professionals to securely activate Link to Fabric feature in Dataverse from any Fabric workspace, and to combine all their business data with analytical data in Microsoft OneLake. Register for preview at https://aka.ms/MirroredDataverse.

Mirrored Dataverse

Using OneLake as a unified data foundation, an organization can: 

  • Mirror Dataverse into Fabric for secure, instant access—no ETL or replication required 
  • Use shortcuts to automate data assimilation from other clouds, such as Amazon and Google, without physically moving it 
  • Transform data its own way using low-code tools like Dataflows or advanced capabilities like Spark notebooks and Data Factory 
  • Bring SQL skills along for the ride. Fabric speaks T-SQL, so existing scripts and stored procedures are fully supported. 

With Dataverse and Fabric working seamlessly together, business and analytical data are unified, updated in real-time, and available for insights at all times. 

Unlock real time insights and actions with Fabric data agents

While real-time operational dashboards are an important first step, organizations can also harness the power of AI driven data agents to achieve real-time insights and action. Data professionals in Fabric can leverage real-time data integrations and create Fabric data agents (previously known as Fabric AI Skills). These agents act like an AI-powered data analyst—deeply familiar with your unique business data and ready to reason, answer questions, surface insights, or run exploratory research on your behalf. 

Dataverse Data Agent

There’s no need to source, train, or manage models – just select the data (live from Dataverse via Link to Fabric or any connected source) and the agent is ready. It’s a faster track to building intelligence into operations without requiring advanced AI expertise. 

And just like the rest of the Fabric and Dataverse integration, it’s designed for speed, simplicity, and scale. Organizations can launch a fully functional trial in hours, with no upfront cost, and pay only for the data they use. This fully managed experience means no complex configurations and no disruption to existing workloads. In fact, most customers report a modest 10% increase in all-up data size managed after enabling the feature in production—delivering powerful AI capabilities at a fraction of the cost of traditional real-time data warehouse solutions. 

Using Link to Fabric feature in Dataverse and Fabric Data warehouse, we simplified setup and configuration process, eliminating the need for multiple tools and streamlined data integration, making it easier to monitor and troubleshoot issues.

The transition also removed several data copy steps enhancing efficiency and reducing processing times from 30-40 minutes to 2-3 minutes. This means, our business gets critical data and reports much sooner, and the reports and tasks run much faster. By consolidating all our services into Fabric, we reduced the costs of our data warehouse by over 50% each month.

Lekha Kannoju, Sr. Manager of Business Intelligence, Global IT | CRC Industries, Inc. 

Take action

With business and analytical data now unified in real time, it’s easier than ever to turn insights into impact. Build responsive Power Apps, automate business processes, and empower teams to act confidently—using the freshest data from across your organization via Fabric OneLake. 

Get started today 

Whether you’re a data professional, a low-code maker, or just curious about what’s possible—there’s never been a better time to explore real-time intelligence with Dataverse and Fabric. 

Learn more

Try real-time data warehousing with Link to Fabric today:  

Join the Mirrored Dataverse in private preview. Sign up now at https://aka.ms/MirroredDataverse

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Knowledge in Microsoft Copilot Studio http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/knowledge-in-microsoft-copilot-studio/ Thu, 27 Mar 2025 20:55:00 +0000 As AI changes the ways we work, traditional workflows are getting reimagined as business process-oriented agents. In the same vein, enterprise data becomes valuable knowledge that agents can use to extend the range of functionality.

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What’s Under the Hood: RAG in Action for your enterprise knowledge.

Microsoft Copilot Studio enables the integration of various enterprise systems into your agents, with built-in security, governance, and unified validation experiences. It supports productivity data from Office applications, line-of-business data from sources such as Dataverse (Microsoft 365 Dynamics), Salesforce, ServiceNow, and local files. For a more detailed overview of supported knowledge sources and configuration, read the overview of different knowledge sources supported by Copilot Studio.

Knowledge in Copilot Studio

Enterprise data is used to ground your agents in your organization’s knowledge, ensuring accurate and relevant information. This process is known as Retrieval Augmented Generation (RAG). This document provides an in-depth look at how your data from enterprise systems is transformed into knowledge through RAG on the data sources mentioned below: 

  • Files – Using built-in semantic index of Copilot Studio 
  • Enterprise Systems – Dataverse Tables and Azure SQL, Azure AI Search index, Salesforce, ServiceNow, and more) through 1,400+ Power Platform connectors or leveraging Microsoft 365 semantic index created by Microsoft Graph connections

Files

Uploading files as knowledge helps makers enrich their agents with additional data, augmenting the LLM’s knowledge and grounding the agent in specific information provided by the maker. Makers can upload a variety of files (see types and limits here) which are semantically indexed as vector embeddings and then used as knowledge for agents. This knowledge used in agents can then be shared with authenticated and unauthenticated users of the agent.  

Unstructured Knowledge Sources

To improve agent’s responses, uploaded files are chunked into smaller pieces for faster processing and vector-indexed to provide semantic match with the user query. They are stored automatically in a built-in store for the agent. Indexing time depends on the file size. When a user queries through an agent, the Copilot Studio orchestrator uses the relevant chunks that match the query, and then the LLM summarizes the top chunks. 

Enterprise Systems

Ensuring secure access to knowledge sources is critical for managing and harnessing enterprise data effectively. The data in the enterprise systems are accessed in the context of the end user and the end user always get to view the current data in the tables, based on the security roles assigned to them. Also, when a modification is made to the underlying data in these tables, by any application, user or the agent, these changes are reflected in real time to the next query from the agent! 

Enterprise sources such as Dataverse tables contain data from Dynamics 365 business applications (i.e. Sales, Marketing, Finance) and custom business data useful for LOB agents. Makers can use existing Dataverse tables or create new tables via Data Workspace to provide knowledge for agents. Such new tables can be populated from Excel files, SharePoint lists and external systems using Dataflows built on Power Query

When Dataverse is used as Knowledge, the user’s query is translated into runtime query against Dataverse. The data and metadata in these tables are semantically indexed and vector embeddings help with linking the objects in the user query to schema elements and annotation of values. These annotations, along with synonyms and glossaries provided by the maker, determine the relevant columns to be used while generating a PowerFX query from the natural language. Synonyms and Glossaries are provided by the maker, inside Microsoft Copilot Studio while adding Dataverse tables to provide more business and organizational context to the models being used to fetch relevant knowledge. Thus, you can see why synonyms and glossaries play a big role in getting quality responses for queries from agent. At runtime, the rich Dataverse security model is enforced including table, row and column security. This means that the end-user will only be seeing the records which they have access to. The entire end to end process is illustrated below.

Copilot Studio to Dataverse

Other Enterprise sources

For other enterprise systems such as Salesforce, ServiceNow, Zendesk, and Azure SQL Server, the real-time RAG approach is implemented. In this approach, data from these enterprise sources are never ingested or indexed, but instead we leverage the metadata to generate a real-time query based on table and column names. Also in this model, customers do not have to worry about adding any additional layer of security within Copilot Studio. Copilot Studio uses only metadata, such as table and column names, when sources are selected, to create an index. The connectivity is established using the low code Power Platform connectors. When end-users use the agent, they are prompted to sign-in to establish a connection to the external system ensuring that they have the appropriate permissions to access the data, thereby establishing a secure link to access the knowledge needed, in real-time, for providing answers.

Security

When developing agents that are grounded on diverse knowledge sources, data security becomes a shared responsibility among the makers and administrators alike. 

When utilizing Copilot Studio to build agents, makers have the tooling available to implement robust security measures and adhere to best practices, creating intelligent solutions that are both powerful and secure while meeting the highest compliance standards. Adopting secure-by-default practices is essential; makers should ensure that agents are authenticated to restrict access exclusively to authorized users. Additionally, minimizing data exposure by connecting agents only to the necessary knowledge sources helps reduce risks and limits the overall attack surface. Implementing role-based access controls ensures that users receive only the permissions they require, preventing inadvertent overprivileged access to sensitive data. Continuous monitoring of access and usage aids in the prompt detection of any unusual or unauthorized activities, and regular security audits are vital to gain insight into discrepancies and anomalies that could indicate business concerns or suspected security violations. Before deploying to production environment, makers must conduct comprehensive compliance checks to ensure alignment with organizational policies and regulatory standards. 

Managed Security

Administrators play an equally crucial role in governing knowledge sources by leveraging managed security capabilities. These controls help protect data from threats, regulate access, prevent data exfiltration, and support custom encryption policies that reflect the organization’s requirements. By applying tailored data policies to systems such as SharePoint, public websites, or document repositories, administrators can ensure that connectors and API endpoints are used securely by developers building agents. Monitoring and analytics in the Power Platform admin center provide detailed insights into how resources—such as Dataverse—are accessed and utilized. Features like IP firewalls, IP cookie binding, and managed identities for Dataverse plug-ins further guarantee that only authorized users can access critical organizational resources. Moreover, robust compliance measures, including functionalities like Customer Lockbox and comprehensive auditing support for activities performed by makers, users, and administrators—further ensure that you get insights into organizational data events and streamline implementing industry regulations. 

We are continuously raising the bar on security and governance around data and knowledge that is being used by agents. To learn more about these features, see IT Governance Controls for Your Copilot agents – Microsoft Power Platform Blog 

Conclusion

Copilot Studio provides a robust and secure platform for building custom agents, using various RAG techniques for your enterprise systems. If you have not yet created an agent using Microsoft Copilot Studio, why wait? Start building your agents using Copilot Studio today, and experience how your enterprise data can be converted to knowledge for agents securely with a no-code seamless experience. Your data security is our top priority, allowing you to focus on creating exceptional, intelligent agents that meet your enterprise needs. 

Learn more about Microsoft Copilot Studio + Microsoft Dataverse:

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Introducing Managed Availability for Power Platform http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/introducing-managed-availability-for-power-platform/ Wed, 12 Mar 2025 16:43:53 +0000 Enterprise Grade Reliability and Availability for Mission Critical Workloads In a world where every second of downtime can mean lost revenue, disrupted operations, and frustrated users, high availability isn’t optional—it’s mission-critical. In an era where AI-driven agents power mission-critical workflows, ensuring always-on availability is essential for business continuity. Traditional backup and restore strategies are reactive,

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Enterprise Grade Reliability and Availability for Mission Critical Workloads

In a world where every second of downtime can mean lost revenue, disrupted operations, and frustrated users, high availability isn’t optional—it’s mission-critical. In an era where AI-driven agents power mission-critical workflows, ensuring always-on availability is essential for business continuity. Traditional backup and restore strategies are reactive, slow, and no longer sufficient for modern enterprises that demand instant failover, automated resilience, and no disruption.

Managed availability for Microsoft Dynamics 365 and Microsoft Power Platform is a set of capabilities designed to ensure continuous uptime, seamless failover, and enterprise-grade resilience for mission-critical applications and AI workloads. Built on Azure, these capabilities safeguard business operations against failures, outages, and disruptions. Whether responding to localized infrastructure issues or events that impact entire geographic regions, managed availability ensures that Dynamics 365 applications and Power Platform resources such as Power Apps, Power Automate flows and Copilot Studio agents, remain highly available, self-healing, and disaster-proof—maximizing reliability without compromising performance.

Managed availability overview diagram

Customers across a range of industries such as NHS, Siemens, Coca Cola, HSBC, Xiaomi, ThyssenKrup and Nestle are leveraging the Dynamics 365 / Power Platform today to run critical business processes and systems. With the launch of Managed Availability, Microsoft is providing added resiliency for mission critical workloads and flexible options for customers to implement their backup and disaster recovery strategies.

Increased Resiliency with Azure Availability Zones 

Microsoft Dynamics 365 / Power Platform runs on Microsoft Azure and now leverages Azure availability zones. Your applications and associated resources are stored in a container called an environment, which is hosted in a region of your choice.

A diagram of Azure Availability Zones

Environments designated for production workloads are replicated synchronously across at least two (and typically three) physically separated Azure zones within the selected region. These zones are independent datacenters with separate power, networking, and cooling, ensuring zero data loss and rapid failover (RTO < 5 min) in case of a failure.  This means that if one availability zone (AZ) experiences a failure (for example, due to a network outage, power disruption, or environmental disaster), customer traffic is automatically redirected to the other zones with minimal service disruption. Your applications and resource running will not experience an outage because the Dynamics 365 / Power Platform continuously ensures seamless failover and uninterrupted performance. 

Build Confidence with Automated Backups and Self-Serve Disaster Recovery  

Environments that have a database are automatically backed up and can be restored to any selected system backup in the last seven days. You can optionally increase this window to 28 days by making an environment managed.

With Self-Serve Disaster Recovery (DR) you can define, test, and execute a cross-region failover approach for your Dynamics 365 / Power Platform environments, enabling you to meet compliance requirements and ensuring that your workloads continue to run in the event of an unexpected region-wide issue.

A screenshot of a Disaster Recovery configuration

When the Self-Serve DR is enabled for an environment, a copy of the environment is seamlessly maintained in a secondary region, ensuring business continuity even in the face of large-scale disruptions. This ensures that even in the event of a large-scale regional disruption, workloads can seamlessly failover to a secondary region, minimizing downtime and impact. 

With Self-Serve DR, you are in control and can choose when to execute failover drills (which are often required for meeting compliance requirements), and when to perform emergency failovers and failbacks.  

 Self-Serve DR also supports an emergency response mode.  In the event of a major outage, switching to emergency response mode prioritizes getting services back online as soon as possible. This means skipping data replication and instead switching to the last fully validated copy to restore operations quickly. You can monitor each phase of the failover process, from validation to execution, ensuring transparency and control. Whether performing a DR drill or an emergency response failover, the replication lag between regions is typically under 15 minutes.  

Powering AI with Always-On Availability 

As businesses embrace custom AI agents built with Microsoft Copilot Studio to power intelligent workflow automation, enhance decision-making, and drive business operations, ensuring these agents remain available, responsive, and resilient is critical. Managed availability builds on our other managed platform capabilities, which collectively ensure that you can run these agents securely and at scale, and benefit from a platform designed to protect them in the face of a broad range of unforeseen events.  

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Confidently adopt and administer Microsoft Copilot Studio with managed security and governance http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/confidently-adopt-and-administer-microsoft-copilot-studio-with-managed-security-and-governance/ Thu, 06 Mar 2025 17:00:00 +0000 In today’s rapidly evolving digital landscape, AI agents are leading the way for innovation across a range of industries. From enhancing customer experiences to streamlining internal processes, these intelligent agents are revolutionizing the way we work and interact. However, with the widespread adoption of AI agents comes the critical need for a robust security and

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In today’s rapidly evolving digital landscape, AI agents are leading the way for innovation across a range of industries. From enhancing customer experiences to streamlining internal processes, these intelligent agents are revolutionizing the way we work and interact. However, with the widespread adoption of AI agents comes the critical need for a robust security and governance strategy. Ensuring that your organization can securely, compliantly, and efficiently manage agents is paramount to successfully building and deploying an agentic fleet to empower your enterprise. In this blog, we will dive into administrative top-of-mind considerations and address the pressing questions that you may have while navigating trustworthy AI-adoption via Microsoft Copilot Studio (MCS) at enterprise scale.

How can I strive towards enterprise-grade security for my agents?

A diagram of a security system

Microsoft’s suite of business application security capabilities provides turn-key solutions to ensure that your organization is AI-ready, taking the guess work out of achieving agent adoption with enterprise-grade security. Managed security for Microsoft Power Platform brings together capabilities needed to secure your apps, flows, MCS agents, and the business data backing them. From security posture management, enhanced identity and access management tools, data protection and privacy capabilities, and more, managed security enables admins to safeguard agents at scale.

How can I ensure that agents can only be built and used by authorized individuals?

MCS, as part of Microsoft Power Platform, comes with numerous, rich identity and access controls. In Power Platform, environments are individual containers used to store, manage, and share business data, apps, flows, and agents built with MCS for easy management of distinct business use cases or disparate audiences. Admins can navigate to the Power Platform admin center, where they can manage the environments where agents reside easily with security groups. This ensures streamlined allocation of resources like agents across functional units like business groups or regions.

For more granular controls, visit the security hub to configure data policies. These policies set a myriad of access controls including requiring end user authentication and restricting maker privileges.

You can also leverage granular sharing for MCS agent scenarios. Initially, you are equipped with the ability to prevent owners and editor from sharing further editor or viewer permissions. Moreover, you can limit the ability to share an agent with additional viewers to a finite number of individuals, to security groups, or to no one else.

Further, agents have a secure connection to Azure at the authentication layer. With Managed Identity support for MCS, you have seamless access to Azure resources without needing to manage credentials like secrets and certificates, ensuring strict access controls.

How can I ensure that the data leveraged by my agents remains within the boundaries of my organization?

Microsoft Power Platform has a rich ecosystem of connectors, many of which can be leveraged as agentic knowledge sources or actions in MCS. To mitigate risk of data exfiltration to any external sources via those connectors, admins are equipped with data policies to allow or block connectors on a per environment basis.

Network controls can be leveraged to ensure that your organization’s data remains safe from exfiltration. With network isolation support for MCS, connectivity with your agents remains secure as over-exposure of Azure resources is prevented with the private preview of Azure Virtual Network support for MCS. Additionally, with the new private preview enhancements of IP firewall, user access to both Dataverse and MCS can be easily restricted to only a secure allowlist of IP locations.

MCS also supports connections to Azure Application Insights over private endpoint, ensuring utmost privacy while leveraging the valuable visibility into agentic performance that’s crucial for managing custom agents.

How can I stay aware of any misuse of or attacks upon my agents?

Intelligent threat protection and robust data protection mechanisms are crucial in safely leveraging agents. Microsoft Purview offers cohesive solutions for managing agents via Data Security Posture Management (DSPM) for AI, a central management location for proactively monitoring agents that empowers you with data protection policies and compliance support. With data assessments, you can easily identify potential risks such as unprotected sensitive assets as knowledge sources, a surplus in user count interacting with sensitive information, or exfiltration risks like file migration. Built in recommendations are provided to guide you on how to quickly create sensitivity labels to protect your SharePoint-grounded agents or adopt default policies for an easy default security stance.

How can I stay compliant with new regulations?

Managed security capabilities also take into consideration regional, industry-specific, and organizational compliance requirements for AI-adoption. Copilot audit logging to Microsoft Purview captures interactions and activities within the environment, including user commands, responses, and any administrative actions taken. These logs are securely accessible through the Microsoft Purview compliance portal, ensuring thorough auditing and compliance checks.

Further, a feature called customer lockbox ensures protection of your business data by restricting the access that Microsoft support engineers have during support requests. With lockbox enabled, restricted “just-in-time” temporary access is granted only upon admin approval.

On top of the tools you can leverage to remain compliant, MCS abides by the numerous Azure-wide compliance certifications adhering to required legal and regulatory standards.

Security is a shared responsibility. How do I empower makers to maintain security best practices, too?

The weight of security should not rest on admins alone. So, MCS equips makers with ample tools to ensure they are building safe solutions while abiding by and aligning with the guardrails that admins set for them. Directly from MCS, makers have the flexibility to adjust settings in accordance with the business needs, without introducing risk. At publishing time, MCS performs security assessments of the solution and makers are alerted about any security concerns they can address before moving forward. These can include crucial security considerations like end user authentication requirements and sharing controls.

With all of this to be considered, how do I know if I am successful as an IT admin?

With managed security, you are empowered with a seamless security posture management experience. With the Power Platform admin center’s security score, you can quantitatively determine the efficacy of the security guardrails in place. To improve your security score, you are equipped with the opinionated recommendations of advisor natively in the Power Platform admin center, guiding you on the next steps for dynamically managing and protecting agents as your organization’s adoption scales.

Screenshot of security page in Power Platform admin center

How can I scale my agentic governance strategy?

Marketing graphic showing managed governance pillars.

Managed governance ensures scalable management of agents, empowering admins with efficient controls based on valuable insights, proactive guidance, and tooling to mitigate risk with enforceable environment strategies.

What visibility do I have into agentic usage and management?

Comprehensive visibility is key to scaling AI adoption. The Copilot hub in the Power Platform admin center brings unrivaled visibility into agentic activity across the suite of business applications. Copilot hub equips you with insights not only into MCS usage, but also Copilot usage across Power Apps, Power Automate, and Power Pages. This view provides incredible insights into adoption patterns, allowing you to drive adoption strategies to maximize Copilot value for your organization

Given those insights, what should I consider for agentic environment strategy?

Efficiency and environment cleanliness is critical in an AI-ready environment strategy. With environment routing for MCS, makers are automatically routed to a safe, personal developer environment. This ensures stress-free management knowing that makers’ agentic solutions will not conflict with others in the default environment.

Do I have guidance on growing my governance strategy at enterprise scale?

Proactive and reactive governance is made simple with advisor paving the way, providing pointed guidance on measures to both attain and maintain smooth management of your agents.

Many of the settings that advisor may recommend are available at your fingertips as scalable governance rules, with the addition of Copilot-specific guardrails that can be easily applied across your environment groups. One crucial example is the enablement or disablement of AI prompts rule, empowering you to decide if custom or prebuilt prompts can be leveraged across various scenarios within your environment groups.

How can I manage licensing and capacity for agentic usage?

With managed governance, a seamless and flexible Pay-as-You-Go (PayGo) experience for Microsoft MCS is available directly in the Power Platform admin center ensuring simple and frictionless capacity management. With the new experience, you have the flexibility of setting PayGo metering by product type, ensuring only specified workloads are impacting the PayGo budget. Further, with granular allocation, you can divvy capacity between specific environments ensuring smooth operation across all business units while maintaining independence between disparate workloads.

Enable enterprise-grade security and governance for Microsoft Copilot Studio agents

Organizations can accelerate the integration of AI agents into their workforce by leveraging the robust governance and security features provided by Microsoft Power Platform. With managed security, you can ensure that your agents are protected against threats and comply with industry standards. Managed governance offers comprehensive visibility and capacity management, enabling you to scale AI adoption efficiently. By harnessing these advanced capabilities, your organization can confidently embrace AI-driven innovation. Stay ahead of the curve and empower your workforce with the transformative potential of AI agents, backed by the unparalleled management of Microsoft Power Platform.

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Enable Robust Security and Governance for Agents in Microsoft 365 Copilot http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/security-and-governance-for-agents/ Tue, 04 Mar 2025 17:00:00 +0000 A Quick-Start Guide to Data Protection, Governance at Scale, and Monitoring Microsoft 365 Copilot represents a leap forward in AI-powered assistance, designed to streamline workflows and enhance productivity. However, as with any robust system, ensuring data protection, governance, and monitoring are paramount. The types of agents available within Microsoft Copilot range from task-specific agents that

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A Quick-Start Guide to Data Protection, Governance at Scale, and Monitoring

Microsoft 365 Copilot represents a leap forward in AI-powered assistance, designed to streamline workflows and enhance productivity. However, as with any robust system, ensuring data protection, governance, and monitoring are paramount.

A diagram of advanced agent capabilities.

The types of agents available within Microsoft Copilot range from task-specific agents that automate repetitive actions to conversational agents that assist with customer service inquiries. With such a wide range of agent capabilities, how do organizations balance security and governance concerns with the desire to bring great innovation and meet the demands of their makers and agent creators?

A diagram of balancing governance and innovation, including questions asked by both IT and agent creators.

This guide explores the key aspects of securing and managing agents built with Microsoft Copilot Studio, Copilot Studio agent builder, and SharePoint agents, from data protection practices to governance at scale, visibility, and monitoring.

Data Protection

Data protection is a cornerstone of Microsoft Copilot, ensuring that sensitive information remains secure and compliant with organizational policies. Here are the primary components:

Encryption and Isolation

All data managed by Microsoft Copilot is encrypted both in transit and at rest, ensuring robust protection against unauthorized access. Data isolation mechanisms further safeguard sensitive information by preventing cross-tenant data leakage.

Persistent Label Inheritance and DLP Policies

Agents use persistent label inheritance, meaning any new content generated inherits the sensitivity labels from the source content. This ensures that data loss prevention (DLP) policies are consistently applied, reducing the risk of data breaches.

Conditional Access and Endpoint Management

To enhance security, organizations can leverage risk-based conditional access and endpoint management. This allows administrators to set policies that control access based on user risk levels and device compliance, ensuring that only authorized users can access sensitive data.

Governance at Scale

Effective governance ensures that agents are used responsibly and in alignment with organizational policies. Here’s how to manage governance at scale:

Agent Administration

Microsoft Copilot provides administration through the Microsoft 365 Admin Center and Power Platform Admin Center. This allows for streamlined management of permissions, policies, and compliance settings across the organization.

Screenshot of Microsoft 365 Admin Center settings for managing integrated apps.
Connector Management Policies

When building agents with Microsoft Copilot Studio, makers can choose from 1500+ connectors offered by Power Platform or build custom connectors by calling REST APIs to enrich the data used with their agents. Administrators can create and enforce connector management policies to govern data flows across those connectors and services. These policies help prevent data leakage and ensure that sensitive information is adequately protected.

Screenshot of connector policies in Power Platform admin center

Visibility and Monitoring

Visibility and monitoring are critical for maintaining the security and efficiency of agent deployments. Here are the key strategies:

Agent Inventory

Agents built with Agent Builder can be viewed in the Microsoft 365 admin center, where admins can view and search the inventory of shared agents in their tenant and block the sharing of agents. To view the usage of agents built by your organization using Microsoft Copilot Studio, Agent Builder, and Teams Toolkit, visit the Usage report in the Microsoft 365 admin center. Learn more at aka.ms/MACAgentReport.

A screenshot of agent inventory in Microsoft 365 admin center.

Currently in public preview, admins who need to view their custom agents built in Microsoft Copilot Studio can view agent inventory in the Power Platform admin center, on the Manage page and inventory section.

A screenshot of agent inventory in Power Platform admin center.
Data Security Posture Management (DSPM) for AI

DSPM for AI provides insights for IT and security teams to proactively discover data risks, such as data in user prompts, and receive recommended actions and insights for quick responses. This tool helps administrators identify potential security vulnerabilities and take proactive measures to mitigate them.

A screenshot of Data Security Posture Management for AI in Microsoft Purview.
Agent Data Security and Compliance

Agents built with Copilot Studio, Copilot Studio agent builder, and SharePoint agents include comprehensive activity logging and auditing capabilities. Administrators can have clear visibility into user interactions, detect anomalies, and risky AI usage. Additionally, administrators can ensure compliance with organizational policies and can govern user prompts and agent responses with audit, eDiscovery, retention policies, and non-compliant usage detection.

A screenshot of agent data security and compliance in Microsoft Purview.
Copilot Dashboard and Analytics

The Copilot Dashboard offers real-time analytics on usage, performance, and security. This visibility enables organizations to make informed decisions, optimize operations, and ensure compliance with regulatory requirements.

Setting Up Pay-As-You-Go and Azure Metering for Consumption Planning

Administrators have the option to choose between pre-paid user licenses or metered billing based on actual usage. This flexibility allows customers to gradually increase adoption while effectively managing costs. Additionally, we are committed to enhancing cost management capabilities to facilitate easier management at scale. Future enhancements will include functionalities such as the ability to charge back expenses to specific business units and set expenditure caps.

Effective consumption planning is essential for managing costs and ensuring optimal resource utilization.

Bring Agents into Your Organization Securely

Ensuring robust security and governance for Microsoft Copilot and its agents is critical for maintaining data integrity, compliance, and efficiency. By implementing comprehensive data protection measures, centralized governance, and advanced monitoring, organizations can leverage the full potential of Microsoft Copilot while safeguarding their data. Additionally, setting up pay-as-you-go and Azure metering helps manage costs and optimize resource usage, ensuring a sustainable and scalable deployment.

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Mastering the Microsoft Power Platform with managed governance, security, and operations http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/mastering-the-microsoft-power-platform-with-managed-governance-security-and-operations/ Wed, 26 Feb 2025 20:53:30 +0000 In today’s fast-paced digital landscape, managing your organization’s digital environment at scale is more critical than ever. At Microsoft Ignite 2024, we introduced a suite of enhancements to the Microsoft Power Platform that are designed to help you achieve just that. These enhancements focus on three key pillars: managed governance, managed security, and managed operations.

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In today’s fast-paced digital landscape, managing your organization’s digital environment at scale is more critical than ever. At Microsoft Ignite 2024, we introduced a suite of enhancements to the Microsoft Power Platform that are designed to help you achieve just that. These enhancements focus on three key pillars: managed governance, managed security, and managed operations. Together, they provide a comprehensive solution to ensure your digital assets are secure, well-governed, and efficiently operated.

The Evolution of Managed Environments

For those of you who have been with us on this journey, you may already be familiar with the concept of managed environments. Managed environments have been our solution to help organizations manage their digital assets at scale. As we’ve engaged with many of you and your organizations, we’ve identified common questions and concerns that arise from different roles within your organization.

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When we talk to individuals in the security part of your organization, especially those who report to the Chief Information Security Officer (CISO), the questions often revolve around data protection. “How do I ensure my data is protected from threats?” “How do I prevent data exfiltration?” “How do I stay compliant and limit risk?” These are critical concerns that need robust solutions.

On the other hand, when we engage with the Chief Information Officer (CIO) and their team, the focus shifts to governance. “How do I establish guardrails to ensure solutions are well-governed from day one?” “How do I gain visibility and insights into what’s happening?” “How do I understand costs and drive greater ROI?” These questions highlight the need for effective governance frameworks.

For those in Operations Director roles, the emphasis is on operational excellence. “What does it mean to run tier-one applications at enterprise scale?” “How do I know when things aren’t working well?” “How do I ensure effective change management over these applications?” These operational concerns require a robust set of tools and practices to address them effectively.

Introducing Managed Governance, Security, and Operations

To address these diverse needs, we are proud to announce the evolution of managed environments into three distinct pillars: Managed Governance, Managed Security, and Managed Operations. Each pillar is designed to provide the capabilities you need to manage your digital assets effectively.

Managed Governance focuses on providing IT teams with the tools to oversee and manage their digital environments. This includes features like management at scale, which allows you to group environments based on organizational structure, application classification, or data sensitivity. The environment feature provides full visibility into your environments and resources, enabling you to manage innovation and productivity while mitigating risks. Reactive governance capabilities allow IT teams to respond swiftly to issues, ensuring consistent enforcement of governance policies.

Managed Security brings together all the capabilities needed to secure your low-code apps, agents, and automations. This includes security posture management, which provides intelligent guidance for scalable and efficient enterprise-grade security. Enhanced identity and access management tools ensure that only authorized users can access specific resources, with features like IP firewall, IP cookie binding, and conditional access for individual Canvas Apps. Data protection and privacy are at the core of managed security, with robust controls to ensure the confidentiality and integrity of personal information. AI-powered threat protection capabilities, integrated with Microsoft Sentinel, enable unified detection and response to suspicious activities.

A diagram of a security system

Managed Operations focuses on ensuring seamless and reliable performance of your digital assets. This includes application lifecycle management (ALM) systems with approval-based production changes, service principal-based deployment, and deployment pipelines. Enhanced observability capabilities allow you to leverage Azure App Insights for instant alerts, out-of-the-box health metrics, and real-time guidance for better runtime health. Data resilience provides flexible backup and retention options to ensure quick and efficient data recovery in the event of a disaster.

The Power Platform Admin Center

All these capabilities are integrated into the Power Platform Admin Center, which has a new look and experience as of today. The Admin Center provides a unified interface for managing governance, security, and operations, making it easier for IT teams to oversee their environments.

A diagram of a power platform

The enhancements announced at Microsoft Ignite 2024 marked a significant step forward in the realms of managed governance, managed security, and managed operations. These new capabilities provide organizations with the tools they need to ensure robust governance, seamless operations, and top-notch security, empowering them to navigate the complexities of the digital landscape with confidence.

Whether you are an IT professional, a security administrator, or a business leader, these new capabilities offer valuable insights and practical solutions to enhance your organization’s digital strategy. Stay tuned for more updates and best practices as we continue to explore the future of managed governance, operations, and security within the Microsoft Power Platform.

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2024 Rewind: The Low Code Approach Podcast http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/2024-rewind-the-low-code-approach-podcast/ Tue, 25 Feb 2025 19:00:45 +0000 2024 was a banner year for the Low Code Approach podcast! Hosted by Microsoft’s own Sean, Ken, Wendy, and Jocelyn, we navigated the twists and turns of the ever-changing low-code landscape with curiosity, insight, and plenty of laughs along the way. With guests ranging from Microsoft MVPs to Power Platform power users, each episode brought

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2024 was a banner year for the Low Code Approach podcast! Hosted by Microsoft’s own Sean, Ken, Wendy, and Jocelyn, we navigated the twists and turns of the ever-changing low-code landscape with curiosity, insight, and plenty of laughs along the way. With guests ranging from Microsoft MVPs to Power Platform power users, each episode brought fresh perspectives on everything from AI-powered apps to cracking the toughest governance challenges. 

It’s been a year of discovery, connection, and growth—and we couldn’t have done it without our incredible listeners. As we look back on the episodes that defined 2024, let’s celebrate the journey, the lessons learned, and the exciting road ahead for low-code innovation! 

Episode Highlights

Microsoft Copilot and Generative AI

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Episode 38: The Future of Power Apps and Copilot (w/ Ryan Cunningham)

In this absolutely amazing episode, Ryan Cunningham, VP, Power Apps joins Ken, Wendy, and Sean to discuss the current status and future of Microsoft Power Apps. Learn how Power Platform solution developers can integrate Microsoft Copilot in their applications, in Power Platform with extensibility, and the effect Copilot will have on their careers. This episode is a must listen for anyone interested in how Copilot fits into Microsoft Power Platform.

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Episode 55: Oh Buddy, Prompt Buddy (w/ Erik Olsson and Stuart Ridout)

Copilot can respond with some fantastic answers to your questions, but sometimes the hardest part is asking the right questions. Well, this is where Erik Olsson and Stuart Ridout, the creators of Prompt Buddy come in to help you (and the rest of the hosts, let’s be honest) build the best prompts to get the most out of Copilot. Join us as Erik and Stuart give us the what, the why, and the how to Prompt Buddy!  

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Episode 37: What to Do with Microsoft Copilot Studio (w/ Henry Jammes)

Henry Jammes discusses the capabilities of Microsoft Copilot Studio, including extensibility, plugins, and data utilization.  

Ever wonder where to get started or what you can do with Microsoft Copilot Studio? Henry Jammes from the Power CAT team (not real cats, thanks Ken) joins the podcast to discuss what organizations can do with Microsoft Copilot Studio, extensibility and plugins, and how data is used in Microsoft Copilot Studio. 

AI Integration in Business Applications

Episode 58: Your Data and AI Strategy (w/ Robert Bruckner) 

Robert Bruckner, CTO and VP of Microsoft Dataverse, discusses how integrating AI with quality data can enhance organizational success.  

Get ready to elevate your AI game! Your AI experience is only as good as your data, and with Microsoft Dataverse, it gets a whole lot better! What do we mean by ‘a whole lot better’? We’ve got Robert Bruckner, CTO and VP of Microsoft Dataverse, here to break it all down. If you’re eager to supercharge your organization’s success with generative AI, this is the episode you can’t miss! 

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Security and Governance

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Episode 72: The State of Power Platform Governance (w/ Ryan Jones)

Ignite brought a bunch of great news around Microsoft Power Platform and a huge part of that was through managed security, managed governance, and managed operations. So why were these announcements so important? Hear it from the man leading the charge, Ryan Jones, Partner PM Director, Scale, at Microsoft who will go over the state of Power Platform governance, how integrated governance is across the Microsoft-stack, and how do we graduate makers from building personal productivity to enterprise-grade.  

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Episode 28: Customer Zero (w/Lianne Zelsman) 

Learn how Microsoft uses Microsoft Power Platform internally, how Microsoft governs Power Platform, and can scale their governance strategy for fifty to sixty thousand users and ~ three hundred thousand apps!  
 
Wendy, Ken, and Sean are joined by Lianne Zelsman, Senior Product Manager with Microsoft Digital to get the insights in what does it take to manage Power Platform across Microsoft. 

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Supercharge your Agents and Flows with AI Prompts http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/supercharge-your-agents-and-flows-with-ai-prompts/ Thu, 13 Feb 2025 15:00:00 +0000 Learn how AI Prompts provide structured instructions that guide large language models (LLMs) to perform specific tasks. Businesses can optimize AI-generated responses for more precise, relevant, and useful outputs.

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AI has evolved beyond a simple tool for assistance and has become a dynamic force driving business transformation. Over the past year, generative AI adoption among business leaders and decision-makers has soared from 55% to 75%, and the momentum continues to build. AI models have become faster, more efficient, and more specialized, enabling them to handle a vast range of tasks—from writing and coding to reasoning and problem-solving. With powerful capabilities like the o1 model in Azure OpenAI Service, these frontier models can analyze complex problems, structure logical steps, and generate responses that closely resemble human decision-making.  

As a result, mastering how to instruct AI models effectively is now crucial to unlocking tangible results and boosting productivity in the AI age. New tools are emerging that empower users to fully leverage AI’s potential. One such tool is the AI Prompt Builder, an advanced capability included in Power Automate. This feature allows users to craft precise instructions and choose the most suitable model for each task, whether automating information extraction from e-mails using GPT-4o mini or enabling agents to analyze customer feedback with o1 to identify pain points. Through this prompt engineering interface, organizations can customize AI to behave exactly as needed for their unique business scenarios. 

AI Prompts provide structured instructions to improve AI results 

AI Prompts provide structured instructions that guide large language models (LLMs) to perform specific tasks. This technique, known as instruction tuning, allows businesses to optimize AI-generated responses for more precise, relevant, and useful outputs. By clarifying directives, instruction tuning reduces ambiguity and enhances consistency across automated and agentic workflows. With AI Prompts, organizations can also ground models in their enterprise data—respecting runtime user permissions and data policies—so they can securely draw insights from internal resources. By carefully crafting prompts, businesses can extract higher-value insights, automate complex processes, and improve AI alignment with organizational goals.

We are excited to announce that AI Prompts can now leverage the o1 model, unlocking reasoning capabilities for your AI-driven workflows. For instance, imagine a customer support scenario in which agents need to analyze complex troubleshooting data—like error logs or past support tickets—to pinpoint the root cause of an issue. By tapping into o1’s powerful logic and chain-of-thought (CoT) reasoning, agents can rapidly identify patterns, suggest tailored solutions, and offer clear next steps for resolution. This enhanced approach not only streamlines support operations but also elevates the overall customer experience. The o1 reasoning model in AI Prompt Builder, currently in private preview, will be available to all customers in March.

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How to configure AI Prompts 

AI prompts leverage several key features to create specialized AI-powered functions. They include: 

  • Model Selection for Tasks: Users have the flexibility to choose the right AI model for specific tasks, optimizing performance and accuracy based on the desired outcome. 
  • Knowledge and RAG with Dataverse Data: AI Prompts can leverage knowledge retrieval and retrieval-augmented generation (RAG) to contextualize prompts with relevant data from Dataverse, ensuring more informed and accurate AI responses. 
  • Document and Image Processing: AI Prompts can handle document and image inputs, enabling AI-driven workflows to extract insights, summarize content, and interpret visual data. 
  • Configurable Output Formatting: Responses can be structured in JSON format, allowing seamless integration into applications that require standardized data outputs like Power Automate. 

For more details on leveraging these features to craft effective prompts, download our Prompt Guide

Real world applications of AI Prompts 

AI Prompts enable an endless number of scenarios and can apply to a multitude of industries and processes. Some of the most common use cases our customers are implementing include: 

  • Document Processing – AI Prompts can automate document extraction, categorization, and summarization, making handling large volumes of text-based content more efficient. 
  • Email Classification and Auto-Reply – AI Prompts can analyze incoming emails, categorize them based on intent, and generate automated responses to streamline communication. 
  • Automated Content Summarization – AI Prompts can be configured to extract key insights from lengthy documents or emails, making it easier to digest critical information efficiently. 
  • Data Transformation – AI Prompts can be used to convert raw data into structured formats, improving data consistency and usability. 

Building on the sample scenarios above, The AI Builder Prompt Library offers a curated set of ready-made prompts designed to help you rapidly create AI-driven results. With practical examples and step-by-step guidance, these resources streamline prompt engineering—enabling you to craft precise instructions, simplify workflows, and optimize AI-driven initiatives. 

Getting Started with AI Prompts 

Ready to transform your business processes with advanced AI tools? 

With AI Prompts, you have access to the latest AI models, enterprise-grade security, and a powerful instruction building playground. Start supercharging your flows and agents with these AI tools today! 

The post Supercharge your Agents and Flows with AI Prompts appeared first on Microsoft Power Platform Blog.

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Transforming Data Management with Dataverse: Moving Beyond SharePoint Lists and Excel http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/transforming-data-management-with-dataverse/ Mon, 10 Feb 2025 15:00:00 +0000 Dataverse provides a modern, scalable, and secure platform that bridges the gap between the agility demanded by business users and the governance required by IT professionals.

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Read our Dataverse introduction blog: Agent-Ready Data Management: How Dataverse Transforms your Business – Microsoft Power Platform Blog

Many organizations have a long history of using SharePoint lists and Excel as a starting point to manage data. These tools are familiar, accessible, and widely used across teams. However, as businesses grow and their data management needs evolve, they reveal significant limitations, leaving the business struggling to keep up with modern demands. 

In this blog, we will illustrate Dataverse’s capacity to address these challenges:

  1. Explore a scenario where an organization has established point solutions with SharePoint lists and Excel. 
  2. Demonstrate the progression these systems often undergo, from simplicity to complexity. 
  3. Show how Dataverse can migrate organizations to a modern Power Platform architecture that meets the demanding needs of today’s data-driven world. 

“With Dataverse, we can control data access down to specific roles, making the app more secure and providing a more tailored user experience. Managers only see what they need to see.”  

Dennis Schimmel, Head of Lean goes Digital at ZF.  

Read the full ZF story

Moving Beyond Excel 

Excel is often used as a quick and easy way to store and share data, but this simplicity comes with risks. 

  • Excel lacks granular security controls, making it difficult to enforce who can see or edit specific data.  
  • Access to personally identifiable information (PII) cannot be readily controlled, opening the organization to compliance risks.  
  • Editing rights in Excel tend to be all-or-none, leading to confusion over editing responsibilities.
  • Users can inadvertently make structural changes to a spreadsheet that break dependent downstream systems.

As an organization’s data to support business processes becomes more complex, Excel begins to falter. It isn’t designed to scale for large teams or enterprise-level operations, and its interface, while functional for basic spreadsheets, is inadequate for interactive, user-friendly business applications. Organizations face challenges with version control, where tracking changes becomes cumbersome and error prone. Critical business rules or validations must often be implemented manually, leaving room for human error. Excel also fails to offer built-in application lifecycle management, leaving organizations struggling to manage the development and deployment of tools that rely on this functionality. 

How Dataverse addresses key issues with Excel: 

Excel pain points Dataverse solution 
Lacks enterprise-grade data protection, with no automatic backups or recovery. Ensures enterprise-grade data protection with automatic backups and recovery options, significantly reducing the risk of data loss. Learn more 
Limited real-time multi-user collaboration, with permissions and synchronization issues. Offers robust integration with Microsoft Teams and Power Apps, enabling real-time, multi-user collaboration with controlled permissions and seamless data synchronization. Learn more 
Not built for high-volume data processing, poor scalability for growing business needs. Built on the Microsoft Power Platform, supports high-volume data processing and scales to accommodate growing business needs. Learn more 

SharePoint List Limitations 

SharePoint lists provide added structure for collaboration and security but introduce their own specific challenges. One limitation is SharePoint’s list view threshold, which can impact performance and usability when working with more than 5,000 items. While larger lists are possible, they require additional configuration and management to avoid throttling issues. For organizations managing large datasets, this can create a bottleneck. SharePoint’s access controls meet basic needs but may lack flexibility for more complex security requirements. 

Unlike a relational database, SharePoint does not support native referential integrity – meaning data relationships between lists cannot be enforced. As data volumes grow and complexity increases, SharePoint may throttle high-volume queries, impacting performance and slowing down operations. It also lacks advanced protection measures, potentially exposing sensitive information to compliance and security issues.

Additionally, SharePoint’s design presents challenges for modern business needs. Its limitations in handling complex data relationships, such as the cap on relational lookups and lack of support for model-driven interactions, make it difficult to build scalable solutions. For businesses looking to implement sophisticated workflows or data models, SharePoint may have too many limitations. These structural constraints can affect the ability of organizations to streamline operations or scale their data strategies effectively. 

How Dataverse addresses key issues with SharePoint Lists: 

SharePoint list pain points Dataverse solution 
5,000-item threshold limits dataset sizes, causing performance issues and the need for workarounds. Supports large datasets without such limitations, ensuring smooth performance even with millions of records. Learn more 
No enforcement of referential integrity, leading to inconsistent data across entities. Enforces referential integrity through relationships and data modelling. Learn more 
Infrastructure not optimized for high query and transaction loads, leading to slowdowns. Handles queries and transactions efficiently with optimized infrastructure. Learn more 

Dataverse addresses common limitations with Excel and SharePoint Lists

By addressing the common limitations of SharePoint and Excel, Dataverse positions organizations for long-term success, offering a seamless transition to a modern, efficient data management strategy. 

Other pain points Dataverse solution 
SharePoint and Excel have no role-based security or field-level data protection. Uses role-based security and field-level data protection, ensuring compliance with organizational and industry standards. Learn more 
No native support for business logic, validation rules, or automation. Natively supports business logic, validation rules, and automation through Power Automate, ensuring consistent data quality and operational efficiency. Learn more 
No built-in versioning or effective change tracking. Includes built-in versioning and change tracking, maintaining data integrity and enabling audit history. Learn more  
Lack of modern UI and rich features for app development. Purpose-built for model-driven and canvas apps, offering a modern UI and rich features. Learn more 
Rigid data schema, poor integration for modern app needs. Provides a flexible, scalable data schema and integrates seamlessly with other Microsoft products and agents. Learn more 
No support for complex scenarios like multi-language, multi-currency, or offline access. Supports complex application scenarios, enabling businesses to create tailored, future-ready solutions. Learn more 

Streamlining Data Management with Dataverse: Transitioning from SharePoint and Excel 

The Challenge 

Imagine a mid-sized organization relying on SharePoint lists and Excel spreadsheets to manage customer data. At first, its data management strategy worked well enough – but over time, this approach led to mounting challenges. The procurement team used SharePoint lists to track equipment requests, sales managers relied on Excel sheets to calculate performance bonuses, and customer records were stored in a SaaS CRM. As the company grew, cracks began to show. 

Procurement’s SharePoint list started out simple, only containing customer names for dropdown menus. Eventually new needs emerged, necessitating the addition of shipping addresses, then customer classifications and budget thresholds. Meanwhile, the sales department created a separate Excel sheet to track performance metrics, which evolved to include calculations for monthly bonuses. When the sales team needed payroll integration, employee social security numbers (SSNs) were added to the file. 

This patchwork system introduced major challenges: 

Major challenges from fragmented solutions include inconsistent data, systems breakdown, manual effort, and security risks.

It was clear that the organization needed a better solution. 

The Solution 

To modernize its approach, the organization migrated its fragmented systems to Dataverse, gaining a unified, secure, and scalable platform. 

Organization migrated its fragmented systems to Dataverse, gaining a unified, secure, and scalable platform. 

The Results 

The transformation to Dataverse delivered immediate and lasting benefits: 

  • Data Accuracy: A centralized repository eliminated discrepancies between systems, resolving issues like shipping errors and reducing manual maintenance. 
  • Stronger Security: Sensitive data was protected by enterprise-grade security features, ensuring compliance with regulatory requirements. 
  • Increased Efficiency: Automated workflows saved time and reduced the need for IT intervention. 
  • Scalability: With Dataverse, the organization’s systems now support millions of records and can grow alongside the business. 

Building a Future-Ready Organization 

By transitioning to Dataverse, the organization resolved its data challenges and unlocked new opportunities. IT is now empowered to leverage this centralized data within Copilot Studio, enhancing AI-driven customer insights with a holistic enterprise view and enabling smarter decision making. 

Dataverse isn’t just a platform—it’s a foundation for secure, scalable, and integrated operations that empower businesses to thrive in a data-driven world. 

Moving Forward with Dataverse 

As organizations grow and their data management needs become increasingly complex, the limitations of tools like Excel and SharePoint become undeniable. Dataverse provides a modern, scalable, and secure platform that bridges the gap between the agility demanded by business users and the governance required by IT professionals. By centralizing data, enhancing security, automating workflows, and empowering makers, Dataverse offers a sustainable path to address today’s challenges while preparing for tomorrow’s AI opportunities. 

Whether you’re looking to consolidate siloed data, improve governance, or build innovative solutions without compromising on security, Dataverse is the cornerstone of a future-proof data strategy. It’s time to leave behind the inefficiencies of legacy tools and embrace the power of Dataverse to transform how your organization manages and leverages its data. 

“We realized that we’d hit a bit of a crossroads. We could see that the business was using Power Apps to great effect. But we also saw that there were some future limitations in terms of using Microsoft SharePoint as the data source and not being able to connect to other business applications.” 

Roy Young, Senior Solution Architect at Centrica 

Read the full Centrica story 

Next steps

If you’re ready to revolutionize the way your organization manages data, it’s time to explore what Dataverse can do for you. 

Further Reading: Customer Success Stories 

Explore how other organizations have successfully leveraged Microsoft Dataverse: 

  • ZF Group: Established an enterprise-wide model for citizen developers using Dataverse. 
  • Centrica:  Developed over 800 business solutions with Power Platform and implemented data management using Dataverse. They saw that there were some future limitations in terms of using Microsoft SharePoint as the data source and not being able to connect to other business applications. 
  • Banco de Crédito del Perú: Developed three targeted solutions using Power Platform, Dataverse, and AI Builder, enhancing productivity and customer satisfaction. 

These case studies demonstrate how a shift away from future limiting tools towards Dataverse can drive digital transformation, foster innovation, and improve operational efficiency across various industries. 

The post Transforming Data Management with Dataverse: Moving Beyond SharePoint Lists and Excel appeared first on Microsoft Power Platform Blog.

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Agent-Ready Data Management: How Dataverse Transforms your Business http://approjects.co.za/?big=en-us/power-platform/blog/it-pro/agent-ready-data-management-dataverse/ Wed, 05 Feb 2025 15:41:16 +0000 Microsoft Dataverse is an enterprise-ready data platform designed to simplify how organizations integrate, manage, and access their business data.

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What is Microsoft Dataverse, and why should it matter to you? If you’ve ever struggled to organize and manage business data effectively, you’re not alone. Organizations today generate mountains of information in countless formats, but turning that data into something cohesive, accessible, and secure can feel like a monumental challenge.

From disconnected systems to ad-hoc spreadsheets, many businesses rely on manual efforts to piece data together—often at the expense of accuracy, efficiency, and scalability. The result? Fragmented insights and missed opportunities.

“When we started with Power Platform, we made the decision to jump directly into Dataverse as we saw it as the most secure and reliable way to store and manage our data – especially our mission critical data. It was a natural choice for us and it has worked amazingly well.”

Andreas Fauske, Power Platform lead at Lerøy

Read the full Lerøy story

Microsoft Dataverse: Enterprise Data Platform

Microsoft Dataverse is the enterprise data platform for business apps and agents. Makers can build hyperscale solutions, connect any data, and maintain data protections.

Enter Microsoft Dataverse, the enterprise data platform designed to simplify how organizations integrate, manage, and access their business data. As the backbone of Microsoft Power Platform and Microsoft Dynamics 365, Dataverse provides a fully managed, secure infrastructure that centralizes and streamlines data management while ensuring enterprise-grade security, compliance, and scalability. It minimizes duplication, maintains data integrity, and enables seamless integration across applications, making it a trusted foundation for innovation. By unifying diverse data types into a structured, future-ready model, Dataverse empowers both business users and IT professionals—offering the agility to build solutions quickly with low-code tools while meeting the rigorous governance and security needs of the enterprise.

But that’s not all. With Dataverse, your data is also agent-ready—primed for AI integration and intelligent automation. By leveraging Dataverse, you’re setting the stage for cutting-edge innovations like AI-powered bots and assistants, ensuring your data is not just organized but optimized for the future.

By connecting data within a unified data platform, organizations can seamlessly integrate AI agents wherever needed, boosting productivity and leveraging their rich data sources more effectively.

Visit the Microsoft Dataverse Overview to dive deeper into its capabilities and benefits.

“Scaling innovation securely is possible, even in highly regulated environments. BCP’s experience with Power Platform demonstrates that digital transformation can be a strategic advantage, fostering growth and innovation while maintaining compliance.”

Ivan Contreras Olortegui, Lead of Cloud Center of Excellence, Banco de Crédito del Perú

Read the full Banco de Crédito del Perú story

Today’s Challenge: Buy vs Build

In today’s data-driven business landscape, organizations face a dilemma: build custom solutions or buy off-the-shelf software. This choice, is made repeatedly across departments, has led to a complex ecosystem of disparate systems, legacy applications, and ad-hoc solutions.

 ProsCons
Build customExactly what you need
1. Tailored to your business needs
2. Limited or no recurring licensing costs
3. Flexible hosting options (On-Premises vs. Cloud)
1. High upfront costs for development, testing, and deployment
2. Longer time to value
3. Ongoing maintenance, upgrades, and support costs
4. Risk of technical debt
5. Potential vendor or key-person dependency
6. Costly to build and maintain
7. Time-consuming to deliver
Buy off-the-shelf software (ots) or Software-as-a-Service (SaaS).1. Ready to use, out of the box
2. Updates and maintenance handled by the SaaS company
1. Doesn’t meet growing list of needs.
2. Costs become high as usage increases
3. Requires subject matter experts to deploy at scale.
4. Limited integration options and API throttling

Such a fragmented approach to data management and application development creates significant challenges, such as data silos, inconsistent information, limited scalability, and security concerns. There is a clear and urgent need for a unified, scalable, and secure data platform that can be extended to support the organizations growing need to consume data, with the support of AI agents. This is where Dataverse comes in, bridging the gap by providing seamless access to data whenever and wherever users need it.

“Dataverse provides the enterprise security and scalability we need for larger or more strategic apps and gives us the tools to handle complex data.”

Freek Matheij, Global Citizen Development Director at Arcadis

Read the full Arcadis story

Modern Data Platform Architecture

Showing how Dataverse securely manages data from multiple sources, integrates it with Dynamics 365 and Power Platform, and is readily available for Copilot Studio.

Showing how Dataverse securely manages data from multiple sources, integrates it with Dynamics 365 and Power Platform, and is readily available for Copilot Studio.

Why use Dataverse?

Dataverse provides a secure, unified, fully managed data platform that empowers businesses to:

Key BenefitDescription
Connect and Centralize DataConsolidate information from multiple sources into a single, scalable platform
Enhanced Security and GovernanceLeverage built-in features like role-based access control, data classification, and automated compliance tools
Ground agents in enterprise dataUse enterprise data to give context to your agents for reliable and consistent responses tailored to your business workflows
Streamline OperationsAutomate routine tasks and reduce reliance on fragmented systems, enabling IT teams to focus on strategic initiatives
Empower MakersProvide a secure environment for low code users to build apps and workflows without compromising data integrity or governance
Future ReadyEnsure your data platform is future ready with Copilot/agents components to extend the organization’s ability to access insights

Dataverse for AI agents in Copilot Studio

As AI changes the ways we work, traditional workflows are getting reimagined as business process-oriented agents. However, even as makers are building more apps and agents than ever before, the majority of enterprise data still remains untapped.

To help makers unlock the full potential of their agents, we’ve made Dataverse a native experience in Copilot Studio. Makers can access enterprise data from Dataverse as valuable knowledge to customize and extend an agent’s range of functionality. This includes line of business (LoB) data from Microsoft Dataverse and third-party data from external sources (Salesforce, Zendesk, ServiceNow). 

Dataverse a native experience in Copilot Studio.

When incorporating Dataverse as knowledge, a customized agent is created, as demonstrated in Peppermint’s Personal Injury Claims agent demo. By integrating with Dataverse, businesses can accelerate business processes and drive transformative growth. 

See what the people are saying

The following organizations have successfully leveraged Microsoft Dataverse:

  • Lerøy Seafood Group: Implemented Power Platform with Dataverse to improve data sharing and analysis, utilizing the Center of Excellence Starter Kit for structured development.
  • ManpowerGroup: Created a strategic workforce planning tool combining Dataverse, dataflows, and Azure OpenAI Service in just two months.
  • Deutsche Bahn: Deutsche Bahn’s community of citizen developers drives innovation at scale with Power Platform to drastically reduces errors and save enormous amounts of time.
  • PricewaterhouseCoopers (PwC): Migrated from a legacy system to a multitenant platform using Power Pages and Dataverse, improving innovation speed and reducing costs.

These case studies demonstrate how Dataverse can drive digital transformation, foster innovation, and improve operational efficiency across various industries.

What’s next?

In our next post, we’ll deep-dive into a common scenario of point solutions developed with Excel and SharePoint, laying out the traditional evolutionary path these systems often take, and how these can be migrated to a modern Power Platform architecture that meets the demanding needs of today’s data-driven world.

If you’re ready to revolutionize the way your organization manages data, it’s time to explore what Dataverse can do for you. Ready to learn more, check out the following resources:

The post Agent-Ready Data Management: How Dataverse Transforms your Business appeared first on Microsoft Power Platform Blog.

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