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Control 4.4: Copilot in Viva Suite Governance — Portal Walkthrough

Step-by-step portal configuration for governing Copilot capabilities within the Microsoft Viva suite, including Viva Insights (with Copilot Chat analytics), Viva Engage (with Teams integration), Viva Learning, Viva Goals, and Viva Connections.

Prerequisites

  • Role: Global Administrator or Viva Administrator
  • License: Microsoft 365 E5 with Copilot add-on, Microsoft Viva suite license (Viva Insights P2 or Viva Suite for Copilot Chat analytics)
  • Access: Microsoft 365 Admin Center, Viva Admin Center, Microsoft Purview

Steps

Step 1: Configure Viva Insights Copilot Chat Analytics

Portal: Viva Insights Admin Center (Advanced) Path: Advanced Insights > Analyst Settings > Copilot analytics

  1. Navigate to the Viva Insights Advanced portal at insights.viva.office.com.
  2. Select Analyst Settings in the left navigation.
  3. Under Copilot analytics, enable Copilot Chat usage reporting:
  4. Toggle Copilot Chat insights to On
  5. Confirm that the minimum group size configured in privacy settings (Step 1 of the control setup) applies to Copilot Chat data
  6. Configure department-level analytics dashboards:
  7. Navigate to Analyst Workbench > Copilot Dashboard
  8. Under View by, select the organizational attributes to display (department, role level)
  9. Assign analyst access to business unit leaders who need visibility into their department's Copilot Chat adoption
  10. Review available Copilot Chat metrics:
  11. Adoption rate: Percentage of licensed users actively using Copilot Chat within the reporting period
  12. Interaction frequency: Average Copilot Chat interactions per active user per week
  13. Feature engagement: Breakdown of Copilot Chat usage patterns by function (file summarization, drafting assistance, search)
  14. Verify privacy protections are active:
  15. Confirm that no individual-level Copilot Chat query data is accessible via the analyst interface
  16. Confirm that departments below the minimum group size threshold show suppressed (not visible) data

Step 2: Configure Copilot in Viva Engage and Teams Integration

Portal: Viva Engage Admin Center Path: Governance and compliance > Copilot settings

  1. Navigate to the Viva Engage admin settings.
  2. Configure Copilot features for Engage:
  3. Enable or disable Copilot-assisted post drafting
  4. Control AI-powered conversation summaries
  5. Set content moderation for AI-generated posts
  6. For FSI environments, enable compliance monitoring on AI-assisted Engage posts.
  7. Apply communication compliance policies to Viva Engage content.
  8. Configure the Engage-to-Teams integration compliance perimeter:
  9. Navigate to Microsoft Purview > Communication Compliance
  10. Open the relevant supervision policy covering Viva Engage communities
  11. Verify the policy scope includes both "Yammer messages" and "Teams messages" locations — this ensures Engage content that surfaces in Teams is captured regardless of where it appears
  12. Navigate to Microsoft Purview > Data Lifecycle Management
  13. Open the Teams retention policy and confirm its scope includes Teams channels that receive surfaced Engage content
  14. For communities covering regulated business topics (market commentary, investment strategy, client matters):
  15. Connect those Engage communities to Teams channels using the Viva Engage community-to-Teams channel integration
  16. Confirm that surfacing in Teams channels automatically applies Teams retention and supervision policies to the Engage content

Step 3: Configure Copilot in Viva Learning

Portal: Viva Learning Admin Center Path: Settings > Copilot

  1. Review Copilot features in Viva Learning:
  2. AI-recommended learning paths
  3. Copilot-generated learning summaries
  4. Skills assessment suggestions
  5. Configure which learning content sources Copilot can reference.
  6. Ensure Copilot learning recommendations align with firm compliance training requirements.
  7. Verify mandatory compliance training is not bypassed by AI recommendations.

Step 4: Configure Copilot in Viva Goals

Portal: Viva Goals Admin Center Path: Settings > AI features

  1. Review Copilot features in Viva Goals:
  2. AI-assisted OKR drafting
  3. Progress analysis and suggestions
  4. Goal alignment recommendations
  5. Configure data access controls to prevent Copilot from surfacing confidential performance data.
  6. Set appropriate access boundaries so Copilot goal suggestions respect organizational hierarchies.

Step 5: Configure Viva Connections Copilot Integration

Portal: SharePoint Admin Center / Viva Connections Path: Viva Connections settings

  1. Review how Copilot interacts with Viva Connections dashboard content.
  2. Ensure Copilot does not surface restricted content on the employee dashboard.
  3. Configure news and announcements handling by Copilot.
  4. Verify sensitivity labels are respected when Copilot surfaces content in Viva Connections.

FSI Recommendations

Setting Baseline Recommended Regulated
Copilot Chat usage reporting Enable org-level reporting Enable department-level dashboards Enable with anomaly detection alerts
Engage-to-Teams compliance coverage Verify Teams retention applies Confirm CC policies cover both locations Quarterly review of Engage-to-Teams scope
Engage AI moderation Disabled Enabled Required
Learning AI recommendations Enabled Controlled Controlled with compliance alignment
Goals AI features Enabled Enabled Enabled with access controls
Connections content controls Default Sensitivity-aware Sensitivity label enforced

Regulatory Alignment

  • FINRA Rule 3110 — Supports compliance with supervision of internal communications via Viva Engage, including content surfacing through the Engage-to-Teams integration
  • FFIEC Management Booklet, Section II.C — Copilot Chat analytics in Viva Insights directly support IT risk monitoring expectations for AI technology usage patterns
  • EEOC/Employment law — Supports governance of AI-generated goal and performance content; Copilot Chat analytics must not be used for individual performance evaluation

Next Steps