Top 5 AI Agent Use Cases (and How to Build Them with Copilot Studio)

Over the last few months, we’ve been discussing internally what Copilot agents would make the most sense for us to deploy, and what would be good use cases for many of our clients. We thought we would share with you what works for us.

Our criteria for picking our top 5 came down to what would have the most immediate impact on our business operations, and what would be the easiest to deploy. As we move forward and build our Copilot agents, we’ll share additional tips and tricks to help you get the most out of your agents.

1. Employee Onboarding Agent

There’s a lot going on when a new employee joins Envision IT. We need to provide them with overall company information, give them role-specific training, get their technology chosen and delivered, arrange credentials, and familiarize them with policies. There are also tons of questions that get asked that today exist hidden in documents and the institutional knowledge of our team.

An agent that is trained in our onboarding processes and knowledge, and is able to take action would save us a lot of time.

Benefits:

• Accelerates new hire productivity through personalized training and familiarization with tools.
• Ensures consistency in HR onboarding processes.
• Reduces manual effort and repetitive HR tasks.
• Reduces workload on other team members.
• Get faster answers to common questions.

How to build:

• Map out your onboarding journey clearly.
• Integrate Copilot with Teams and SharePoint for easy access to documents, training modules, and resource centres.
• Connect Copilot with Power Automate to initiate onboarding tasks.
• Regularly update content based on user feedback to continuously improve the onboarding experience.

2. RFP Response Builder

Our business, like many, generates deals with organizations that need to go through RFPs. And if part of your job is responding to RFPs, you know how labour-intensive this can get. But let's be honest, 80-90% of the responses you need to provide are answers that have been provided in other RFPs.

We see a huge opportunity to make these go faster with a Copilot agent that’s trained to analyze each requirement, and then scour a database of past RFPs to find appropriate responses. We also need it to flag those 10% of questions that really need our strategic attention because they are unique to a customer’s needs, or its encountered something new.

Benefits:

• Streamlines the proposal creation process.
• Ensures consistent and high-quality responses leveraging past successful content.
• Accelerates the bid-response cycle, improving overall competitiveness.

How to build:

• Train your Copilot agent on historical RFP responses and relevant templates.
• Integrate with SharePoint and Teams to source expert contributions efficiently.
• Include a feedback loop where sales teams refine responses based on outcomes.

3. Order Processing Assistant

When a customer entrusts us to simplify their Microsoft environment, we need to make sure that everything goes smoothly on our end. There are lots of things happening in the background to facilitate the onboarding of a customer to one of our SaaS offerings or to build a custom project for them. And while we’ve automated some of it, we see more opportunities to streamline the automation and tie more processes together with Copilot Agents.

Benefits:

• Minimizes order errors and improves customer satisfaction.
• Automates repetitive data entry, allowing your team to focus on complex scenarios.
• Provides real-time status updates to customers and internal stakeholders.

How to build:

• Integrate Copilot with Dynamics 365 Business Central or HubSpot.
• Integrate with SharePoint and Teams as needed.
• Define clear rules and workflows to handle standard processing tasks.
• Enable continuous learning from exceptions and customer interactions.

4. HR Benefits Helper

Do you have an Employee Benefits package? We do. Have your employees read it and understand it? We’re pretty sure that’s not a priority for most team members. Until they need something from the benefits plan. And a lot of times, instead of going through a benefits package, they’ll ask our HR team. This takes time for our HR staff to understand the request and double check what we have in our plan in order to respond.

This is a great opportunity for a Copilot agent to be trained on the benefit package details, and to be ready as a “Teams” bot for all benefits questions. We’ll still have a path for our teams to ask HR questions, but we think they’ll love getting instant answers from their new HR Benefits Bot.

Benefits:

• Enhances employee engagement by simplifying benefit inquiries.
• Reduces HR workload by handling common questions efficiently.
• Provides personalized responses to employees based on their eligibility and benefit selections.

How to build:

• Integrate with existing HR systems such as Dynamics 365 HR and SharePoint.
• Build a robust knowledge base covering frequently asked questions and policies.
• Allow the agent to escalate complex or sensitive inquiries directly to HR staff.

5. Conference Planning Helper

We do a lot of Microsoft Conferences every year, where our CEO, Peter Carson, is usually invited to speak, and our staff work the tradeshow booths. We’ll host some offline events, and coordinate customer meetings. This includes a lot of travel, shipping, and logistics. Keeping everybody up to date and having a single source of information can be challenging, especially when information is constantly changing and coming in from different sources - vendor phone calls, Teams meetings, Teams channels, and emails.

We’re working on an ambitious project to build a bot that can keep on top of all of these details - just like an expert event planner - and be able to answer questions from team members as needed, like “What’s the event Wi-Fi password”, “When am I flying out”, and “When can we put the booth together” without having to constantly look up information.

Benefits:

• Simplifies complex event management tasks from scheduling to logistics.
• Improves collaboration among event teams and external stakeholders.
• Automates follow-up and communication processes, ensuring timely responses and reminders.

How to build:

• Integrate with Outlook, Teams, SharePoint, and Planner for seamless coordination.
• Configure Copilot to automatically generate tasks, assign roles, and provide reminders.
• Continuously capture feedback post-event to optimize future planning processes.

We’re fully embracing Microsoft Copilot agents to significantly enhance our productivity and employee satisfaction with our Top 5 Copilot use cases. By strategically deploying these use cases, your organization can streamline its own complex processes, enabling your teams to focus on what truly matters - driving business growth and innovation.

At Envision IT, we’re here to simplify and optimize your Microsoft journey. Let's build your intelligent future together.