Set up Engage Copilot v1 in Viva Engage

Engage Copilot v1 in Viva Engage is your everyday AI partner. It empowers you to communicate in ways that create value for you and your organization. Copilot gives users access to Large Language Model (LLM) technology with Microsoft Responsible AI protections. An LLM is a type of AI that processes and produces natural language text. Copilot helps users get the most out of Viva Engage by collaborating on written communications and suggesting where to post.

Licensing requirements

By default, Engage Copilot v1 is enabled for all users with a premium Viva Engage license (purchased as part of Microsoft Viva Suite or Microsoft Viva Employee Communications and Communities).

For details on Microsoft Viva plans and pricing, visit the Employee Experience Platform Plans and Pricing page.

Data processing and storage

Viva Engage processes users' chat collaborations and other Copilot v1 interactions with services aligned to Data center regional elections (US/EU Region). It does not store those interactions.

Control access to Copilot v1

You manage access to Copilot v1 through the Viva feature access management platform. Feature access management allows admins to create tenant, user, and group access policies for each feature through PowerShell commandlets. Policies provide a flexible and scalable approach to deployment.

Policy settings apply anytime a user signs in, allowing the user access to all enabled features. You can set multiple access policies to target the tenant, groups, and individual users, so multiple policies can affect a user. Individual user and group level policies always take priority over a tenant-level policy. For instructions, see Control access to features in Viva.

Copilot enablement states

You can turn Engage Copilot v1 on or off through a standard toggle. Changes to Copilot v1 require 48 hours to take effect.

As an example, if an admin needs to disable Engage Copilot v1 only for users in Germany, take the following steps to do so:

1. Create a group access policy in feature access management using PowerShell cmdlets.
2. Assign the Microsoft 365 group that contains all Germany users to the group policy.
3. Set the group policy to OFF (disabled).

As a result, all remaining users in other organizations (except Germany) can use Engage Copilot v1 in Viva Engage.

Feature access management

Due to Microsoft Entra limits, you can define one tenant policy per Viva Engage feature. You can set a single tenant policy for Copilot v1.

Engage Copilot v1 data usage for prompts and responses

Engage Copilot v1 only accesses existing data within Viva Engage. Copilot v1 uses all relevant user data and the data of the groups, communities, or tenant you're associated with.

In a multitenant organization, Copilot v1's access is limited to the tenant to which the user belongs. It doesn't extend to access data across other tenants.

Privacy policy and data compliance

Copilot v1 follows data compliance practices currently supported by Viva Engage. We publicly share our privacy policies, which you can find in the Microsoft Online Services Privacy Statement.

Data residency, data subject rights, and data deletion

Engage Copilot v1 follows Viva Engage's full suite of data residency protocols. For details, see Overview of Security and Compliance in Viva Engage.

Microsoft Graph and Microsoft 365 services

Copilot v1 doesn’t interact with Microsoft 365 Copilot, Microsoft Graph, and other Microsoft 365 services. Engage Copilot v1 is a separate entity contained within Viva Engage and it relies on integrations in place for Viva Engage.

GDPR and privacy regulations

Copilot v1 follows the same GDPR and privacy regulations as Viva Engage. For details, see Manage GDPR data subject requests in Viva Engage and Understand how privacy works in Microsoft Viva.

See also

Data, Privacy, and Security for Microsoft 365 Copilot in Viva Engage

Set up Microsoft 365 Copilot in Viva Engage

Get started with Engage Copilot v1 (for end users)