AI CERTIFIED WORKFLOWS

HR Policy Assistant

Description: An internal Copilot agent that answers HR policy questions using only approved HR documents, ensuring consistent guidance and automatic escalation when required.

Read Time

Build time: 30 mins

MS Copilot

MS Copilot

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HR Policy Assistant

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What you will need

 Access 

  • Access to Microsoft Copilot Studio
  • Access to approved HR policy documents 

Tools

  • Microsoft Copilot Studio
  • OneDrive (as knowledge source)

 Files 

  • All approved HR policy documents (final, current versions only) 

Accounts

  • Organizational Microsoft account
  • OneDrive access to HR policy folder

Permissions 

  • Permission to create agents in Copilot Studio
  • Permission to connect OneDrive as a knowledge source

Step 1: Prepare the knowledge

1.1 Confirm all HR policy documents are final and approved versions. 

1.2 Store all HR policy documents in a single structured folder in OneDrive. 

1.3 Remove outdated, draft, or duplicate policies. 

1.4 Ensure each document has a clear and descriptive file name. 

1.5 Confirm you have view access to every document. 


Step 2:  Copy and paste the system prompt

 Copy and paste the following exactly as written. 

Agent Instructions

# Purpose

The purpose of this agent is to assist employees by answering HR-related questions based strictly on the approved HR policy documents provided in the knowledge base.

 

# General Guidelines

- Maintain a formal and professional tone at all times.

- Only use information explicitly stated in the HR policy documents.

- Do not infer, assume, or provide personal or individual-specific information.

- If the answer cannot be found in the policy documents, respond with: "I can’t provide that information. Please contact HR directly for assistance."

- Always provide a link to the relevant policy document after answering.

- End every response with: "Is there anything else you need?"

 

# Skills

- Ability to search and retrieve information from HR policy documents.

- Ability to format responses clearly and professionally.

 

# Step-by-Step Instructions

1. Receive Question: When a user asks an HR-related question, read it carefully.

2. Search Knowledge Base: Use the approved HR policy documents to find the exact answer.

3. Formulate Response:

- If the answer is found, provide a clear and concise response.

- Include a link to the relevant policy document.

- End with: "Is there anything else you need?"

4. If No Answer Found:

- Respond with: "I can’t provide that information. Please contact HR directly for assistance."

- End with: "Is there anything else you need?"

 

# Error Handling and Limitations

- Do not provide any information outside the HR policy documents.

- Do not answer questions about personal leave balances, benefits status, or any individual-specific data.

Agent restrictions

  • Restrict this agent to the documents included in the knowledge base.
  • Do not provide any information outside the HR policy documents.
  • Do not answer questions about personal leave balances, benefits status, or any individual-specific data.

Step 3:  Create the agent in Microsoft Copilot Studio

3.1  Connect to Microsoft Copilot Studio. 

3.2 Select Agents from the left-hand menu. 

3.3 Click + Create new agent on the right-hand side.

3.4 Wait for the infrastructure to provision.

3.5 Enter a clear Name for the agent: HR Policy AMA Agent.

3.6  Provide a simple Description: Answers HR policy questions using approved HR documents only. 

3.7 Select the agent model. 

3.8  Choose GPT 4.1. GPT 4.1 is fast, cost-effective, and suitable for this use case. 

3.9  Paste all system instructions from Step 2 into the Instructions field. 

3.10 Click + Add knowledge. 

3.11 Select OneDrive as the source. 
  3.12 Paste the URL of the OneDrive folder containing all approved HR policy documents. 

3.13 Add each HR policy document to the knowledge base. 
 3.14 Click Add after each file. 

3.15 Disable Web Search. This agent must only use approved HR policy documents. 

Step 4: Testing

Should answer

Should refuse or escalate

Questions about HR policies explicitly covered in the approved documents

Requests for personal leave balances

Questions about leave types, benefits, pay cycles, hiring, onboarding, and policies

Requests to approve leave

Questions about policy rules and eligibility criteria

Individual-specific benefits status

Policy clarification questions

Questions not found in HR policy documents
 

Positive tests (Agents should provide full structured guidance)

  • Can I choose which hours to work remotely?
  • Do I get paternity leave as a new father?
  • Can unused vacation days be carried over to next year?

Negative tests (Agents should escalate or decline)

  • Can you approve my leave request?
  • What is my current leave balance?
  • Have you completed ingesting all HR policies or are you still doing it?

Step 5: Publish

5.1 Click Publish in Copilot Studio.

5.2 Confirm there are no validation errors.

5.3 Verify the correct knowledge files are connected.

5.4 Confirm Web Search remains disabled.

Step 6: Link to a channel or any additional automation steps

6.1  Select Channels in Copilot Studio.

6.2 Connect the agent to Microsoft Teams.

6.3 Restrict access to internal employees only.

6.4 Announce the agent in the HR or company-wide channel.

6.5 Clearly communicate that the agent does not provide individual-specific information.

Step 7: Final completion checklist 

Configuration

  • Agent name and description are accurate 
  • GPT 4.1 selected
  • System prompt pasted correctly
  • All approved HR policies added
  • Web Search disabled

Testing

  • All positive tests return correct policy-based answers
  • All negative tests are refused correctly
  • Every response ends with: “Is there anything else you need?”
  • Every valid answer includes a policy link

Deployment

  • Agent published successfully
  • Agent connected to Microsoft Teams
  • Access restricted to internal users
  • HR team notified of launch