Egnyte agent for M365

The Egnyte agent for Microsoft 365 allows users to interact with Egnyte-stored files, directly within the Microsoft 365 Copilot experience (MS Teams, Outlook, Office files)

 

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Overview

Benefits

Use cases

Security and compliance

Prerequisites

Admin setup 

Configure Egnyte agent for M365 in Microsoft Teams Admin Center

Configure Egnyte agent for M365 in Microsoft Admin Center

For End User

Best Practices

How to Disable the Search Egnyte Integration

Disable Search Egnyte in MS Teams

Disable Search Egnyte in MS Copilot

Limitations

Overview

Egnyte agent for MS Copilot can be used in MS Teams, Microsoft 365 Copilot Web interface, Outlook and productivity apps (Office). Users can seamlessly generate concise summaries and accurate answers from Egnyte-stored files directly within the MS Teams environment by simply writing a prompt in the Copilot tab. The prompt also displays the source files where the summaries were generated from for quick file actions such as preview and share, simplifying information retrieval and enhancing productivity.

The data stays within Egnyte's security controls and won't be retained outside of it during AI interactions. Additionally, the integration adheres to Egnyte’s permission model, such that a user’s AI will never have access to more data than that user is entitled to.

Benefits

• Ask questions against shared content stored in Egnyte directly within the Copilot tab.
• Get Egnyte-stored file summaries in the Copilot tab with links to relevant documents and quick access to the source files via the Open in Egnyte action.
• Maintain organizational security with Egnyte permission-based controls to the documents.
• Displayed content and documents remain secure and protected within Egnyte.

Use cases

• Identifying key information and takeaways from complex documents like contracts, reports, or meeting notes.
• Surfacing insights by querying across related files, ideal for finding repeated themes, inconsistencies, or dependencies.

Security and compliance

• Copilot interactions only return content the user is authorized to access, based on Egnyte’s granular subfolder permissions
• All Copilot usage adheres to existing Egnyte policies, including lifecycle management, retention schedules, classification labels, and legal holds.

Prerequisites

• Enabled Egnyte for M365 in the Microsoft Admin center
• Users need to be logged in to the Egnyte domain in MS Teams
• Users need to select the Egnyte agent on the right side panel with listed agents
• Active licenses for MS Teams and MS Copilot
  • To check Microsoft plan, Admin can navigate to the Microsoft Admin center and can look at all the licences per user on the main screen.
    
  • Microsoft plans with available products are listed here.
• Admins who have enabled Search Egnyte App in their tenant are recommended to disable it (optional). Refer to the section How to Disable Search Egnyte for more information.

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Admin setup 

Getting Started

Activation needs to be done in both the Microsoft Teams Admin Center and the Microsoft Admin Center. This ensures the Egnyte Copilot agent is enabled for all domain users or for specific groups across Teams, Outlook, M365, and Office apps, maintaining a consistent experience across the Microsoft environment.

Configure Egnyte agent for M365 in Microsoft Teams Admin Center

1. To install Egnyte for M365, navigate to Microsoft Teams Admin Center. Unfold the Teams apps on the sidebar and click on Manage apps.
   
2. Search for Egnyte app and check if the status is Unblocked.
   
3. Click on the app name to confirm the app is available to everyone or selected groups. Click on Edit availability to make changes in the availability. 
   
   
4. Click on Grant admin consent in the Permissions tab.
   
5. Provide consent in the pop-up. Click Allow access.
   
   The changes will then be visible.
   

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Configure Egnyte agent for M365 in Microsoft Admin Center

1. To configure Egnyte agent for M365, navigate to Microsoft Admin Center. Unfold Copilot on the sidebar and click on Agents.
   
2. Search for Egnyte agent and check if the status is available for all users. 
   
3. Select Users and adjust agent availability, if needed. Click on Deploy. 
   
   
4. Click on Next. 
   
5. Assign users and click on Next. The admin can choose to select:
   
   • Just me: The agent will be deployed only for the admin
   • Entire organization: The agent will be deployed to all the users in the organization
   • Specific user/groups: Search and select specific users/groups and the agent will be deployed only to the selected user(s)/group(s).
   
6. Click on Accept Permissions to accept permission requests. 
   
7. Click on Accept after reviewing permissions.
   
8. Click Next to continue. 
   
9. Review the details and click on Finish Deployment.
   
10. Click on Done to finish the deployment. 
    
    The Deployed to in the Users tab will show the user(s) for which the deployment has been completed. 
    

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For End User

1. Navigate to MS Copilot in MS Teams, Outlook, M365 or Office app.
   
2. Select Egnyte on the right side panel. 
   
   The user can begin interacting with the Egnyte agent. 
   
   With the first attempt to use the Egnyte agent, the user will be asked to authenticate and provide consent for the access to Egnyte content.
   Click on Sign in to Egnyte.
   
3. Provide the credentials and sign in to Microsoft account.
   
4. Provide the Egnyte domain name.
   
5. Click Next and confirm consent.
   
   The user will get the responses to their queries based on Egnyte-stored files along with the direct file references. 
   
   

It is possible that the user gets logged out due to inactivity and would be required to sign in again after searching for the Egnyte app. In such a scenario,

1. Search for the Egnyte App.
   
   
2. If the user is already logged in and they wish to log-in using a different account, they can click on Sign out, search for the app again and follow the steps mentioned ahead.
   
   
3. Click on Sign in.
   
   
4. Provide the new user credentials and repeat the login steps mentioned above.
   
   

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Best Practices

• ​​Focus on What, Not Where:
  Users should frame questions around the information they need rather than the file or folder location.
  • Less effective: What’s in the “Marketing Q4” folder?
  • More effective: Summarize the key marketing strategies for Q4 based on recent reports.
• Be Specific for More Accurate Responses:
  Queries that clearly describe the required information return more relevant and precise results. 
  • Example: What were the final budget numbers in “Q4_Financials_Final.xlsx”?
• Use the UI for Core Actions:
  Actions such as signing in, signing out, or sharing files should be completed using the dedicated Web UI options to ensure expected behavior.

How to Disable the Search Egnyte Integration

Technical Requirements to uninstall Search Egnyte integration:

• Must be Global Admin in Microsoft tenant

Disable Search Egnyte in MS Teams

1.  To disable Search Egnyte integration in MS Teams, navigate to the Microsoft Teams Admin Center. Unfold the Teams apps on the sidebar and go to Manage apps.
   

   This action affects all domain users or all users in a selected group using Microsoft Teams and blocked apps can be reversed at any time. 

   
   
2. Search and select the Search Egnyte (legacy) app. Block the app from the details view by clicking on the Block app option. 
   
   
3. A confirmation will appear saying that the app is blocked.
   

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Disable Search Egnyte in MS Copilot

1. To Block Search Egnyte integration in MS Copilot, navigate to the Microsoft Admin Center. Unfold Copilot on the sidebar and go to the Agents section.
   

   This action affects all domain users or all users in a selected group using Microsoft Copilot and blocked apps can be reversed at any time. 

   
   
2. Search and select the Search Egnyte (legacy) app and click on Block. 
   
3. Check Block agent and click on Save.
   
   
   
   
4. A Confirmation will appear on the agent being blocked.
     
   The status Blocked will also be visible on the Agents listing.
   

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Limitations

• Limited Source Set: Responses are typically derived from a focused set of documents (around five), ensuring relevance. 
• Independent Query Processing: Each request is processed individually, without retaining conversational context across queries.
• Copilot-Driven Output: Egnyte supplies the raw data, while Microsoft Copilot determines how this data is interpreted and displayed to the user, as required.