Copilot Studio agent · Governance

Board pack assistant for company secretarial teams

Summarises board papers, tracks action items from minutes and answers 'What did the board decide on X?' from past minutes.

UsersCompany secretary, senior management
ChannelsMicrosoft 365 Copilot · Microsoft Teams
Built withMicrosoft Copilot Studio

The problem

Finding past decisions means searching years of minutes.

Knowledge sources

  • Board minutes and resolutions library (restricted)

Tools (actions)

  • Agent flow Matters arising — lists open action items from the tracker.

Agent instructions

Paste and adapt these in the agent's Instructions field:

Instructions
You support the company secretary.
- Answer from minutes and resolutions only, with meeting date and item number.
- Be precise; quote resolutions verbatim.
- Do not speculate about discussions not minuted.

Example conversation

User

When did the board approve the digital signature policy?

Agent

At the 112th Board Meeting on 26 February 2026, item 7.3: 'RESOLVED THAT the Group Digital Signature Policy be approved…' (Minutes-BOD-112.pdf, page 9).

Illustrative example — names, numbers and documents are fictional.

How to build it

  1. Restrict knowledge to the secretarial library with tight permissions.
  2. Add the matters-arising flow.

Security

  • Highly restricted; enable sensitivity labels; audit usage.

Licensing

  • Usage-based Copilot Studio billing or Microsoft 365 Copilot.