392845 – Microsoft Copilot (Microsoft 365): Copilot in Forms Smart Reminder to gain higher engagement from audience (archived)

Product:

Copilot, Forms

Platform:

Web, World tenant

Status:

Launched

Change type:

Links:

Details:

Copilot smart reminder will monitor and proactively share engagement and submission status to a form's owner in order to suggest follow-up actions. For example, if engagement is low, forms owners can leverage Copilot to send reminders for forms or quizzes quickly. Also, Copilot smart reminder can remind owners to check the insights when there are sufficient responses to make decisions.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-04-30

updated:
2024-06-22

Docu to Check

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MS workload name

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Direct effects for Operations**

- Impact on IT Operations
- Increased monitoring requirements for form engagement metrics
- Role Impacted: IT Operations Team
- Dependency: Integration with Microsoft 365 analytics and reporting tools
- Potential for increased support tickets related to Copilot functionality
- Role Impacted: IT Helpdesk Staff
- Dependency: Helpdesk ticketing system and knowledge base updates
- Need for training sessions for users on how to effectively utilize Copilot features
- Role Impacted: IT Training and Development Team
- Dependency: Learning management systems and training materials

- Impact on IT Services
- Changes in data flow and processing within Microsoft Forms
- Role Impacted: IT Service Management Team
- Dependency: Microsoft Forms and related services (e.g., Power Automate)
- Possible performance degradation during peak usage times due to increased reminders and notifications
- Role Impacted: IT Infrastructure Team
- Dependency: Network bandwidth and server capacity
- Requirement for updates to service level agreements (SLAs) to accommodate new features
- Role Impacted: IT Governance and Compliance Team
- Dependency: Documentation and compliance tracking systems

- Impact on IT Users
- Increased user engagement with forms may lead to higher response rates, but also potential notification fatigue
- Role Impacted: End Users (form creators and respondents)
- Dependency: User experience design and notification settings
- Users may require additional support to understand the new reminder functionalities
- Role Impacted: End Users (form creators)
- Dependency: User support resources and documentation
- Changes in user behavior as they adapt to the proactive engagement suggestions from Copilot
- Role Impacted: End Users (form respondents)
- Dependency: User feedback mechanisms and engagement tracking tools

References:
- Microsoft Copilot Overview: [Microsoft Official Documentation](https://www.microsoft.com/en-us/microsoft-365/copilot)
- Microsoft Forms Features: [Microsoft Forms Help](https://support.microsoft.com/en-us/forms)

Opportunities**

- Enhance User Engagement through Smart Reminders
- Utilize Microsoft Copilot's smart reminder feature to proactively notify form owners about low engagement levels.
- This will enable timely follow-ups, increasing response rates and improving data collection quality.
- Roles that might profit: Marketing Teams, HR Departments, and Project Managers who rely on feedback forms and surveys.

- Streamline Decision-Making with Insights Notifications
- Implement Copilot's capability to remind form owners to check insights when sufficient responses are gathered.
- This can lead to quicker decision-making processes and more effective strategy adjustments based on real-time data.
- Roles that might profit: Executives, Data Analysts, and Team Leaders who need to make informed decisions based on user feedback.

- Reduce Administrative Overhead with Automated Follow-Ups
- Leverage Copilot to automate the follow-up process for forms and quizzes, reducing the manual workload on IT and administrative staff.
- This can free up resources for more strategic tasks and improve overall operational efficiency.
- Roles that might profit: IT Administrators, Operations Managers, and Administrative Assistants who handle multiple forms and feedback processes.

References:
- Microsoft 365 Copilot Overview: [Microsoft 365 Copilot](https://www.microsoft.com/en-us/microsoft-365/copilot)
- Benefits of Microsoft Forms: [Microsoft Forms](https://support.microsoft.com/en-us/forms)

Potentional Risks**

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Data Protection**

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Hypothetical Work Council Statement**

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DPIA Draft**

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