#SharePoint Agents

The SharePoint agents module in EnPower lets you easily view and manage AI agents created in SharePoint. From a single place, you can share agents with others, edit basic agent details, and manage user access and permissions. The module also allows you to review usage information, apply filters, and export data, helping you keep SharePoint agents organized and under control as adoption grows.

In the left navigation, click Agents, and then click SharePoint. For detailed instructions, refer to the following sections.

#View and Edit Agent Details

To view basic details of an agent, click the display name of the agent and you will be navigated to the Agent details page.

In the Basics tab, general information of the agent is displayed, including agent ID, Web URL, creation details, etc.

To edit the Display name and Purpose of the agent, complete the following steps:

1. Click Edit in the upper-right corner of the page.

2. Enter the new name or purpose.

3. Click Save in the lower-right to save your changes.

#Manage Agent Access

To view and manage all users who have access to a SharePoint agent, click the agent’s display name, and then go to the Access tab on the Agent details page.

In the Access tab, the following operations are available:

• Add member – To add members to the agent, complete the following steps:

  1. Click Add.

  2. In the Add member panel, search for users to add.

     Selected users will be displayed in the table below the search box.

     In the Permission column, select the agent permission to assign to the user, including View and Edit.

     To remove a user from the table, click the icon in the Remove column.

  3. Click Save. Users in the table will be added to the agent.

• Update member permission - To update permission of an existing member, select the new permission for the user in the Permission column.

• Remove member - To remove members from the agent, select the user and then click Remove above the member listing table.

Additionally, you can also manage access of an agent by following the steps below:

1. On the SharePoint page, select the agent to share and click Management. Then, select Permissions > Share from the drop-down list.

2. In the Share panel, search for user to add.

   Selected users will be displayed in the table below the searchbox.

   In the Permission column, select the agent permission to assign to the user, including View and Edit.

   To remove a user from the table, click the icon in the Remove column.

   Permissions of existing agent members can be edited in this panel. Additionally, you can remove existing viewers and editors from the agent.

3. Click Save. Agent access will be updated.

#Delete Agents

To delete certain SharePoint agents, follow the steps below:

1. On the SharePoint page, select the agents to delete.

2. Click Management > Delete above the table.

3. Click Management > Delete in the confirmation window.

#Cloud Governance Integrated Management

EnPower integrates with Cloud Governance to provide lifecycle management for your agents. With a Cloud Governance subscription, you can edit applied Cloud Governance metadata, manage contacts, perform renewals, and configure Cloud Governance registration.

#Edit Cloud Governance Metadata

If you have a Cloud Governance subscription, you can manage the Cloud Governance metadata applied to the SharePoint agents in EnPower. To add, remove, or edit the values of metadata of a agents, complete the following steps:

1. Select an agent and click Governance on the ribbon. Then, select Edit metadata from the drop-down list.

2. In the Edit metadata panel, all existing Cloud Governance metadata applied to the agent are listed. You can:

   • Click Add metadata to apply new metadata to the agent. In the Add metadata panel, select the metadata to add and click Add in the lower-right corner.

   • Click Remove to remove certain metadata from the agent.

   • Edit the metadata values.

3. Click Save.

To edit metadata of multiple agents at a time, complete the following steps:

1. Select multiple agents and click Governance on the ribbon. Then, select Edit metadata from the drop-down list.

   NOTE

   You can only bulk edit metadata for agents in the same tenant.

2. In the Edit metadata panel, select the bulk operation:

   • Add metadata – Select to apply new metadata to the agents. Then, select the metadata to add and enter their values.

   • Remove metadata – Select to remove certain metadata from the agents. Then, select the metadata to remove.

   • Remove metadata and add new ones – Select to remove all existing metadata from the agents and add new ones. Then, select the metadata to add and enter their values.

   • Update metadata with new values – Select this option to update the values of specific metadata applied to the agents. Then select the metadata and enter the new values. If the specified metadata is not applied to the agents, the action is skipped. Only agents with the specified metadata are updated.

3. Click Save.

#Manage Contacts

The contact assignment and election actions help ensure each SharePoint agent has clear ownership and accountability by defining who is responsible for governance and communication. It supports consistent contact management across agents and keeps lifecycle processes coordinated, even when agents are in different governance or renewal states.

#Specify Contacts

To specify the primary and secondary contacts of your agents in EnPower to allow specific users to manage the agents, complete the following steps:

1. Select the agents to specify contacts for.

2. Click Governance on the ribbon. Then, select Contacts > Specify contacts from the drop-down list.

3. In the Specify contacts panel, configure the following settings:

   • Primary contact – Enter the name of a user to be the primary contact.

     Select whether to Notify the contact when the SharePoint agent is assigned. If selected, you need to select an email template for the notification email from the dropdown list.

   • Secondary contact – Enter the name of a user to be the secondary contact.

     Select whether to Notify the contact when the SharePoint agent is assigned. If selected, you need to select an email template for the notification email from the dropdown list.

4. Click Save. The process will start to assign the agent to the contacts.

#Apply Contact Election Profile

To apply a contact election profile to agents, complete the following steps:

1. Select one or more agents and click Governance on the ribbon. Then, select Contacts > Apply contact election profile from the drop-down list.

2. In the Apply contact election profile panel, complete the following configurations:

   • Contact election profile – Select a contact election profile to apply. For details on creating contact election profiles in Cloud Governance, refer to Configure AI Agent Contact Election Profiles.

   • How do you want to handle SharePoint agents that have ongoing contact election tasks – When you are applying profile to agents in the Preparing renewal report, Renewal completed with exception, Renewal in progress, Renewal overdue, or Renewal pending phases, select one of the following options:

     • Do not apply the new profile to these SharePoint agents

     • Cancel all ongoing contact election tasks, escalation tasks, and apply the new profile

3. Click Save. The process will start to apply the contact election profile.

#Trigger Contact Election Task

To trigger the contact election task of agents, complete the following steps:

1. Select one or more agents and click Governance on the ribbon. Then, select Contacts > Trigger contact election task from the drop-down list.

2. In the confirmation window, click Trigger. The process will start to trigger the contact election task.

#Renew Agents

Agent renewal allows users to periodically review and update agent contacts, permissions, and metadata in a single task. In EnPower, you can apply renewal profiles created in AvePoint Cloud Governance to your agents, restart the renewal process, and reassign renewal tasks. Refer to the following sections for more details.

#Apply Renewal Profile

To apply renewal profile to agents, complete the following steps:

1. Select the agents to apply the renewal profile to. For details on creating renewal profiles in Cloud Governance, refer to Configure AI Agent Renewal Profiles.

2. Click Governance on the ribbon. Then, select Renewal > Apply renewal profile from the drop-down list.

3. In the Apply renewal profile panel, select the renewal profile to apply.

4. If there are agents already in the renewal process, select how you want to handle the agents from one of the following actions:

   • Do not apply the new profile to these SharePoint agents – Select this option to skip all agents that have ongoing tasks.

   • Cancel ongoing renewal tasks, escalation tasks, and apply the new profile – Select this option to cancel all the ongoing tasks before the new profile is applied. If selected, you can also select a checkbox to Send a cancellation email to the task assignees and select the email template to use.

5. Click Save to update the changes.

#Assign Renewal Tasks

In addition to the existing renewal task assignees, you can specify another user to assign the renewal task to and make that user the new task assignee. To assign renewal tasks, complete the following steps:

1. Select the agents whose renewal tasks are to be assigned.

2. Click Governance on the ribbon. Then, select Renewal > Assign renewal tasks from the drop-down list.

3. In the Assign renewal tasks panel, specify the user to add as the assignee.

4. Click Save. The process will reassign the task.

#Restart Renewal

To restart the renewal process of agents, complete the following steps:

1. Select the agents to restart the renewal process.

2. Click Governance on the ribbon. Then, select Renewal > Restart renewal from the drop-down list.

3. In the confirmation window, select whether to Send a cancellation email to the task assignees. If to send, select the email template to use.

4. Click Apply. The process will restart the renewal process for the selected agents.

#Remove Agents from Cloud Governance

To remove registered agents from AvePoint Cloud Governance, complete the following steps:

1. Select one or more agents to remove. The selected agents must have been registered in Cloud Governance. You can find them with the Registered filter under Governance details category.

2. Click Governance on the ribbon. Then, select Remove from Cloud Governance from the drop-down list.

3. In the confirmation window, select I agree that everything related to the selected agents will be removed from AvePoint Cloud Governance. Then, click Remove. The process will remove the selected agents from Cloud Governance.