AI meeting preparation and pre-meeting research
Instead of searching Outlook, Teams, SharePoint and the web before an important meeting, the workflow prepares one briefing with the purpose, attendees, previous commitments, open actions, relevant documents and current public facts. The meeting owner checks every item and can open the original source.
Use the workflow where preparation currently means searching several places under time pressure: a client review, supplier escalation, partner discussion, project governance meeting, investor conversation or senior external call. The best first candidate has a clear owner, repeated briefing structure and enough relevant history to produce something more useful than a generic company profile.
The brief should help the meeting owner decide what matters before joining the call. It names the purpose and decision required, summarises only the permitted history, separates facts from suggestions and keeps citations beside external claims. It also says when the source material is too thin or contradictory to support a conclusion.
An agreed calendar event triggers preparation at the chosen lead time. The workflow reads only the permitted related history, checks the named public sources and builds the briefing in the client's format. Each source is linked, gaps stay visible and conflicting facts are placed side by side. The meeting owner receives the draft, removes irrelevant material, checks the claims and approves the version they will use.
Attenta defines the eligible meeting types, trigger time, internal source boundaries, public research list, briefing template, reviewer and deletion rules. The pilot tests a meeting with strong history, one with little related material, a name collision, a stale company fact and an inaccessible document. The handover records which sources were connected, how citations work and when the workflow must return 'not enough information'.
Yes, where the Microsoft licence and company policy allow it. Microsoft states that meeting preparation summarises related content the signed-in user may access, and different attendees can receive different summaries because their permissions differ. A tailored workflow can add a fixed briefing format and cited public research without opening access to unrelated client or company information.
Official guidance: Microsoft guidance on preparing for meetings with Copilot.
Every public claim keeps the page, publisher and date it came from. Internal summaries link back to the permitted email, meeting or file. Missing and conflicting information is shown rather than completed. AI can suggest a fact, connection or question, but the meeting owner accepts, edits or rejects it before using it in a conversation or project record.
Good fit
Boundaries
FAQ
Yes, using lawful public sources and any internal material the user is allowed to access. The output should retain citations and clearly mark uncertainty or conflicting information.
Only where the client authorises the source, user and workflow. Internal and public research can be separated when the data boundary requires it.
Microsoft 365 Copilot provides meeting-preparation capabilities inside supported Microsoft applications. A tailored workflow may add structured public research, client templates and review steps around those capabilities.
No. The workflow should use official sites, Companies House, government and planning records, published project sources and other lawful public pages without bypassing access controls.
It may be. Microsoft 365 content follows the signed-in user's existing permissions, so two people can have access to different related emails, chats or files. The pilot defines who the briefing is for and does not assume one person's access can be copied to another.
The briefing should say that the related internal material is limited and avoid filling the space with generic claims. It can still present verified public facts and a list of questions, but the meeting owner should see the limitation clearly.
The source list is agreed for the use case. It may include official company sites, Companies House, GOV.UK, planning or regulatory records and official project pages. Restricted sources, access-control bypasses and unsupported search snippets stay outside the workflow.