How Maisy Uses Microsoft 365 Permissions to Protect Sensitive Knowledge

A small business wants employees to ask Maisy about policies, procedures, customers, finances and operations. The first security question is whether every employee should receive the same answer. They should not. Maisy works with Microsoft 365 identity, SharePoint permissions and role-based access rather than creating a separate security model around the assistant.

Security Starts in Microsoft 365

Access should be controlled at the source through Microsoft Entra ID, Microsoft 365 groups, SharePoint sites and libraries, and authenticated Teams access. Employees are assigned to groups such as All Employees, Managers, HR, Finance, Operations and Contractors. Maisy uses the employee’s identity to determine which approved sources can be searched.

Maisy Does Not Need Access to Everything

Connecting Copilot Studio to one large SharePoint site can expose general policies, payroll procedures, management notes, drafts and archives through one broad boundary. Pixeldust structures Maisy around separate knowledge domains. The article on separating HR, finance and operations knowledge explains why those areas need distinct access models.

The Same Question Can Produce Different Results

A general employee asking about payroll corrections may receive instructions for reporting a problem. HR or finance may receive internal correction steps. A contractor may receive no answer. Maisy provides the best answer that can be built entirely from information the user is authorized to access.

SharePoint Permissions Remain the Boundary

Permissions should be assigned at the site or library level whenever practical. A secure structure can include General Employee Knowledge, Operations Procedures, Manager Guidance, Restricted HR Knowledge, Restricted Finance Knowledge and Contractor Resources. The secure knowledge-hub architecture explains the full model.

Maisy Protects Answers and Citations

Pixeldust tests both answer text and source links. A citation can expose a restricted document title, site name or metadata even when the answer appears safe. Representative employee, manager, HR, finance and contractor accounts are used to verify access.

Maisy Makes Knowledge Easier to Reach, Not Easier to Bypass

Maisy helps businesses retain institutional knowledge inside controlled Microsoft 365 systems. It also helps retain institutional knowledge without spreading sensitive procedures beyond authorized users.