Topic Level Restrictions

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Posted on by jscheidl

Hi all,

Is there any way to allow for topic-level restrictions in Copilot Studio?

We would like to create one large Copilot, with many topics and actions, to be used across our organization. However, we would like to restrict certain topics or actions based on the end-users' role (or perhaps some other parameter). Is this at all achievable in Copilot Studio?

If possible, please try to avoid suggesting that we break down the copilots into smaller copilots (unless there is a critical reason to do so). Or leaders have specifically requested to achieve this capability using one single Copilot.

Thank you in advance for any suggestions you may provide!

-Jake

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trice602 15,404 Super User 2025 Season 2 on at

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Hi,

Yes, you can implement topic-level restrictions in Copilot Studio, even within a single, large Copilot. While the exact capabilities may vary based on your specific setup and version, here are some strategies you can consider:

Role-Based Access Control (RBAC): If Copilot Studio supports role-based access, you can set up roles and permissions to control which users can access certain topics or actions. This allows you to restrict visibility and execution based on user roles.

Conditional Logic: Incorporate conditional logic within your Copilot. You can check the user's role or other parameters at the start of a conversation or when a specific topic is invoked. Based on this check, you can determine whether to proceed with the topic or return a message indicating that access is restricted.

Dynamic Topic Visibility: Depending on the capabilities of Copilot Studio, you might be able to dynamically adjust which topics are visible to users based on their roles or other attributes. This would involve programmatically managing the list of available topics based on user context.

Custom Input Parameters: Use custom input parameters to capture user roles when they initiate interaction with the Copilot. You can then use this information to guide the conversation and restrict access to certain actions or topics.

Utilize User Profiles: If your platform allows for user profiles or metadata, leverage this information to enforce access controls at the topic level. You can pull in user attributes to make real-time decisions about which topics are accessible.

Audit Logging and Monitoring: While this doesn't directly restrict access, implementing logging and monitoring can help you

track how users are interacting with the Copilot. This can inform future adjustments to your topic restrictions.

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Vinoth Selvam 1,590 Super User 2025 Season 2 on at

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Hi jscheidl,

I would like to add a little bit more.

You can try these approaches.

Create a Dataverse table where user roles or permissions are stored. Upon Topic start, use a Power Automate flow to query the table based on the user’s identity. Based on the role, you can control which topics are triggered, allowing you to gate topics based on access levels.

You can add checks in your trigger phrases to see if certain conditions (like user roles) are met. For example, check the user’s role within the organization (retrieved via an Azure AD claim or Dataverse lookup) and only trigger the topic if the user has the necessary permissions.

If you are using manual authentication within Copilot Studio, you can leverage Azure AD claims or custom authentication tokens to restrict access:

Thanks.

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