Using Copilot Studio for Custom Workflows: A Comprehensive Guide

Microsoft Copilot Studio (formerly Power Virtual Agents) is a powerful no-code/low-code AI-driven chatbot builder that enables users to automate workflows and integrate AI-powered bots with various business processes. One of its key capabilities is the integration with Power Automate, which allows you to create custom workflows that automate repetitive tasks, retrieve or store data, and improve productivity.

This guide provides a detailed, step-by-step breakdown of how to use Copilot Studio to create custom workflows using Power Automate and APIs.

📌 Step 1: Accessing Microsoft Copilot Studio

1.1 Sign In to Copilot Studio

1️⃣ Open your web browser and visit https://copilotstudio.microsoft.com/.
2️⃣ Click on Sign In (top-right corner).
3️⃣ Use your Microsoft 365 credentials (work/school account).
4️⃣ Once logged in, you’ll be redirected to the Copilot Studio dashboard.

🔹 Step 2: Creating a New Chatbot (Optional)

If you haven’t created a chatbot yet, follow these steps:

2.1 Start a New Chatbot Project

1️⃣ Click “Create a Copilot” or “New Chatbot”.
2️⃣ Enter a bot name (e.g., “Workflow Automation Bot”).
3️⃣ Choose a language (English, Spanish, etc.).
4️⃣ Click “Create”.
5️⃣ Wait for the chatbot to initialize.

🔹 Step 3: Understanding Custom Workflows in Copilot Studio

✅ What Are Custom Workflows?

A custom workflow automates actions by integrating Copilot Studio with Power Automate or external APIs.

🔹 Example Use Cases of Workflows in Copilot Studio:
✔ Send an Email – Automatically send confirmation emails.
✔ Create Support Tickets – Log user issues into a ticketing system.
✔ Retrieve Data from a Database – Fetch customer details from a CRM.
✔ Update Records – Modify records in SharePoint, Dynamics 365, or Dataverse.
✔ Trigger Notifications – Send messages to Teams or Slack.

🔹 Step 4: Creating a Custom Workflow in Power Automate

To create a workflow automation in Copilot Studio, you must use Power Automate.

4.1 Navigating to Power Automate

1️⃣ In Copilot Studio, go to the “Topics” section.
2️⃣ Click “New Topic” and give it a name (e.g., “Submit Support Request”).
3️⃣ Click “Add Node” → “Call an Action”.
4️⃣ Choose “Create a Flow with Power Automate”.
5️⃣ This opens the Power Automate interface.

4.2 Creating a New Power Automate Flow

1️⃣ Click “Create from blank”.
2️⃣ Select “Copilot Studio” as the trigger.
3️⃣ Name your flow (e.g., “Create_Ticket_Workflow”).

4.3 Adding Actions in Power Automate

You can add multiple actions based on what you want your bot to do.

Example 1: Sending an Email

1️⃣ Click “New Step” → “Send an Email (Outlook 365)”.
2️⃣ Configure the email fields:

To: User’s email (input from chatbot).
Subject: “Support Ticket Confirmation”.
Body: “Your request has been received. Ticket ID: {TicketID}”.
3️⃣ Click Save.

Example 2: Creating a Support Ticket in Microsoft Teams

1️⃣ Click “New Step” → “Post a Message in a Teams Channel”.
2️⃣ Choose the Teams channel where you want the bot to post updates.
3️⃣ Enter the Message:

“New Support Request from {UserName}. Issue: {UserIssue}”.
4️⃣ Click Save.

4.4 Returning Data from Power Automate to Copilot Studio

To send data back to Copilot Studio:
1️⃣ Click “New Step” → “Respond to a Power Virtual Agent”.
2️⃣ Add output fields (e.g., TicketID, Status).
3️⃣ Click Save & Close.

✅ Now, Power Automate will send the generated ticket ID back to Copilot Studio!

🔹 Step 5: Connecting the Workflow to Your Chatbot

Once your Power Automate flow is ready, integrate it into your chatbot.

5.1 Linking the Custom Workflow to a Chatbot Topic

1️⃣ Return to Copilot Studio.
2️⃣ Go to the “Topics” section and select your topic (e.g., “Submit Support Request”).
3️⃣ Click “Add Node” → “Call an Action”.
4️⃣ Select the Power Automate Flow you just created.
5️⃣ Click Save.

🔹 Step 6: Testing the Workflow in Copilot Studio

Before deploying, test the entire chatbot flow.

6.1 Running a Test Conversation

1️⃣ Click “Test Bot” (top-right corner).
2️⃣ Enter a user query like “I need help with my account”.
3️⃣ The bot should:

Ask for more details.
Trigger the Power Automate workflow.
Return the ticket confirmation message.
4️⃣ If needed, adjust the bot’s responses or workflow settings.

🔹 Step 7: Deploying the Chatbot with Custom Workflows

Once satisfied with testing, deploy your chatbot with automated workflows.

7.1 Publishing the Chatbot

1️⃣ Click “Publish” (top-right corner).
2️⃣ Confirm the changes.
3️⃣ Wait for deployment to complete.

7.2 Deploying to Different Platforms

✅ Microsoft Teams

Go to “Channels” → “Microsoft Teams”.
Click “Enable” and follow setup instructions.

✅ Website

Go to “Channels” → “Custom Website”.
Copy the embed code (iframe) and paste it into your site.

✅ WhatsApp & Facebook Messenger

Go to “Channels” → “Social Media”.
Connect your Facebook/WhatsApp account.

✅ Your chatbot with custom workflows is now live and operational!

🔹 Step 8: Monitoring and Improving the Workflow

To optimize performance, monitor your chatbot’s interactions.

8.1 Viewing Chatbot Analytics

1️⃣ Navigate to “Analytics” in Copilot Studio.
2️⃣ Track:
✅ Most used workflows.
✅ Unanswered questions.
✅ User satisfaction scores.
3️⃣ Improve workflows based on data.

Using Copilot Studio for custom workflows