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PPM Express Copilot Assistant Setup Guide (Early Preview)

This guide provides step-by-step instructions for setting up the PPM Express Copilot Assistant, which is designed to enhance project management capabilities through AI-driven insights and automation.

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Note: This feature is limited to the Enterprise Ultra plan and accessible via personal invitations. Reach out to our Sales team at sales.ppm@express to learn more or request access.


Prerequisites

Before you begin, ensure you have the following prerequisites:

  • Microsoft Copilot enabled: Verify that the Copilot feature is enabled in your Microsoft 365 environment.
  • Microsoft 365 Copilot license: Ensure that you have the necessary Microsoft 365 Copilot license to use Copilot Studio (https://copilotstudio.microsoft.com/ ).
  • PPM Express API token: You need a valid API token from PPM Express. This token is required to authenticate and connect the PPM Express Assistant with your PPM Express instance.
  • Power Platform role: You need to have the System Administrator or System Customizer role in Power Platform to import and configure the PPM Express Assistant solution. How to assign roles is described in the Power Platform documentation.

Obtain PPM Express API Token

To obtain your PPM Express API token, follow these steps:

  1. Log in to your PPM Express account.
  2. Click the Gear icon in the top-right corner to access Settings, then select Automation.
  3. In the Personal Access Tokens section, click New Token and select New API Token.
  4. Enter a name for the token (for example, "Copilot Assistant Token").
  5. Set the expiration date for the token as needed.
  6. Select the required scopes for the token, ensuring it can access the necessary PPM Express resources.

PPM Express Assistant Tools supports the following scopes:

  • Action Items: Read
  • Business Challenge Details: Read & Write
  • Deliverables: Read
  • Dependencies: Read
  • Idea Details: Read & Write
  • Issues: Read
  • Iterations: Read
  • Key Dates: Read
  • Key Decisions: Read
  • Portfolio Details: Read
  • Project Details: Read
  • Program Details: Read
  • Risks: Read
  • Resources & Calendars: Read
  • Tasks: Read
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Import PPM Express Assistant Solution

Once you receive the PPM Express Assistant solution package, import it into your Microsoft 365 environment:

  1. Log in to your Microsoft 365 account and navigate to Copilot Studio. 
  2. In the left-hand menu, select ••• to expand the menu and click Solutions.
  3. Click Import Solution in the top navigation bar.
  4. In the Import Solution dialog, click Browse for files and select the solution package you received.
  5. Click Next to proceed with the import.
  6. Follow the prompts to complete the import.

Configure the PPM Express Assistant

After importing the PPM Express Assistant solution, you need to configure it to connect with your PPM Express instance.

Add MCP Server for Tools

  1. Once the import is complete, return to the Copilot Studio home page.
  2. Navigate to the Agents section in the left-hand menu.
  3. Click PPM Express Assistant to open its configuration.
  4. Navigate to the Tools tab.
  5. Click + Add Tool.
  6. Select the Model Context Protocol filter in the top navigation.
  7. Choose MCP Server for Projects from the list.
  8. Create a new connection and paste the PPM Express API token you obtained earlier into the API Key field.
  9. Click Add to agent to add the tool.
  10. Repeat for any additional PPM Express tools you wish to configure. 

The list of available tools for the PPM Express Assistant includes:

  • MCP Server for Ideas: Interact with PPM Express Ideas to retrieve, create, and update idea details, such as name and description.
  • MCP Server for Portfolios: Manage portfolios, including details, risks, issues, and related entities:
    • Portfolio Details
    • Action Items
    • Key Dates
    • Key Decisions
    • Risks
  • MCP Server for Programs: Manage programs, including deliverables, dependencies, and related entities:
    • Program Details
    • Action Items
    • Key Dates
    • Key Decisions
    • Risks
  • MCP Server for Projects: Manage projects, including tasks, issues, and related entities:
    • Project Details
    • Action Items
    • Deliverables
    • Dependencies
    • Issues
    • Iterations
    • Key Dates
    • Key Decisions
    • Risks
    • Tasks
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Configure Sharing Settings

By default, the PPM Express Assistant is shared with all users in your organization. To modify access:

  1. In the assistant configuration, click ••• next to Settings in the top-right corner
  2. Select Share from the dropdown menu
  3. Configure sharing settings according to your organization's requirements

Configure Teams & M365 Copilot Channel

To make the PPM Express Assistant available in Microsoft Teams and Microsoft 365 Copilot, follow these steps:

  1. In the assistant configuration, navigate to the Channels tab.
  2. Click Teams and Microsoft 365 Copilot to open the configuration page.
  3. Ensure that the Make agent available in Microsoft 365 Copilot is turned on.
  4. Click Add Channel at the bottom of the page.
  5. After adding the channel, click Edit details in the Agent preview section.
  6. Update the following details:
    • Icon: Upload this image as the assistant icon:
    • Icon Color: White
    • Short description: PPM Express Assistant for Copilot
    • Long description: Agent designed to assist user with their requests related to the data in PPM Express. It retrieves detailed information about items such as projects, portfolios, ideas and other as well as their associated entities. The agent adheres to strict guidelines to ensure concise, accurate communication and secure, compliant handling of user's data.
    • Developer name: PPM Express Corporation
    • Website: https://ppm.express/ 
    • Privacy statement: https://ppm.express/privacy-policy/ 
    • Terms of use: https://ppm.express/terms-of-use/ 

Test the PPM Express Assistant

To test the PPM Express Assistant and ensure it is functioning correctly:

  1. In the assistant configuration, click the Test button in the top-right corner.
  2. In the test window, enter a query related to PPM Express data, such as "show projects" or "show portfolios".

Share the PPM Express Assistant with Users

To share the PPM Express Assistant with users in your organization:

  1. In the assistant configuration, navigate to the Channels tab.
  2. Click Teams and Microsoft 365 Copilot to open its settings.
  3. Click Availability options in the Agent preview section.
  4. Click Copy link and share it with users who need access.
  5. Distribute the link via your preferred channel (e.g., email, Teams chat).

Additionally, you can click Show to my teammates and shared users in Show in the store, select Show in Built By Your Colleagues, and click Update.

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Note: At the time of writing, the Built By Your Colleagues and Built with Power Platform options are not visible in the App Store. The best way to share is by copying the link directly.


Publish the PPM Express Assistant

To make changes to the PPM Express Assistant available to users, you need to publish the assistant:

  1. In the assistant configuration, click Publish.
  2. Follow the prompts to complete the publishing process.

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