Exercise 2, Task 5: Use Agent Builder to update the instructions for the RFP response agent

In the previous task, you used Copilot in Teams to analyze the transcript from a cross-functional meeting involving colleagues from Sales, Product Management, and Engineering. The discussion focused on identifying actionable enhancements to the EcoSense 360 RFP Response Agent, with the goal of improving the quality and effectiveness of its RFP responses to increase proposal win rates. Copilot then synthesized the top five recommended improvements, which you captured for reference.

You’re now ready to use Agent Builder to update the agent’s instructions, ensuring these new recommendations are incorporated to further strengthen the agent’s capabilities. Once you apply the update to the agent’s instructions, you plan to test the revised agent by having it generate a new response to the VanArsdel RFP. In doing so, you can compare this new response to the original RFP response that was generated in Task 3 to determine whether the agent applied the updated instructions.

Perform the following steps to complete this task:

  1. In your web browser, select a new tab and open Microsoft Copilot.

  2. In the Microsoft Copilot navigation pane, select Agents. Under the Your agents section, select the ellipsis icon that appears to the right of the EcoSense 360 RFP Response Agent. In the menu that appears, select Edit.

    [!TIP] The Agents section in the navigation pane only displays the most recently used agents. Since space is limited in the navigation pane, you might not see all your agents in this list. In the real world, if you need to access or edit an agent that doesn’t appear in this list of agents, then select More agents in the navigation pane. The Agent Store window that appears displays all your agents. If you want to use an agent, then select it in the Your agents section. If you want to edit it, then select the ellipsis icon that appears next to the agent, and then select Edit from the drop-down menu.

  3. In the EcoSense 360 RFP Response Agent, Agent Builder should display the Configure tab for the agent. In the Configure tab, scroll down to the Instructions section.

  4. At the end of the prior task, you copied to your clipboard the instructions that Copilot in Teams generated for the top five improvements that would have the greatest effect on the agent. Place your cursor at the end of the current instructions and paste the copied instructions.

  5. Scroll back through the instructions to where the new instructions begin. If extraneous text was pasted at the start of the new instructions (such as “Agent Instructions (EcoSense 360 RFP Response Agent),”), delete this extraneous line of text.

[!NOTE] If the pasted instructions exceeded the maximum length of the instructions field, ask Copilot in Teams to shorten or summarize the instructions so that they fit within the allowed space.

  1. Select the Update button that appears at the top of the form.

  2. In the Your agent was updated successfully dialog box that appears, select the Start chat button. The agent is now ready to apply these top five improvements the next time it’s used.

  3. With the updated instructions in place, test them. In the EcoSense 360 RFP Response Agent window, select the Generate an RFP response suggested prompt (Create an RFP response for the attached RFP). Attach the VanArsdel_RFP.docx file from your OneDrive account, and then submit the prompt.

  4. Review the response generated by the agent. If the response includes a link to a Word document, select the link to open or download the document. If the link doesn’t work, ask the agent to attach the document directly to the chat. You don’t need to copy the response to a separate Word document.

  5. At the end of Task 3, you were instructed to leave VanArsdel-RFP-Proposal.docx open for use in this task. If you inadvertently closed the document, open it now. Compare the contents of VanArsdel-RFP-Proposal.docx with the RFP response that the agent generated based on the updated instruction set. The latest response should include new content based on the agent’s updated instructions. Although each participant’s updated instructions might differ, the following list provides examples of changes observed during testing:

    • The Executive Summary provides more information about sustainability, compliance, and supported certifications.

    • The interoperability section lists supported property management system (PMS) and building management system (BMS) platforms.

    • A compliance matrix maps customer requirements to documented capabilities and supporting evidence.

    • The response expands on sustainability, certification, compliance, and regulatory considerations.

    • The response identifies information that requires additional validation and highlights any gaps in the available source material.

    • The pricing section identifies the currency (USD), assumptions, optional services, discounts, and items that require commercial validation.

    • Information that isn’t confirmed by approved sources is flagged for Sales, Technical, Commercial, or Legal review.