How it works
Put it in copy. It writes the knowledge base.
Add one email address to the conversations you already have. The agent reads them, writes the project knowledge base on SharePoint, inside your Microsoft 365 — and tells you when two things you wrote contradict each other.
One address, multiple places it listens
The agent has a company email like anyone else. Copy it on a thread, invite it to a meeting, add it to a Teams group, share a document with it — wherever you bring it in, what gets said there becomes a page in the knowledge base, on your SharePoint.
Scattered
The agent
Structured
Project ArielDecisions /
Project timeline
linkedGo-live set for 15 September, agreed at kickoff.
Dependency: ACME data by August.
Decisions /
Test results
Migration test passed on staging.
A second run on production is required before go-live.
Decisions /
Requirements
linkedExport and user permissions, from the kickoff thread.
Decisions /
Deadlines
Clarification window: 11 days from publication.
Decisions /
Open decisions
Which go-live date holds — waiting on the team.
Everything already said in Outlook, Teams and SharePoint, turned into a knowledge base that links itself.
The agent has three jobs
Two it does on its own — one while you work, one when nobody asked. The third is yours: you decide the rules it follows.
It writes down what is said
Emails, meetings, chats and documents become knowledge base pages on SharePoint, written the way you asked for them.
It speaks up when things stop adding up
When two pieces of content contradict each other, it posts on Teams and asks which one holds. Nobody had to go looking.
You change the rules yourself
How it writes and what it watches live in a plain-language file you edit. No ticket to us, no consultant, no waiting.
While you work
It writes down what is said
You do not write anything, and you do not move anything. You bring it into the conversations you were having anyway.
New messageCompany directory
Recap of the kickoff: go-live is 15 September…
Put it in CC: it reads the whole thread, not just your message.
Meeting
Invite it: if the meeting is transcribed, it pulls the content out of it.
Chat
Add it to the Teams group and it follows the conversation.
Documents
Share them in the workspace and they become part of the knowledge base.
You decide when to bring it in — exactly as you would with a colleague.
When nobody asked
It speaks up when things stop adding up
This is the part no colleague actually does: re-reading what was decided months ago, and noticing that today contradicts it.
February says one thing. May says another.
The team agrees the go-live in February. In May somebody mentions a different date, in a meeting nobody connects to the first one. The agent notices and posts an alert on Teams — it is up to you to decide which one holds.
It is the check most knowledge bases never get, which is why most internal knowledge bases go out of date.
Anna Bianchi · 12 Feb · Project kickoff
Kickoff done. Go-live confirmed for 15 September.
Marco Realli · 9 May · Progress meeting
We'll slip to November anyway, let's not stress the team.
SecondBrain 365Agent
Inconsistency on the go-live date
The timeline says 15 September. Today's meeting mentioned November. Which one holds?
Go-live:15 September
Until someone decides, the page keeps 15 September and the alert stays open.
Nobody was re-reading February's minutes. The agent was — and it asks the team instead of deciding for them.
Inconsistencies
What you just saw: both sources attached, and the decision left to you.
Tasks
The activities mentioned in a meeting end up in a list, with who owns them.
Deadlines
Reminders as they approach — and a check that they were actually met.
Whenever you want
And you change the rules yourself
How it writes and what it watches are not settings we configure for you: they are a page of plain language inside the workspace. A software project and a product team want different pages out of the same conversations — what changes is not the software, it is the file.
—Keep one folder for meeting recaps, written as decisions and next steps.
—Keep user requirements separate from test results.
—Maintain a timeline page, and flag it when a date changes.
Plain language. Rewrite it whenever the project changes.
Meeting recaps
- Kickoff — 12 Feb
- Progress — 9 May
Requirements
- Export — user requirements
Test results
- Migration test — staging
Timeline
- Project timeline
—Keep a feature list, and a description page for each feature.
—Maintain a roadmap page, grouped by quarter.
—Link every feature to the decisions that shaped it.
Plain language. Rewrite it whenever the project changes.
Features
- Export
- Bulk import
Feature pages
- Export — scope and behaviour
Roadmap
- Roadmap — by quarter
Decisions
- Why export is workspace-wide
Same agent, same sources. The structure changes because the rules changed — and you rewrite them the day the project changes, not by filing a ticket.
No ticket, no consultant
You do not open a request with us and wait for a quote. You edit the file in SharePoint, like any other page, and the next thing it writes follows the new rules.
Plain language, not configuration
“One folder for meeting recaps, one for requirements.” There is no schema to learn and nothing to redeploy — if you can brief a new colleague, you can write this file.
One agent, as many use cases as you need
The same agent runs a software project, an HR knowledge base or a tender response. The file is what tells it which job it is doing here.
The workspace
A Teams group, a SharePoint site, an agent
When you create a workspace you get three things together. You already know the first two: they are the tools your team uses every day.
A workspace is three things. Two of them you already have.
Where your people already collaborate.
- The channels the team already uses
- The people you decide belong to this workspace
- The files they already share there
- The agent, added as one more member
Nothing moves and nothing changes. Your team keeps working where it works.
Where documents and the knowledge base live.
The only new thing: an identity and an email address.
- Its own identity in your Entra ID
- Its own company email address — the one you put in Cc
- The context file with your rules
- Access to exactly this workspace, and nothing else
This is the whole adoption cost: one address to put in Cc, one invitation to a meeting.
Two of the three parts are the ones you already pay Microsoft for. The third is an email address. That is what “nothing to integrate” means in practice.
The KB as a source
And then you talk to it. From Copilot too
The knowledge base is not an archive you visit: it is the place your questions get answered, whether you ask the agent directly or ask Microsoft 365 Copilot.
- From Copilot
- The content is in SharePoint, so Microsoft 365 Copilot sees it like anything else in your tenant — you are already paying for it. Copilot does the answering and the agent the writing: here is why an AI knowledge base needs both halves.
- From the agent
- Ask it directly and it answers on the project knowledge base, citing the page it took the answer from.
- From the dashboard
- Progress and generated documents, built from the knowledge base itself.
Viva Topics used to do a narrower version of this — its AI compiled topic pages, but only from what was already in SharePoint, never from email or meetings, and Microsoft has retired it. What replaces Viva Topics on Microsoft 365 goes through the comparison row by row.
Nothing gets in without someone saying yes
The approval flow is optional, but it is there: the project manager — or the team — validates what the agent proposes before it enters the knowledge base. And everything stays editable by hand, like any SharePoint page.
The agent proposes. People decide. That order never changes.
Security and governance
Your data doesn't leave. Ever.
SecondBrain 365 lives inside your Microsoft 365 tenant. There is no “our server” your conversations travel through: AI meeting assistants process your conversations on their own infrastructure, we have nowhere to put them.
- Identity
- Where it usually livesAn account in the vendor's console
- SecondBrain 365Your Entra ID, like any employee
- Access policies
- Where it usually livesWhatever the vendor supports
- SecondBrain 365Your Conditional Access, unchanged
- Compliance and audit
- Where it usually livesTheir dashboard, if they have one
- SecondBrain 365Purview, where you already look
- Classification
- Where it usually livesReinvented per tool
- SecondBrain 365Sensitivity labels inherited from SharePoint
FAQ
The questions your IT department asks
In your Microsoft 365 tenant, in the region you already chose for it. The knowledge base is a SharePoint site you own: if you close your account with us tomorrow, the content stays where it is and remains yours.
No. Your content is used to answer your questions and to write your knowledge base, not to train models. It is not pooled with other customers' material.
What is shared with it inside a workspace: the email threads it is copied on, the meetings it is invited to, the Teams group it belongs to, the documents placed there. It has no standing permission to search the rest of your tenant.
You disable the agent's identity in Entra ID, like any other account. The knowledge base it produced stays in SharePoint and remains readable and editable — nothing of yours is held hostage.
The agent operates as an identity in your tenant, so its activity appears in your Microsoft 365 audit logs alongside everyone else's. You inspect it with Purview, in the place you already look.