Commsverse 2023 Demystifying security and privacy in Viva | Commverse 2023

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Demystifying security, compliance and
privacy in Viva
Nikki Chapple
Principal Cloud Architect CloudWay | MVP

Nikki Chapple
Principal Cloud Architect CloudWay | MVP
CloudWay
@chapplenikki
https://www.linkedin.com/in/nikkichapple/
https://www.youtube.com/@allthingsm365compliance/
https://nikkichapple.com/

Nikki Chapple
Viva Guardian

Agenda
•Viva security and compliance overview
•Deep dives
•Viva Insights
•Viva Connections
•Viva Topics
•Summary

Which Viva modules are you using?
* coming soon
Copilot in Viva*

Which Viva modules are you using?
Survey results

What are your biggest concerns about
implementing Viva?
Survey results

Viva Apps Security & Compliance
Viva Amplify
Viva Pulse

Data Residency
Viva Engage Viva Insights
Viva Goals
Viva Topics Viva Learning
Your tenant
In the EU
Viva Connections
Viva Sales
Viva Amplify
Viva Pulse

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Today’s deep dive Viva Insights
Viva Topics
Viva Connections

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Viva
Connections

What information is available in Viva Connections?
Dashboard
Targeted actions from
across Microsoft and
key 3rd party platforms
Resources
Enable easy wayfinding
across platforms to
popular destinations
Home site
Link directly into an
existing SharePoint
home site
Feed
Aggregate personalized
news and content from
Viva Engage, Stream,
and SharePoint news

How can I ensure the right content goes to
the right users?
Information
governance
Team, Viva Engage or
Site membership roles
File permissions
Audiences
Membership of groups
Use Azure AD dynamic
membership

How do I create audience targeting?
Team Yammer/Viva
Engage
Community
Microsoft 365
Group
Azure AD
Security
Group
Distribution lists Individual users

What permissions are needed to manage
Viva Connections?
Role Description
User admin Create and manage AD security and M365 groups used for
audiences
SharePoint admin Sets up the home site
Enables global navigation and creates a Dashboard
Teams admin Creates and selects settings for Viva Connections app
Home Site owner Manages Viva Connections home site
Enable and customise global navigation
Home Site editor Can author and edit dashboards, news, and other pages
Reference: Admin roles and tasks in Microsoft Viva | Microsoft Learn

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Viva
Insights

Viva Insights
Organization insights
Senior leaders can identify
opportunities to improve
engagement and effectiveness
across the organization
Advanced insights
Analysts can help leaders
uncover deep insights into
workplace patterns and trends
using advanced tools
Team insights
Managers can foster
healthy, successful teams
by establishing norms
Personal insights
Individuals can get personalized
recommendations to build better
work habits
Deep insights to
spot opportunities
Recommendations in the
flow of work to change
behaviors

What data is used in Personal Insights?
Mailbox (EXO) & Teams data
• Email activity
• Calendar activity
• Chat activity
• Call activity
Incremental data
• Other aggregated data
• Email read rate (5 or more
people)*

Is it opt in or opt out?

How is my privacy protected in Personal
Insights?
Only you see
personal
insights?
Users choose to
opt out
You can have an
opt in approach

What are the privacy controls in Team and
Organisational insights?
Users in scope need premium Insights licence
Control which managers & leaders have access
Leaders can only see their group data
You define the minimum group size
Users can opt out

What data is used in Teamwork habits &
Organisational trends?
Mailbox
• Email
• Calendar activity
• Chat activity
• Call activity
Azure AD user
profile
• Manager of
• My Manager
Organisation
specific HR data*
• Job title
• Job level
• Job family
• Locations
• Managers
• Business areas

Who can access Teamwork habits &
Organisational trends?
User Premium
Insights licence
Group
Manager role
Insights Business
Leader role
No access
Measured
employees
View their group
insights if group
meets or exceeds
minimum size
View organisation
insights
Power BI report

What data is used in Advanced Insights?

What are the privacy controls for Advanced
insights?
No personal information shown
Aggregated group size
Uses differential privacy to ensure
individuals cannot be identified
Exclude topics, mailboxes, regions
Select which organisational assets to
use
Users can opt out

How do we stop users from being
individually identified?

Who can access Advanced Insights?
Insights Admin
Organisation data quality
Privacy settings
Manager settings
Insights Analyst
Analysis
Query
Organisation data quality

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Viva
Topics

What information is available in Viva Topics?
34
Topic card

What do users can see in Viva Topics?
35
Topic Name
All users
Description
Curated - All users
AI - based on permissions
People
Pinned - all users.
Suggested people - based
on permissions

36
Suggested files &
and pages
Based on permissions
Related sites

37
Related topics

What do users see in Viva Topics?

Who can access Viva Topics?
Users must be
assigned a Viva
Topic licence

How are Viva Topics discovered?
SharePoint knowledge graph
• New content & updates
• Image, video or audio file types are excluded
AI
• Identifies recommended topics automatically
• Identifies people and content connected to the topic,
Authorised Users
• Can add topics manually
• Approve, amend or decline AI generated Topice

How are Topics curated?
Authoritative
Only a group of
people are given
responsibility for
adding and editing
topics
Balanced
Authoritative model
for “single source of
truth” topics
Crowdsource model
for the rest
Crowdsource
Anyone can add and
edit any topics
Coordination provided
by knowledge
managers

How do I ensure sensitive and private
content is not visible in Topics?
Exclude sensitive
SharePoint sites
by URL
Exclude sites
sensitivity label
Exclude content
by sensitivity
label
Exclude topics by
name
OneDrive is
automatically
excluded
Exclude people
from being
suggested for
topics

How can I manage Topic visibility?
No access
Read access to
Topics and Topic
pages
Allowed to view
Topics
Edit existing topics
or create new
ones.
Manage topics
through the topic
lifecycle. Confirm
AI-suggested
topics, delete
Topics
Set up ad manage
Topics admin
controls
Viva Viewers
User Topic
Contributor
Knowledge
Managers
Viva Topics licence requied
Knowledge
Admin

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Summary

Microsoft ensures security and compliance
in Microsoft Viva
Security
Enable/disable access at individual or org
level
Sensitivity labels to protect sensitive data
and containers
Block sensitive keywords, Teams, sites, users
Compliance
Insights is GDPR compliant
Data stored in EU
Inheritance of compliance features
Opt in or opt out strategies

Microsoft provides multiple role based
access controls in Viva

Microsoft ensures privacy in Microsoft Viva
Insights
Viva Personal insights
Only you can view insights
Based on work patterns in your emails,
meetings, calls, and chats
Individuals choose what they see
Viva Manager & Leader insights
Data aggregation - minimum group size
Differential privacy ensures users cannot
be identified from metrics
Deidentification of users

Microsoft ensures data security in Viva
Viva Connections
Audiences to target content
Access to content based on permissions
Sensitivity labels on groups, teams, sites
and content
Viva Topics
Manual verification on AI-discovered topics
Access to content based on permissions
Sensitivity labels on sites and content
Exclude lists for keywords, users & sites

5 Key considerations for implementing Viva
Information and user governance → right content to the right people
Deployment strategy → Opt out vs Opt in, Phased vs Big bang
ADKAR → who, what, why, WIIFM → how
Disable functionality while you assess
Involved IT, Business, HR, Privacy, Legal & workers council from day one

Are you now feeling more confident about
implementing the Viva modules?
Survey results

Nikki Chapple
Principal Cloud Architect - CloudWay
MVP & Viva Guardian
@chapplenikki
https://www.linkedin.com/in/nikkichapple/
https://www.youtube.com/@allthingsm365compliance/
https://nikkichapple.com/

Commsverse 2023 Demystifying security and privacy in Viva | Commverse 2023

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