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Demystifying security, compliance and
privacy in Viva
Nikki Chapple
Principal Cloud Architect CloudWay | MVP
Learn . Share . Discover . Explore
Learn . Share . Discover . Explore
Nikki Chapple
Principal Cloud Architect CloudWay | MVP
CloudWay
@chapplenikki
https://www.linkedin.com/in/nikkichapple/
https://www.youtube.com/@allthingsm365compliance/
https://nikkichapple.com/
Learn . Share . Discover . Explore
Nikki Chapple
Viva Guardian
Learn . Share . Discover . Explore
Agenda
•Viva security and compliance overview
•Deep dives
•Viva Insights
•Viva Connections
•Viva Topics
•Summary
Learn . Share . Discover . Explore
Which Viva modules are you using?
* coming soon
Copilot in Viva*
Learn . Share . Discover . Explore
Which Viva modules are you using?
Survey results
Learn . Share . Discover . Explore
What are your biggest concerns about
implementing Viva?
Survey results
Learn . Share . Discover . Explore
Viva Apps Security & Compliance
Viva Amplify
Viva Pulse
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
#Commsverse
#VivaExplorers
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Today’s deep dive Viva Insights
Viva Topics
Viva Connections
Learn . Share . Discover . Explore
#Commsverse
#VivaExplorers
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Viva
Connections
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
How do I create audience targeting?
Team Yammer/Viva
Engage
Community
Microsoft 365
Group
Azure AD
Security
Group
Distribution lists Individual users
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
#Commsverse
#VivaExplorers
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Viva
Insights
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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)*
Learn . Share . Discover . Explore
Is it opt in or opt out?
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
What data is used in Advanced Insights?
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
How do we stop users from being
individually identified?
Learn . Share . Discover . Explore
Who can access Advanced Insights?
Insights Admin
Organisation data quality
Privacy settings
Manager settings
Insights Analyst
Analysis
Query
Organisation data quality
Learn . Share . Discover . Explore
#Commsverse
#VivaExplorers
Share on social
Viva
Topics
Learn . Share . Discover . Explore
What information is available in Viva Topics?
34
Topic card
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
What do users can see in Viva Topics?
36
Suggested files &
and pages
Based on permissions
Related sites
Based on permissions
Learn . Share . Discover . Explore
What do users can see in Viva Topics?
37
Related topics
Based on permissions
Learn . Share . Discover . Explore
What do users see in Viva Topics?
Learn . Share . Discover . Explore
Who can access Viva Topics?
Users must be
assigned a Viva
Topic licence
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
#Commsverse
#VivaExplorers
Share on social
Summary
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
Microsoft provides multiple role based
access controls in Viva
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
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
Learn . Share . Discover . Explore
Are you now feeling more confident about
implementing the Viva modules?
Survey results
Learn . Share . Discover . Explore
Nikki Chapple
Principal Cloud Architect - CloudWay
MVP & Viva Guardian
@chapplenikki
https://www.linkedin.com/in/nikkichapple/
https://www.youtube.com/@allthingsm365compliance/
https://nikkichapple.com/

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Commsverse 2023 Demystifying security and privacy in Viva | Commverse 2023

  • 1. Learn . Share . Discover . Explore #Commsverse #VivaExplorers Share on social Demystifying security, compliance and privacy in Viva Nikki Chapple Principal Cloud Architect CloudWay | MVP
  • 2. Learn . Share . Discover . Explore
  • 3. Learn . Share . Discover . Explore Nikki Chapple Principal Cloud Architect CloudWay | MVP CloudWay @chapplenikki https://www.linkedin.com/in/nikkichapple/ https://www.youtube.com/@allthingsm365compliance/ https://nikkichapple.com/
  • 4. Learn . Share . Discover . Explore Nikki Chapple Viva Guardian
  • 5. Learn . Share . Discover . Explore Agenda •Viva security and compliance overview •Deep dives •Viva Insights •Viva Connections •Viva Topics •Summary
  • 6. Learn . Share . Discover . Explore Which Viva modules are you using? * coming soon Copilot in Viva*
  • 7. Learn . Share . Discover . Explore Which Viva modules are you using? Survey results
  • 8. Learn . Share . Discover . Explore What are your biggest concerns about implementing Viva? Survey results
  • 9. Learn . Share . Discover . Explore Viva Apps Security & Compliance Viva Amplify Viva Pulse
  • 10. Learn . Share . Discover . Explore 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
  • 11. Learn . Share . Discover . Explore #Commsverse #VivaExplorers Share on social Today’s deep dive Viva Insights Viva Topics Viva Connections
  • 12. Learn . Share . Discover . Explore #Commsverse #VivaExplorers Share on social Viva Connections
  • 13. Learn . Share . Discover . Explore 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
  • 14. Learn . Share . Discover . Explore 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
  • 15. Learn . Share . Discover . Explore How do I create audience targeting? Team Yammer/Viva Engage Community Microsoft 365 Group Azure AD Security Group Distribution lists Individual users
  • 16. Learn . Share . Discover . Explore 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
  • 17. Learn . Share . Discover . Explore #Commsverse #VivaExplorers Share on social Viva Insights
  • 18. Learn . Share . Discover . Explore 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
  • 19. Learn . Share . Discover . Explore 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)*
  • 20. Learn . Share . Discover . Explore Is it opt in or opt out?
  • 21. Learn . Share . Discover . Explore 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
  • 22. Learn . Share . Discover . Explore 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
  • 23. Learn . Share . Discover . Explore 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
  • 24. Learn . Share . Discover . Explore 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
  • 25. Learn . Share . Discover . Explore What data is used in Advanced Insights?
  • 26. Learn . Share . Discover . Explore 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
  • 27. Learn . Share . Discover . Explore How do we stop users from being individually identified?
  • 28. Learn . Share . Discover . Explore Who can access Advanced Insights? Insights Admin Organisation data quality Privacy settings Manager settings Insights Analyst Analysis Query Organisation data quality
  • 29. Learn . Share . Discover . Explore #Commsverse #VivaExplorers Share on social Viva Topics
  • 30. Learn . Share . Discover . Explore What information is available in Viva Topics? 34 Topic card
  • 31. Learn . Share . Discover . Explore 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
  • 32. Learn . Share . Discover . Explore What do users can see in Viva Topics? 36 Suggested files & and pages Based on permissions Related sites Based on permissions
  • 33. Learn . Share . Discover . Explore What do users can see in Viva Topics? 37 Related topics Based on permissions
  • 34. Learn . Share . Discover . Explore What do users see in Viva Topics?
  • 35. Learn . Share . Discover . Explore Who can access Viva Topics? Users must be assigned a Viva Topic licence
  • 36. Learn . Share . Discover . Explore 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
  • 37. Learn . Share . Discover . Explore 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
  • 38. Learn . Share . Discover . Explore 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
  • 39. Learn . Share . Discover . Explore 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
  • 40. Learn . Share . Discover . Explore #Commsverse #VivaExplorers Share on social Summary
  • 41. Learn . Share . Discover . Explore 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
  • 42. Learn . Share . Discover . Explore Microsoft provides multiple role based access controls in Viva
  • 43. Learn . Share . Discover . Explore 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
  • 44. Learn . Share . Discover . Explore 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
  • 45. Learn . Share . Discover . Explore 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
  • 46. Learn . Share . Discover . Explore Are you now feeling more confident about implementing the Viva modules? Survey results
  • 47. Learn . Share . Discover . Explore Nikki Chapple Principal Cloud Architect - CloudWay MVP & Viva Guardian @chapplenikki https://www.linkedin.com/in/nikkichapple/ https://www.youtube.com/@allthingsm365compliance/ https://nikkichapple.com/