Unintended Copilot reveals and ChatGPT for documentation

This week, we’ve got a couple of topics to cover from some discussions we had at the Microsoft 365 Community Conference in Orlando.

Keep ChatGPT from using your data.

This week, Open AI announced a new update to ChatGPT that allows you to opt out of having your data used for training. ChatGPT Teams and Enterprise have been opted out for some time, but personal ChatGPT Pro wasn’t. If you want to keep your data out of Open AI's model training, do the following.

To opt out on the web.

• Click your name on the bottom left corner
• Click Settings
• Click Data controls
• Change the value of Improve the model for everyone to Off

Opt out on the mobile client

• Ensure you are on the latest app version
• Click the hamburger menu in the upper left corner
• Click your name on the bottom left corner
• Click Data controls
• Change the slider for Improve the model for everyone to Off

Is Copilot spilling the tea about your company?

Copilot security is top of mind for everyone today and was discussed extensively at the conference. While there, we came across an interesting problem when auto-recorded meetings, remote/hybrid teams, and Copilot come together.

Many remote and hybrid teams may join calls a few minutes early. Since they don't see each other often, they may also start private conversations that aren’t relevant to the meeting. Topics can range from weekend plans, gossip, discussing how badly the last meeting went, etc. When other people join, these conversations stop.

Since the meeting is automatically recorded, these discussions before the meeting are being ingested into Copilot. This might lead to some awkward discoveries via Copilot. As one attendee stated, “I should see if people are talking about me behind my back.” Now imagine they ask Copilot, “who’s talking about me in meetings” and a potentially embarrassing pre-meeting conversation gets?highlighted. Hopefully, no HR violations are being discussed.

I’m not sure how Microsoft can solve this since the same thing happens when meetings start late or after the meeting has ended. It’s best to warn attendees, especially on recurring automatically recorded meetings, that they are being recorded and should act accordingly.

Using ChatGPT to generate user documentation

Who loves creating documentation? It’s safe to say, that's a hard no for most. If you’ve ever had to document a process or an application that you built as part of a project, it can be painful to do good documentation.

I had an idea to get ChatGPT to write the quick reference guide (QRG) for my current project. ChatGPT is multi-modal, meaning you can input text, video, and audio into the chat for it to act upon. So, I recorded a video of an application walkthrough and added commentary on what I was doing and why. I uploaded the video and the project design document into the chat window.

Most people would have been happy with generating the QRG and screenshots, which it did beautifully. I wanted to see how far I could take this process before it failed. I’ve been experimenting with a product called Synthesia to generate video with an AI avatar doing the talking. Steps 4 and 5 generate the speech track and the JSON code to pass to Synthesia.

The whole prompt attempted is as follows. Note, you have to tell ChatGPT to do these steps in order or it attempts to do everything at once.

Do the following steps in order.

1. Analyze the attached video, audio and documents

2. Extract key frames from video every 5 seconds and make them available for download

3. Create a detailed step by step quick reference guide of the process in a markdown format where the places to insert specific images are noted. Please use the definition of the form fields contained in the attached project document. Please include these definitions in the guide when you list the specified fields.

4. Based on this information, create a speech track with appropriate timings that can be added to the video walkthrough to create a training video.

5. Export the speech track and key frames in the requisite format as specified here: https://docs.synthesia.io/reference/introduction so that I can create a Synthesia video.

ChatGPT did do everything I asked it to do in this prompt. That said, I did have to tell it to “Please proceed with the Synthesia format generation.” It stopped briefly and prompted me before it would execute step 5.

I did attempt to go even further, with having ChatGPT also generate a Power Automate Desktop workflow from this process. Wouldn’t it be amazing if you could record drudgery actions once and have the machine create a workflow for you to automate it?

Cool idea and alas, I could not get ChatGPT to do it.

The prompt for this attempt was:

Using the reference here: https://learn.microsoft.com/en-us/power-automate/desktop-flows/actions-reference, can you create a Power Automate Desktop script to perform this workflow?

It did generate pseudocode for me, attempting to help me develop the workflow.

This procedure is only for ChatGPT for now. Hopefully, you’ll be able to upload video into Copilot soon to do the same. I’d love to hear if you try this out and what you’ve created with it.

Are you ready to invest in Copilot and AI?

“Microsoft is showing us all of this AI tech and my company is still struggling with recording meetings.”

That is a real quote from a fellow attendee at the M365 Conference. He wasn’t the only one with this type of experience.

If your company is having trouble getting started with Copilot or any other AI initiative, we’ve got you covered.

Let’s get you ready for budget planning this year by giving you the knowledge you need to plan your Copilot and AI investments wisely. We’ll go through what is needed and what costs you can expect to see from these efforts. Get more information here.