Knowledge Council in Microsoft Loop

Build a cross-team knowledge governance workspace in Microsoft Loop.

Introduction

30 Second Summary

When your team's knowledge standards live in one spreadsheet, meeting notes in another, and coaching records in yet another tool, important decisions slip through the cracks. Cross-team governance becomes a game of hunting for the latest version of the truth.

In this project, you will build a Knowledge Council command center in Microsoft Loop that brings meetings, standards, coaching, and QA tracking into one shared workspace synced across Teams and Outlook.

What You'll Build

A fully structured Knowledge Council workspace in Microsoft Loop with live components that sync across Microsoft 365 apps, powered by Copilot-assisted content drafting and designed for future Knowbler integration.

By the end of this project, you'll have:

A Knowledge Council workspace shared with council members, containing pages for meetings, standards, coaching, and QA tracking.
Live Loop components embedded in Microsoft Teams that sync updates back to the workspace in real time.
A Knowbler readiness page that maps your KCS governance structure to future AI-powered knowledge management integration.
Secret Mission: A KCS Maturity Scorecard component that tracks team knowledge practices quarterly and is editable from anywhere in your Microsoft 365 ecosystem.

Are there any prerequisites?

You need a Microsoft 365 business account with Loop access enabled and a Microsoft 365 Copilot license. You also need Microsoft Teams installed.

Create the Knowledge Council Workspace

Your Knowledge Council currently relies on scattered SharePoint files and SmartSheets to coordinate governance activities across 7 team representatives. Finding the latest standards, coaching notes, or QA decisions means digging through multiple tools.

In this step, you'll create a dedicated workspace in Microsoft Loop that gives your entire council a single home. You'll set up the workspace, explore its structure, and invite all council members so everyone starts from the same place.

In this step, get ready to:

Navigate to Loop and sign in with your work account.
Create a workspace named "Knowledge Council" and explore its structure.
Invite Jessica and 5 team representatives as workspace members.

Navigate to Loop and sign in

Loop is a web app that runs in your browser. You access it through a direct URL using your Microsoft 365 work account.

In your browser's address bar, type loop.cloud.microsoft and press Enter.
Sign in with your Microsoft 365 work account credentials when prompted.

After signing in, you'll see the Loop home page. This shows any existing workspaces and a sidebar for navigation.

What is a Loop workspace?

A Loop workspace is a shared space where your team can group everything important to a project. All members of a workspace get editing access to every page inside it.

Behind the scenes, Loop stores workspace content in SharePoint Embedded containers. This means your organization's existing compliance policies (sensitivity labels, retention policies) still apply.

Can't sign in or don't see Loop?

Make sure you're using your Microsoft 365 work or school account, not a personal Microsoft account. If Loop doesn't load, your organization's admin may need to enable Loop workspace creation.

help me troubleshoot why Loop isn't loading with my work account

Create the Knowledge Council workspace

With Loop open, you'll create a dedicated workspace for your council. This workspace will hold all the pages you build throughout this project.

In the left sidebar, click + New workspace to open the workspace creation form.
In the Title field, type Knowledge Council.
Optionally, choose an icon or cover image for the workspace by clicking Update cover and selecting an image from the gallery.
Skip the Invite the team field for now. You'll invite members after the workspace is created.
Click Continue.
In the Description field, type a brief description like Central hub for Knowledge Council governance: standards, coaching, QA tracking, and meeting coordination.
Click Create.

Your new workspace opens with an untitled page ready for content. Before you add pages, take a moment to explore the workspace structure.

Look at the left sidebar. This is the pages panel where all your workspace pages will appear as you create them.
Notice the workspace name at the top of the sidebar. Clicking it returns you to the workspace overview.

Why create a workspace instead of standalone pages?

Standalone Loop pages exist in isolation. A workspace groups related pages together and lets you share access to everything at once. When you invite someone to a workspace, they automatically get editing access to all pages inside it.

For a 7-person council that needs shared visibility across meetings, standards, coaching, and QA, a workspace is the right container.

Invite council members to the workspace

Now you'll share the workspace with your 6 council colleagues. Loop workspaces require adding members individually by name or email address.

Click the Share button in the top right corner of the workspace.
In the share dialog, select Workspace to share the entire workspace (not just the current page).
In the Invite people field, type Jessica's name or email address. Select her from the suggestions that appear.
Add the 5 other team representatives the same way, typing each person's name or email and selecting them from the suggestions.
Click Invite to send workspace invitations to all 6 members.

Each invited member receives an email with the subject line "You've been looped in!" and can join the workspace immediately.

What permissions do workspace members get?

All workspace members get editing access to every Loop page in that workspace. There's no read-only workspace membership. If you need to share a single page without granting full workspace access, you can share individual pages separately.

As the workspace creator, you're the owner. Owners can add more members and assign other members as co-owners.

Can't find a colleague when searching?

Loop uses your organization's address book to find people. If a colleague doesn't appear in the search, they may be hidden from the Global Address List. Ask your IT admin to check that the person's mailbox is not set to "Hide from address lists" in Exchange Online.

help me troubleshoot why my colleague doesn't appear when I try to invite them to my Loop workspace

Your Knowledge Council workspace is live and shared with all 7 members. Next up, you'll build the Council Meeting Hub page with a reusable agenda structure and task assignments that sync to Microsoft Planner.

Build the Council Meeting Hub Page

Your Knowledge Council workspace is ready and your team has access. Now it's time to build the first working page that your council will use every week.

A meeting hub gives your council a single place to run meetings, track decisions, and assign follow-up actions. Instead of scattering notes across emails and documents, everything lives on one Loop page that stays current between meetings.

In this step, get ready to:

Create a Council Meeting Hub page with a reusable agenda structure.
Insert a task list that syncs action items to Microsoft Planner.
Share a live component in Teams to prove real-time synchronization.

Create the meeting hub page and agenda structure

Every recurring meeting needs a predictable structure. You will create a page that your council can reuse each week without rebuilding the agenda from scratch.

In your Knowledge Council workspace, click the + button in the pages panel on the left side.
Select Page to create a new blank page.
Click the page title at the top and type Council Meeting Hub.
Press Enter to move below the title and type / to open the Discover Menu.
Select Heading 1 and type Meeting Agenda.
Press Enter, type / again, and select Heading 2. Type Attendees & Roles.
Press Enter, type /, and select Table to insert a table below the heading.
Set up the table with three columns: Name, Team, and Role.
Fill in at least two rows. For example, add Jessica as Council Lead and yourself as your team's representative.
Below the table, type / and add another Heading 2. Type Discussion Topics.
Add one more Heading 2 below that and type Action Items.

What does this page structure give you?

You now have a reusable meeting skeleton. The Attendees & Roles table makes it clear who is responsible for what. The Discussion Topics section holds agenda items that council members add before each meeting.

The Action Items section is where the real power comes in. In the next substep, you will turn that section into a live task list that syncs with Microsoft Planner.

Add a task list and assign action items

A task list in Loop does more than track to-dos. The moment you add your first task, Loop automatically creates a plan in Microsoft Planner. Every assigned task then appears in that person's Planner view.

Click below your Action Items heading.
Type / to open the Discover Menu, then select Task list.
In the first task row, type Review Q3 article quality metrics.
Click the assignee field next to the task and select Jessica from the member list.
Select the + (Add a task) button to add a second task.
Type Draft coaching schedule for next quarter and assign it to another council member.
Add a third task: Update content formatting standards and assign it to yourself.

You should now see three tasks in the task list, each with an assignee name next to it.

How does the Planner sync work?

Adding the first task in your task list automatically created a plan in Microsoft Planner. Each task list on the page creates a new bucket within that plan.

Assigned council members will see these tasks in their Assigned to me view in Planner. You can add titles, assignees, and due dates directly in Loop. For checklists, attachments, and other details, select ... on a task and choose Open in Planner.

Save this page as a template

Once your meeting structure is set, you can save it as a reusable template. Select More Page options at the top of the page and choose Save page as template. Future council meetings can start from this template instead of a blank page.

Share the task list component in a Teams chat

The real power of Loop components is that they stay synchronized across apps. When someone updates a task in Teams, that change appears in your Loop page instantly. You will now prove this by sharing the action items in a Teams chat.

Hover over your task list component on the Council Meeting Hub page.
In the upper-right corner of the component, click Copy link.
Open Microsoft Teams. Press Cmd+Space (macOS) or the Windows key (Windows) to open search, then type Teams and press Enter.
Navigate to a channel or group chat where your council members are present.
Click in the compose box at the bottom of the chat.
Press Ctrl+V (Windows) or Cmd+V (macOS) to paste the component link.
Click Send.

The task list now appears as a live, editable component inside the Teams chat. Anyone in the chat can edit tasks directly from Teams.

To confirm the sync, edit one of the task titles in the Teams chat (for example, add a due date).
Switch back to your Loop page in the browser. You should see the change reflected in the task list immediately.

Why does this matter for your council?

Council members who live in Teams all day can update their action items without ever opening Loop directly. The meeting hub page stays current regardless of which app people prefer to work in.

This is the cross-app synchronization that makes Loop different from a static SharePoint page or a SmartSheets tracker.

Don't see the Loop component option in Teams?

Users must have a valid OneDrive license for Loop components to appear in Teams. If a council member recently received a OneDrive license, they need to restart Teams for the option to show up.

If the component pastes as a plain link instead of rendering inline, make sure the compose box was empty before pasting.

Help me troubleshoot Loop components not showing in Teams.

Your meeting hub is live and syncing across apps. Next up, you will use Copilot to draft your council's KCS Content Standards page, turning AI-generated content into your team's official reference document.

Create the KCS Content Standards Page with Copilot

Your meeting hub gives the council a place to run meetings and track action items. The next challenge is establishing the rules everyone follows when creating and maintaining knowledge articles.

Without a single source of truth for content standards, each team interprets quality differently. In this step, you'll use Copilot in Loop to draft a KCS Content Standards page and refine it into a living reference for all 7 council members.

In this step, get ready to:

Use Copilot to draft initial KCS content standards covering article quality, coaching expectations, and formatting rules.
Build a standards reference table for cross-team visibility.
Add a Change Log section so the council can track when and why standards evolve.

Create the page and draft content with Copilot

Every workspace page you create is visible to all workspace members. This page will hold the standards everyone references when writing or reviewing knowledge articles.

In the left navigation panel of your Knowledge Council workspace, click the + button to create a new page.
Title the page KCS Content Standards.
Click the Copilot button in the upper-right corner of the page to open the Copilot chat panel.

What is Copilot in Loop?

Copilot in Loop uses large language models to help you draft content, answer questions, and refine text. It opens as a chat panel alongside your page so you can prompt it and insert responses directly.

Copilot draws from web and enterprise search results. It cannot read other pages in your Loop workspace, so you'll need to give it enough context in your prompt.

In the Copilot chat panel, type the following prompt and press Enter to send it:

Draft a KCS Content Standards document for a Knowledge Council. Include three sections: Article Quality Criteria (what makes a good knowledge article), Coaching Expectations (how coaches should review and mentor authors), and Content Formatting Rules (structure, headings, language requirements). Use bullet points and keep it concise.

Why this prompt structure?

Copilot performs best when you name the sections you want and describe the audience. Specifying three clear sections gives the model structure to follow, and asking for bullet points keeps the output scannable.

Wait for Copilot to generate a response in the chat panel. This takes a few seconds.

You should see a structured draft with headings for Article Quality Criteria, Coaching Expectations, and Content Formatting Rules.

Don't see the Copilot button?

Copilot in Loop requires a Microsoft 365 Copilot license. If the button is missing, confirm with your IT administrator that your account has the Copilot license enabled.

help me troubleshoot why the Copilot button is not appearing in my Loop workspace

Review the draft and build a standards table

Copilot gives you a strong starting point, but you know your organization's specific requirements better than any AI model. This substep is where you make the content yours.

Read through the Copilot-generated draft. Edit any bullet points that don't match your organization's practices. For example, if your articles require a specific resolution format or metadata fields, add those now.
Once you're satisfied with the content, click the Insert button below the Copilot response to place the refined content onto your page.

What does the Insert button do?

The Insert button takes the Copilot response and adds it directly to your Loop page as editable content. Once inserted, the text behaves like any other page content that workspace members can edit collaboratively.

Below the inserted content, type / to open the Discover Menu.
Select Table from the menu to insert a new table component.
Set up the table with the following 5 columns: Standard Name, Description, Applies To, Owner, Last Reviewed.
Add 2-3 sample rows based on the standards Copilot generated. For example, a row might be: Standard Name: Resolution Required, Description: Every article must include a clear resolution or answer, Applies To: All Teams, Owner: Jessica, Last Reviewed: today's date.

Resize columns for readability

Drag the column borders in the table header to adjust widths. The Description column usually needs the most space. All workspace members see your layout changes in real time.

Your page now has both the descriptive standards content and a structured table that makes it easy to look up who owns each standard and when it was last reviewed.

Add a Change Log section

Standards evolve as the council learns what works. A change log gives everyone visibility into what changed, when, and why.

Scroll to the bottom of the KCS Content Standards page.
Type / and select Heading 2 from the Discover Menu.
Type Change Log as the heading text.
Below the heading, type / and insert a Table with 4 columns: Date, Changed By, What Changed, Reason.
Add one sample row with today's date, your name, a note like "Initial standards published", and "Council kickoff" as the reason.

Why a Change Log matters for governance

Knowledge management standards shift as your organization matures. Without a record of changes, team members miss updates or follow outdated rules. The Change Log creates accountability and makes quarterly reviews straightforward.

Your KCS Content Standards page is now complete with Copilot-drafted content, a structured standards table, and a Change Log at the bottom.

You now have a living content standards reference that all 7 council members can access and edit. Next up, you'll build the coaching and QA tracking system that holds teams accountable to these standards.

Build the Coaching and QA Tracker

Your Knowledge Council currently tracks coaching activities and QA issues in SmartSheets. The problem is that these spreadsheets live separately from your meeting notes, standards, and decisions, making it hard for council members to see the full picture in one place.

In this step, you'll build a Coaching & QA Tracker page inside your Loop workspace that brings both tracking workflows into the same hub as everything else. You'll also evaluate what Loop tables handle well and where SmartSheets still fits.

In this step, get ready to:

Create a Coaching & QA Tracker page with two structured tables.
Populate the coaching table with sample data and add a follow-up task list.
Test filtering and sorting, then compare Loop tables to your SmartSheets workflow.

Create the Coaching & QA Tracker page with two tables

Loop tables give you a structured way to organize rows and columns directly on a page. Unlike SmartSheets, these tables live alongside your meeting notes and standards so council members never leave the workspace to check status.

In your Knowledge Council workspace, click the + button in the left pages panel to create a new page.
Name the page Coaching & QA Tracker.
Click into the page body and type Coaching Activities as a heading to label your first section.
On the next line, type / to open the Discover Menu.
Select Table from the menu to insert a table component.
Set up the table with 5 columns: Coach, Team, Date, Focus Area, Outcome.

Adding columns

Click the + icon at the right edge of the table to add more columns. Click any column header to rename it.

Below the coaching table, add another heading: QA Issues.
Type / and select Table again to insert a second table.
Set up this table with 6 columns: Issue ID, Team, Category, Severity, Status, Assigned To.

You should now see a page with two clearly labeled table sections. The coaching table has 5 columns and the QA table has 6 columns.

Don't see the table option in the menu?

Make sure you're typing / at the beginning of a new line or after a space. The Discover Menu only appears when Loop recognizes the slash as a command trigger.

help me insert a table using the slash command in Loop

Populate the coaching table and add a follow-up task list

An empty table structure does not prove much. By adding sample data that mirrors your current SmartSheets entries, you can see exactly how Loop handles the information your council already tracks.

Click into the first row of the coaching activities table.
Add 3-4 sample entries that reflect real coaching sessions your council tracks. For example:

Row 1: Coach = Jessica, Team = Tier 2 Support, Date = 2026-05-15, Focus Area = Article Structure, Outcome = Improved heading consistency.
Row 2: Coach = Marcus, Team = Field Services, Date = 2026-05-20, Focus Area = Reuse Linking, Outcome = 3 articles linked to parent solution.
Row 3: Coach = Jessica, Team = Customer Success, Date = 2026-05-22, Focus Area = Content Freshness Review, Outcome = 12 articles flagged for update.

Why mirror your SmartSheets data?

Using data that matches what you currently track lets you make a real comparison. You'll see exactly which columns, views, and interactions feel better in Loop versus SmartSheets.

Below both tables, type / and select Task list from the Discover Menu to insert a follow-up actions list.
Add 2-3 follow-up tasks based on the coaching sessions you entered. For example: Schedule follow-up with Tier 2 on heading standards or Review 12 flagged articles by June 1.
Assign each task to a council member by clicking the assignee field and selecting their name.
Add a due date to at least one task by clicking the date field.

Your task list now syncs with Microsoft Planner. Assigned council members will see these tasks in their Assigned to me view in Planner.

What syncs to Planner?

Task lists in Loop sync with Microsoft Planner. Adding the first task creates a Planner plan, and each task list creates a new bucket.

You can only edit task titles, assignees, and due dates directly in Loop. For checklists, attachments, and additional details, select ... on a task and then Open in Planner.

Tasks not showing an assignee option?

Make sure you inserted a Task list (not a regular checklist). Task lists have assignee and date fields. A checklist only has checkboxes.

help me add assignees to my Loop task list

Test filtering and sorting, then compare to SmartSheets

SmartSheets gives you powerful filtering, conditional formatting, and automations. Loop tables are simpler but offer something SmartSheets cannot: your data lives alongside meeting notes, standards, and decisions in one shared workspace.

Click a column header in your coaching activities table.
Select Sort ascending or Sort descending to reorder the rows by that column.
Try sorting the Date column to see coaching sessions in chronological order.
Click the Filter option on a column header to filter rows by a specific value (for example, filter Coach to show only Jessica's sessions).

Notice how filtering and sorting update the view instantly for everyone who has the workspace open. This is real-time collaboration that SmartSheets only partially supports.

Where does Loop win and where does SmartSheets still fit?

Loop tables excel at collaboration, visibility, and living alongside your other council content. Every council member sees changes instantly without switching apps.

SmartSheets remains stronger for complex project management with dependencies, Gantt charts, conditional formatting, and automations. If your coaching workflow needs automated reminders or complex formulas, SmartSheets still has a place.

The decision is not all-or-nothing. Loop replaces the collaboration and visibility layer while SmartSheets can handle the automation layer.

Your Coaching & QA Tracker page now gives the council a single view of all coaching and quality activities. Next up, you'll connect your Loop workspace to Microsoft Teams so council members can interact with components without ever opening the Loop app directly.

Connect Loop to Teams with Embedded Components

Your Knowledge Council workspace now has structured pages for meetings, standards, coaching, and QA tracking. The next challenge is making sure council members don't have to leave their daily workflow in Microsoft Teams to see or update this information.

Loop components solve this by living in both places at once. You'll create a status-tracking table directly inside a Teams conversation, and it will sync back to your Loop workspace in real time. Any edit in Teams appears in Loop, and vice versa.

In this step, get ready to:

Open Microsoft Teams and navigate to a council channel or group chat.
Create and send a Loop component table called "Council Weekly Status" in Teams.
Verify cross-app sync and embed the component link into your Council Meeting Hub page.

Open Microsoft Teams and navigate to a council channel

You need a Teams channel or group chat where your council members can see and edit the component you're about to create.

Press Cmd+Space (macOS) or the Windows key (Windows) to open your search bar.
Type Microsoft Teams and press Enter to open it.
Sign in with your Microsoft 365 work account if prompted.
Navigate to a channel or group chat that includes your council members.

No dedicated council channel yet?

You can use any existing group chat with at least one other council member for this exercise. The Loop component will work in both channels and group chats.

Teams not opening or signing in?

Make sure you're signing into Teams with the same Microsoft 365 work account you used for Loop. If Teams asks you to update, allow it to finish before continuing.

help me troubleshoot Microsoft Teams sign-in issues with my work account

Create and send the Council Weekly Status component

Loop components created inside Teams are instantly editable by everyone in the conversation. The component also appears in your Loop workspace, keeping everything connected.

Click into the compose box at the bottom of your channel or group chat.
Select Loop components from the options below the compose box.
Choose Table as the component type.

What are Loop components in Teams?

When you select Loop components in the Teams compose box, you're creating a piece of content that lives simultaneously in the Teams chat and in your Loop workspace. Everyone in the chat can edit it inline without leaving Teams.

In the first column header, type Team.
Add a second column and name it Current Focus.
Add a third column and name it Blockers.
Add a fourth column and name it Next Steps.
Add one sample row with your own team's data so the table isn't empty when council members see it.
Click Send to post the component in the chat.

Your "Council Weekly Status" table is now live in the Teams conversation. Everyone in the chat can click into it and add their team's row directly.

Don't see the Loop components option?

Users must have a valid OneDrive license for Loop components to appear in Teams. If the option is missing, check with your IT administrator that your account has OneDrive enabled.

help me find the Loop components option in my Microsoft Teams compose box

Verify sync and embed the component in Council Meeting Hub

The real power of Loop components is that edits made in Teams appear instantly in your Loop workspace. Let's confirm this works, then bring the component into your meeting hub so all status updates flow into one central page.

Switch back to your browser with the Knowledge Council workspace open at loop.cloud.microsoft.
Look in the pages panel on the left. You should see the component you just created in Teams listed under your workspace.

Where does the Teams component appear in Loop?

Loop components created in Teams are automatically saved to OneDrive and linked to your workspace. They appear in the workspace's pages panel, confirming that changes made in either location stay synchronized.

Return to Microsoft Teams and find the Council Weekly Status component you sent.
Hover over the component and look for the link icon in the upper-right corner of the component.
Click the link icon to copy the component link.

Why copy the link from Teams?

Copying the component link lets you paste it into other chats, channels, or Loop pages. Edits remain synchronized no matter where someone accesses the component.

Switch back to your Loop workspace in the browser.
Open the Council Meeting Hub page.
Scroll to the bottom of the page and add a new heading: Weekly Status Updates.
Paste the copied component link below the heading (press Cmd+V on macOS or Ctrl+V on Windows).
The Council Weekly Status table should render inline on the page, showing the same data you entered in Teams.

Your Council Meeting Hub page now pulls in live status updates from Teams. Council members can update their row from either Teams or Loop, and the changes appear everywhere.

Component link not rendering on the page?

Make sure you pasted the full link and didn't accidentally paste plain text. If you see a URL instead of an embedded table, try pressing Enter after pasting to let Loop process the link.

help me embed a Loop component link into a Loop page so it renders as an inline table

Your Loop workspace is now connected to your team's daily workflow in Teams. Next up, you'll design a forward-looking page that maps your current governance structure to future Knowbler integration.

Design the Knowbler and AI Readiness Page

Your Loop workspace now has real-time cross-app synchronization working between Loop and Teams. Council members can update statuses from wherever they work, and everything stays in sync.

The final piece of your command center looks forward. Your council needs a clear picture of how current KCS workflows map to Knowbler capabilities so you're ready when that adoption happens. In this step, you'll use Copilot to accelerate drafting, then build the reference tables your council will use to guide the transition.

In this step, get ready to:

Use Copilot to draft a KCS-to-Knowbler mapping framework.
Build a readiness checklist table documenting gaps and actions.
Document an AI governance policy for the council.

Create the Knowbler & AI Readiness page and draft with Copilot

Before Knowbler arrives, the council needs a shared understanding of which KCS stages it will handle and where current processes already align. Copilot can generate a first draft of this mapping so you spend time refining instead of starting from scratch.

In your Knowledge Council workspace, click the + button in the pages panel on the left to create a new page.
Title the page Knowbler & AI Readiness.
Select the Copilot button in the upper-right corner of the page to open the Copilot chat panel.
In the Copilot prompt box, type a prompt asking Copilot to draft a framework that maps the five KCS workflow stages (Create, Review, Publish, Reuse, Improve) to how Knowbler handles each stage. For example:

Draft a framework mapping five KCS workflow stages (Create, Review, Publish, Reuse, Improve) to how an AI-powered knowledge management tool like Knowbler would handle each stage. For each stage, describe the current manual process and the AI-assisted alternative.

Review the Copilot-generated draft. Edit it to reflect your organization's actual processes at each stage.
Select Insert (or copy and paste the refined text) to place the content on your page.

What is Knowbler?

Knowbler is an AI-powered knowledge management solution by SearchUnify. It integrates with platforms like Salesforce, Zendesk, Microsoft Dynamics, and ServiceNow to accelerate knowledge article creation directly from support cases.

It uses generative AI to draft content in KCS-aligned templates, reducing manual effort and letting agents create knowledge as a byproduct of case resolution. Your Loop workspace serves as the governance layer (where standards and decisions live), while Knowbler handles the article lifecycle.

Copilot responses vary

Copilot's draft is a starting point. The AI-generated content may not perfectly match your organization's terminology or processes. Treat it as a first draft to edit collaboratively with your council.

Build the readiness checklist table

A mapping framework tells the story, but the council needs a concrete checklist to track preparation progress. This table documents where your current processes align with Knowbler and where gaps exist.

Below the Copilot-drafted framework on the same page, type / to open the Discover Menu.
Select Table from the menu.
Add five columns with these exact headers: KCS Stage, Current Tool, Current Process, Knowbler Capability, Gap/Action Needed.
Add five rows, one for each KCS stage: Create, Review, Publish, Reuse, Improve.
Fill in the Current Tool column with what your team uses today (e.g., SharePoint, SmartSheets, email).
Fill in the Current Process column describing how that stage works manually right now.
Fill in the Knowbler Capability column based on the Copilot-drafted framework above (e.g., for Create: "auto-drafts articles from cases using generative AI").
Fill in the Gap/Action Needed column noting what preparation is required before Knowbler can take over that stage.

Why document gaps now?

When Knowbler arrives, your council won't be starting from zero. This table becomes a pre-approved action plan. Each gap entry is a task the council can assign and track using the same task list workflow you set up in earlier pages.

Your table should now have all five KCS stages filled in with current state and future state information.

Table not showing all five columns?

If your table only shows the default 3 columns, hover over the right edge of the table until you see a + icon. Click it to add more columns. You can also click any column header to rename it.

Help me add columns to my Loop table.

Add the AI governance policy section

Your council needs a documented position on which AI tools are approved and how each fits into the governance picture. This section draws a clear line between Loop (governance) and Knowbler (article lifecycle).

Below the readiness checklist table, add a Heading 2 by typing / and selecting Heading 2. Title it AI Governance Policy.
Under the heading, add a paragraph documenting the approved corporate AI tools. State that Microsoft 365 Copilot is approved for content drafting and collaboration assistance, and Knowbler is approved for future adoption in the article lifecycle.
Add a second paragraph explaining Loop's role as the governance layer. Document that this workspace is where standards are set, coaching is tracked, and QA decisions are made.
Add a third paragraph explaining Knowbler's role in the article lifecycle. Document that Knowbler will handle creation from cases, auto-tagging, analytics, and publishing.
Add a final paragraph with guidelines for responsible AI use in knowledge creation. Include points such as: always review AI-generated drafts before publishing, verify factual accuracy, maintain your organization's tone and terminology, and never publish AI output without human review.

Why separate governance from execution?

This distinction matters when multiple AI tools enter your ecosystem. Loop is where the council decides what good looks like (standards, policies, coaching criteria). Knowbler is where those decisions get executed at scale (auto-drafting articles, tagging content, measuring reuse).

By documenting this boundary now, you prevent confusion when both tools are active and council members need to know where to go for decisions versus where to go for day-to-day article work.

Your Knowbler & AI Readiness page is now complete with three sections: the Copilot-drafted mapping framework, the readiness checklist table, and the AI governance policy.

Copilot button not appearing?

Copilot in Loop requires a Microsoft 365 Copilot license. If you don't see the Copilot button in the upper-right corner, your organization may not have enabled it for your account. You can still complete this step by writing the KCS-to-Knowbler mapping manually based on the five stages (Create, Review, Publish, Reuse, Improve).

Help me draft the KCS framework without Copilot.

Secret mission

KCS Maturity Scorecard

Your Knowledge Council needs a way to measure progress across teams. In this mission, you'll create a quarterly scorecard that each team representative fills out to track their knowledge management maturity. The scorecard lives in Loop but is editable from Teams, making it effortless for council members to report their scores.

Clean Up Your Resources

All resources in this project are included with your existing Microsoft 365 business license at no additional cost. Loop workspace storage counts against your organization's SharePoint quota, but the amount used by this project is negligible.

Decide whether to keep your resources running, pause them to come back later, or delete them entirely.

Resources you used:

1 Loop workspace ("Knowledge Council") stored in SharePoint Embedded.
Multiple Loop pages and components stored in SharePoint Embedded.
Task lists that created a corresponding plan in Microsoft Planner.
Loop components sent in Microsoft Teams channel messages.

Keep everything running

No action needed. Choose this if you're still actively building or planning to use this workspace with your council.

The workspace and all components remain active and accessible to all invited members.
Loop components embedded in Teams continue to sync in real time.
The Planner plan remains visible in each assigned member's task list.
This is the recommended option since you built this workspace for real use with your Knowledge Council.

Pause - I'll come back to this later

Loop workspaces have no running costs beyond storage. There is nothing to pause or shut down.

Your workspace stays idle until you or a council member opens it again.
No action is required. The workspace will be exactly as you left it when you return.

Delete - I don't want to use this again

Remove all project resources permanently. Only do this if the workspace was purely experimental and you are certain you do not need it.

Workspace deletion is permanent

Once deleted, Loop workspaces cannot be restored. Make sure no council members are still using the workspace before proceeding.

Delete the Knowledge Council workspace:

Go to loop.cloud.microsoft and select Grid view.
Hover over the Knowledge Council workspace tile and select More (the three-dot menu).
Select Delete and confirm when prompted.
This removes the workspace, all pages inside it, and all Loop components that originated from those pages.

Delete the Planner plan:

Open Microsoft Planner in your browser or via the Planner app in Teams.
Go to My Plans and open the plan that was auto-created from your Council Meeting Hub task list.
Click the plan name at the top of the screen to open Plan settings.
Scroll to the bottom of the General tab and select Delete this plan.
Confirm the deletion. This permanently removes the plan and all its tasks.

Remove Loop components from Teams:

The Loop components you sent in Teams channel messages will stop syncing once the workspace is deleted. The messages remain in the chat history, but the component content will no longer be editable.
If you want to remove the messages entirely, right-click each Loop component message in Teams and select Delete.

Nice Work!

You've built a real, working Knowledge Council command center in Microsoft Loop. Your 7-member council now has a single hub where governance decisions, coaching activities, QA tracking, and KCS standards all live together and sync across Teams.

Here's what you accomplished:

Created a shared Knowledge Council workspace with meeting hub, content standards, and coaching/QA tracking pages that consolidate scattered governance activities into one living command center.
Proved cross-app synchronization by embedding Loop components in Teams, with task lists that automatically sync to Microsoft Planner.
Mapped your KCS governance structure to future Knowbler integration with a readiness checklist and AI governance policy documenting how Loop and Knowbler serve different layers of your knowledge management ecosystem.
Built a quarterly KCS Maturity Scorecard component that team representatives can fill out directly from Teams, with scores embedded in the Council Meeting Hub for quarterly reviews.

Ready to quiz yourself?