Activation Checklist

This article is a step-by-step checklist to help you activate and roll out a first Powell Buddy agent in a consistent way. Each step below is expanded with detailed instructions, screenshots, and links to the dedicated Help Center articles.

A few notes before you start:

• You can provision everything on the Azure side upfront, even before your Powell license is activated (that part is 100% in your tenant).

• Powell Advanced license is required to access the Powell Buddy administration interface (back office).

• Some steps are optional (Cosmos DB / Storage Account), depending on your knowledge base strategy and hosting/privacy choices.

1 - Get the Environment Ready

1.1. Assign Azure Roles 

Make sure you have an admin account able to create and manage the required Azure services.

How to: Assign an Azure role - Azure RBAC | Microsoft Learn

1.2. Create an Azure AI Model  

Create your AI provider resource (typically Azure OpenAI) and retrieve the API Key and Endpoint—you’ll need them in the next steps (3.1).

How To: Configure an Azure OpenAI Service

1.3. Create an Azure Cosmos DB (Optional)  

Create Cosmos DB if you plan to use Knowledge Bases (RAG). Don’t forget to enable the required features on the Cosmos DB instance.

How To: Create an Azure Cosmos DB

2 - Enable Powell

2.1. Request Powell Intranet Advanced Licence  

You need a Powell Intranet Advanced license to use Powell Buddy administration features.

How To: Request Activation for Intranet Boost and/or Advanced
 

2.2. Sign in to Powell Buddy Administration Portal  

1. Open Powell Buddy Administration portal on the following URL: https://maestro.powell-software.com
2. Log in with a Microsoft 365 account belonging to your organization.

3. Consent to Powell Buddy delegated application permissions

   

The expected permissions are:

• Maintain access to data you have given it access to: Necessary to persist authentication on the AI management platform and avoid re-authenticating each time the authentication expires.
• Sign you in and read your profile: Permission to use your Enterprise account as a login element. This includes your first name, last name, and company email.

This request will appear systematically for each new user accessing the application. It is possible to provide global validation for all employees if you are an Azure administrator by checking the box at the bottom "Consent on behalf of your organization."
 

2.3. Add Portal Administrators (Optional) 

Add the team responsible for managing and configuring the AI services (typically IT admins, content owners, and optional AI specialists).

How To: Guide to Managing Administrators on the AI Management Platform

3 - Start with an agent

3.1 Link AI Model to Powell Buddy  

Register your Azure AI model in Buddy using the information from step 1.2, so it can be selected by your agents. Configure consumption/usage limits to control cost.

How to: Link an AI Model in Powell Buddy
 

3.2 Link Cosmos DB to Powell Buddy (Optional)  

If you plan to use Knowledge Bases, you will need to link your Cosmos DB (step 1.3) to Powell Buddy.
If you use Powell-hosted capabilities, no Cosmos configuration is required.

How to: Link a Cosmos DB in Powell Buddy

3.3 Create a Knowledge Base (Optional)  

Now that you have set-up the hosting capabilities in Powell Buddy, you can create knowledge bases. This knowledge will improve the answers of your agents based on RAG.

How to: Create Knowledge Bases

3.4 Create an Agent & Test it  

Create your agent—the interface your end-users will interact with—and run initial tests. For smoother rollout, start with a limited audience.

How to: Create an Agent

4 - Roll Out & Keep Health

4.1 Deploy on Powell Intranet (Optional)  

Expose your agent inside the intranet experience for end-users. If relevant, you can also provide access through a direct link.

How to: Deploy Powell Buddy on Powell Intranet
 

4.2 Follow Usage & Feedback (Recommended)  

Monitor usage and user feedback to iterate on prompts, knowledge coverage, and cost controls.

More information: Usage & Feedback Management

Going Further

Best Practices for Managing Knowledge Bases (Recommended)

Discover best practices for maintaining Knowledge Bases and improving retrieval quality.

How To: FOCUS: Best Practices for Building an efficient Knowledge Base in SharePoint

Interface with 3rd Party Tools (Optional)  

To retrieve data or take actions in third-party tools, use plugins/connectors (including MCP-based integrations) within your agents.

How To: Create a Plugin

Configure Specialized Models (Optional)  

Specialized models can enable advanced capabilities such as reading attached files, voice input, audio output, and more.

How To: Manage Specialized Models