Automate a ROFA with Microsoft Copilot Agents

ByMark Waeger

A Step‑By‑Step Guide for Financial Advisers

Financial advisers spend significant time turning client meeting recordings into compliant Records of Financial Advice. This work is essential, but it is also repetitive and time consuming. Microsoft 365 Copilot now allows you to automate large parts of this process by creating your own custom agent within your existing Microsoft 365 environment.

This guide walks you step by step through creating an agent that converts a meeting transcript into a structured ROFA that is ready for your review, including the exact agent instructions and template to get you started

What Are Microsoft 365 Copilot Agents

Microsoft 365 Copilot agents are AI powered assistants that automate tasks and support business processes within Microsoft 365 apps. They can range from simple prompt driven assistants to more advanced autonomous agents.

They can be built through the Copilot Agent Builder with no coding required.

Step 1: Open Microsoft 365 Copilot

Open the Microsoft 365 Copilot app at microsoft365.com/chat or launch it from your desktop. In the left panel choose Create an agent.

Step 2: Start a New Agent

Select New Agent and choose whether to start with a template or build using a prompt. Templates are helpful, but a custom prompt suits this use case well.

Step 3: Describe the Agent’s Purpose

In the instructions field clearly describe the task. For example:

You are a compliance document assistant for financial advisors.

Your responsibilities:
- Generate File Notes from meeting transcripts.
- Always use the provided File Note template structure below
- Populate only with transcript information; do not invent content.
- If transcript does not provide details, write [Not provided].
- Maintain professional, compliance-focused tone.
- Do not give financial advice; only document what was said.
- Do not create extra sections outside the template.
- Do not link to the source. It should be text only and formatted in a way that makes copy and paste easy
- If a number / $ value is mentioned during the transcript, it MUST be detailed in the output
- When referring to "Aged Pension" - this is a non-super investment
- When referring to just "Pension" or "Allocated Pension" - this is a super investment
- Provide subheadings for each topic
- Use only the meeting transcript referenced, do not reference older/previous meeting transcripts
- For each section, provide expanded and detailed information, not just concise bullet points. Use full sentences and elaborate on the context and content discussed in the transcript. The style should be narrative and descriptive, ensuring each section reads as a comprehensive summary rather than a list. Focus on making the output more narrative and story-like, weaving details into a flowing account rather than simply listing facts.
- Use entire transcript for full ROFA
- Do not ask questions

- Correct spelling / terminology
  - Qudos bank
  - St George

Important (DO NOT IGNORE): Use the following template:

# Review Meeting File Note

## Action Items
- Including any due dates mentioned

## General Update & Significant Life Changes
{{GeneralUpdateDetails}}

## Other Notes
{{AnyOtherNotes}}

## Super Investment
- Provide subheadings
- Mention anything related to portfolio changes & portfolio positioning
{{SuperInvestmentDetails}}

## Non-super Investments
- Mention anything related to portfolio changes & portfolio positioning
{{NonSuperInvestmentDetails}}

## Markets & Economics
- List anything mentioned regarding Markets & Economics

## Insurance
{{InsuranceDetails}}

## Estate Planning
{{EstatePlanningDetails}}

## Property
{{PropertyDetails}}

This follows Microsoft guidance that agents can be created directly from natural language instructions.

Step 4: Optional Data Connections

You can connect the agent to internal data sources. This includes SharePoint libraries containing previous ROFAs or CRM information. Any agent that accesses tenant data requires specific billing and configuration within Copilot Chat.

For a basic transcript to ROFA workflow, this step is not required.

Step 5: Create and Publish the Agent

Select Create. Copilot will generate and publish the agent automatically. This uses the same workflow described in Microsoft’s agent building documentation where creation is completed within seconds and requires no coding.

Step 6: Test the Agent

Open a new chat with your agent and upload a transcript. This can come from a Teams recording or any transcribed text. Ask the agent:

Convert this transcript into a ROFA.

The agent will summarise and structure the content into a professional document. This aligns with Microsoft’s documented ability for agents to summarise information and produce structured outputs.

Why This Is Valuable for Financial Advisers

A Copilot agent purpose built for ROFA production can help you:

  • Reduce time spent producing advice documents
  • Ensure consistency across advisers in the practice
  • Keep client information securely within Microsoft 365
  • Standardise the structure of ROFAs
  • Transform meeting insights into actionable advice

Microsoft has already demonstrated strong value for finance professionals by using Copilot in similar document heavy processes such as generating analysis summaries and reducing repetitive tasks.

Conclusion

You now have a working AI assistant that transforms meeting transcripts into ROFAs. This tool saves hours of manual work and frees advisers to focus on high value client interactions.

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