Add a time-off request topic that collects details step by step
Task · Copilot Studio: topics
Time saved · 1-2 hrs to build, then 1-2 hrs a week (estimate, not measured)
⚠️ Licensing: you need a Copilot Studio license (prepaid Copilot Credits or pay-as-you-go through Azure), a Microsoft 365 Copilot license, or a Copilot Studio trial. A trial lets you build and test in the test chat, but you can't publish. Agent usage is metered in Copilot Credits; for Microsoft 365 Copilot licensed users, generative answers and tenant grounding used in Copilot Chat, Teams or SharePoint are zero-rated. Steps follow Copilot Studio's standard experience: if your Home page shows a New experience toggle, Microsoft's quickstart turns it off.
Steps
- In your HR agent, go to Topics and select Add a topic > From blank
- On the Trigger node, write the topic description below (with generative orchestration). For a classic agent, add 5-10 trigger phrases instead
- Add Ask a question nodes for the start date, end date and leave type (Multiple choice options: Vacation, Sick, Personal)
- Add a Show a message node that repeats the details back, then either Call a tool for a request flow or show the link to your HR system
- Select Save and test the whole conversation in the test pane, including someone changing their mind halfway
Prompt / template
Topic name: Request time off
Topic description:
Helps an employee prepare a time-off request. Collects the start date, end date and leave type, confirms the details, and gives the link to submit it in [HR system]. It doesn't check leave balances or approve requests.
Confirmation message:
Here's your request: {leave type} from {start date} to {end date}. Submit it here: [link]. Your manager approves it in [HR system].Source · https://learn.microsoft.com/en-us/microsoft-copilot-studio/authoring-create-edit-topics
Also see · https://learn.microsoft.com/en-us/microsoft-copilot-studio/advanced-generative-actions
Also see · https://learn.microsoft.com/en-us/microsoft-copilot-studio/billing-licensing
Last checked · 2026-10-20