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✳ FREQUENTLY ASKED QUESTIONS
Straight answers to the questions buyers ask.
92 answers about where your data lives, security, licences, pricing, installation and support — for every Brillienta product and our Microsoft 365 services. Each answer links to the page with the full detail.
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Getting started
Where is our data stored?
In SharePoint lists on a site in your own Microsoft 365 tenant. There is no vendor database, no vendor cloud and no analytics or tracking. More on Brillienta →
What infrastructure do we need?
Only SharePoint Online, plus Power Automate with standard connectors for email and reminder flows. More on Brillienta →
Do we need the whole HRMS?
No. Helpdesk, Asset Management, Employee Directory, TaskManager and Intranet Builder are standalone products. More on Brillienta →
How does the trial work?
Every installation starts with a 14-day trial of all Enterprise features, counted per tenant. After that, a signed licence key bound to your tenant unlocks your plan. More on Brillienta →
Which Microsoft 365 licences do we need?
SharePoint Online and Power Automate with standard connectors cover everything core. Optional features use what they name: Intune for device sync, Microsoft 365 Copilot for the Helpdesk agent, your own Azure OpenAI for TaskManager’s generative features. More on Brillienta →
Will it pass our security review?
There is no vendor cloud to assess: data stays in your SharePoint, apps act as the signed-in person, and Graph permissions are delegated and per feature. Our security page and the product guides cover storage, permissions, privacy and audit in detail. More on Brillienta →
Can it work in Microsoft Teams?
Yes. The products can be added as Teams tabs or personal apps, and layouts adapt to phone width. More on Brillienta →
Should we buy the HRMS or the standalone apps?
If HR owns the problem — leave, onboarding, reviews, payroll — start with the HRMS; it includes directory, helpdesk, tasks and assets apps sized for HR. If IT or operations owns it, or you need features such as email to ticket, routing rules, QR audits or Gantt timelines, the standalone app fits better. More on Microsoft 365 & SharePoint business apps →
How is pricing calculated?
One flat monthly price per Microsoft 365 tenant for each product and plan — not per user. Paying yearly saves about 17%. Larger seat counts, multi-year terms and the five-app suite bundle are available. More on Microsoft 365 & SharePoint business apps →
What happens when the trial ends?
Paste a licence key to keep going on your plan. Without one, the app becomes read-only or locks until a key is activated; your data stays in your SharePoint lists either way. More on Microsoft 365 & SharePoint business apps →
Can we change plans later?
Yes. Features outside your plan are switched off but keep their saved settings, so upgrading turns them straight back on. More on Microsoft 365 & SharePoint business apps →
Can we run several products on one tenant?
Yes. Each installs from its own package with its own lists, groups and licence key, under the same Microsoft 365 identity. More on Microsoft 365 & SharePoint business apps →
Security, data & support
Is our data really inside our own tenant?
Yes. Records live in SharePoint lists on a site you choose, and move only through SharePoint and your own Power Automate flows. There is no vendor database, analytics or tracking. More on Security & your data →
What happens if we stop?
Your data stays where it always was, readable in list views, Excel and Power BI. After a licence ends there are 14 days’ grace before the app locks or turns read-only. More on Security & your data →
Can a technical user bypass the app?
The app’s rules are backed by SharePoint permissions on each list. Where records must be private per person — tickets, payslips, reviews — switch on privacy so SharePoint itself returns only a person’s own items, even over REST. More on Security & your data →
Which account sends email?
The account that runs your imported flow, sending from the mailbox you choose. Use a dedicated service account with Send As, so mail doesn’t stop when someone leaves. More on Security & your data →
How is background work done without a server?
Jobs such as SLA checks, reminders and sync run in an open staff page with shared locks and run logs. When nobody is online, scheduled Power Automate flows do the same work. More on Security & your data →
Do you need access to our tenant?
No. You install the package yourself. For consulting or rollout help we work with the access you grant, under your change process. More on Security & your data →
Do you hold our data anywhere?
No. Product data stays in your SharePoint sites. If you send us screenshots or exports in a support request, we use them only to resolve that request and delete them when it is closed. More on Trust center →
Which Microsoft certifications apply?
Your data is stored and processed by Microsoft 365, under the security and compliance commitments of your Microsoft agreement. Microsoft publishes its audit reports in the Microsoft Service Trust Portal. More on Trust center →
Can you complete our security questionnaire?
Yes. Send us your questionnaire and we will complete it, and join a call with your security team if useful. Most answers are also in the product guides. More on Trust center →
What happens if we stop paying?
After a licence ends, the product keeps working for a 14-day grace period with a warning. Your data is never deleted — it remains in your SharePoint lists, which you can open, export or keep as they are. More on Trust center →
Can you access our tenant for support?
Only if you invite us, for example on a screen-share. The products give us no remote access, and we never ask for administrator passwords. More on Trust center →
Where can we read your legal terms?
See the privacy policy and the terms of service. We can also sign a data processing agreement where your organisation requires one. More on Trust center →
Brillienta HRMS
Where is our HR data stored?
In SharePoint lists on your own HR site — one item per record, with typed columns for views, Excel and Power BI. No vendor database, no third-party service. More on SharePoint HRMS →
How do concurrent edits stay safe?
Record-level saves, version-checked reference numbers (HD-1001, JOB-1001, PAY-1001) and live refresh every 5 seconds to 2 minutes. A stale page can never delete someone else’s records, and open Settings drafts merge instead of overwriting. More on SharePoint HRMS →
Does it scale past SharePoint’s 5,000-item threshold?
Yes. Lists are read in id-ordered pages, so the threshold does not apply; tens of thousands of records per list are comfortable. More on SharePoint HRMS →
How does email work?
The app queues each email in an Outbox list. A Power Automate flow — built for your site by the app — sends it from your HR mailbox and marks it Sent, Rejected or Failed. Use a service account with Send As so mail doesn’t stop when someone leaves. More on SharePoint HRMS →
Can we make it ours?
Brand colour, logo, dark mode, landing app, leave, attendance, SLA, expense and payroll policies, custom columns on 14 record types, and email wording and layout — all in Settings, no code. More on SharePoint HRMS →
How are upgrades handled?
Deploy the new package. The first visit by a list manager upgrades additively — only adding lists, columns, indexes and choice values. Your data and custom columns survive every release. More on SharePoint HRMS →
Helpdesk
Where is our ticket data stored?
In SharePoint lists on a site in your own tenant, covered by your retention, eDiscovery and access policies. There is no vendor cloud. More on Microsoft 365 helpdesk →
Do requesters need a licence?
No. Plans count agents only; every employee can raise and follow requests. More on Microsoft 365 helpdesk →
Does it work on phones and in Teams?
Yes. The layout adapts to phone width, and the package supports Teams tabs and personal apps. More on Microsoft 365 helpdesk →
Can we prove who changed what?
Yes. Every change is written to the activity log, and tickets and articles keep SharePoint version history. More on Microsoft 365 helpdesk →
What happens to our data if we stop?
It stays where it has always been — in your SharePoint lists, readable by tools such as Power BI. More on Microsoft 365 helpdesk →
Asset Management
Can we import our existing spreadsheet?
Yes — save it as CSV and drop it in. Every row is validated before anything is written, and assets with the same tag or serial can be updated. More on SharePoint asset management →
Do employees need a seat?
No. Seats count asset admins and managers; employees use the portal and auditors are free. More on SharePoint asset management →
Can people fake an approval or a receipt?
No. Approvals are checked against SharePoint version history and receipts against Created By before anything happens. More on SharePoint asset management →
Do we need Intune?
Only for device sync (Enterprise). Everything else works without it. More on SharePoint asset management →
Employee Directory
How does the data stay current?
Automatic Microsoft Graph sync from Entra ID. Only changes are written, leavers are deactivated, and a safeguard stops mass deactivations. More on Microsoft 365 employee directory →
Can employees correct wrong data without IT?
Yes. Change requests go to HR, approved values survive every sync, and nobody can approve their own request. More on Microsoft 365 employee directory →
TaskManager
Do guests need a licence or a seat?
No. Anyone who can open the page can raise and follow requests; seats count members only. More on SharePoint task management →
Does our data leave SharePoint for AI?
The built-in assistant runs in the browser. Generative features (Enterprise) use your own Azure OpenAI deployment through your flow. More on SharePoint task management →
Can it replace Planner?
It can sit beside Planner with two-way sync, or replace it with timeline, workload, approvals and reports Planner lacks. More on SharePoint task management →
How fast is it with lots of tasks?
Indexed columns, threshold-safe queries and an incremental cache keep it fast far past 5,000 items. More on SharePoint task management →
Intranet Builder
Does the Setup Center run the installation itself?
No. The web part manages the setup experience — collecting configuration, validating prerequisites and showing a change preview. A provisioning engine performs the privileged installation, running PowerShell on an administrator's computer or an Azure worker, never inside the browser. More on SharePoint intranet builder →
Which mode should we start with?
Administrator-run installation. It lets you prove templates, component dependencies, upgrades and repair behaviour before building a hosted provisioning platform. The same provisioning modules power both modes, so nothing is thrown away when you move to automation. More on SharePoint intranet builder →
Can the worker live in our own Azure subscription?
Yes. For customers who require data to stay within their environment, deploy the worker and its operational storage into their subscription. Intranet content always stays in the customer's Microsoft 365 tenant. More on SharePoint intranet builder →
What happens to our existing site content?
The change preview lists proposed creations, updates and conflicts before anything runs. The engine tracks which resources it manages, detects conflicts, and avoids overwriting customer-edited pages. Your content is preserved and reported. More on SharePoint intranet builder →
Run setup twice safely?
Yes. Idempotency is a required behaviour: rerunning setup must not duplicate lists, pages or navigation. Interrupted runs resume from verified checkpoints. More on SharePoint intranet builder →
Can we run setup twice safely?
Yes. Idempotency is a required behaviour: rerunning setup must not duplicate lists, pages or navigation. Interrupted runs resume from verified checkpoints. More on SharePoint intranet builder →
Does it support an existing list as a data source?
Yes, with validation. Field types and internal names are checked before a mapping is accepted — a list named "Events" is not assumed to follow our schema. Existing list mapping is declared per module in its manifest. More on SharePoint intranet builder →
Why not replace SharePoint's native header?
Because Microsoft explicitly identifies the native header and internal DOM structures as unsupported dependencies. Application Customizers use supported placeholders so your product keeps working after platform upgrades. More on SharePoint intranet builder →
What permissions does the provisioning identity need?
Only what installation requires, and only for approved templates and packages. Certificates, secrets and elevated tokens never appear in SPFx bundles or lists, arbitrary uploaded scripts are never executed, and every requested target site is authorised server-side. More on SharePoint intranet builder →
Which SPFx and PnP versions are supported?
Versions are pinned and tested together as a release train — SPFx, Node.js, React and PnP. PnP is community-supported tooling, so the product carries its own compatibility testing and support process rather than inheriting one implicitly. More on SharePoint intranet builder →
Microsoft 365 development & consulting
Do we need a Brillienta product to work with you?
No. Most consulting work is independent of our products. Where a product fits, we’ll say so — it is often faster and cheaper than building from scratch. More on Microsoft 365 development & consulting services →
Will you work with our IT team and existing partners?
Yes. We work within your change process, security reviews and admin boundaries, and document everything we deploy so your team can take it over. More on Microsoft 365 development & consulting services →
Where will our data live?
In your tenant by default — SharePoint, Dataverse or your own Azure subscription. If a design needs an external service, we say so up front and agree it with you. More on Microsoft 365 development & consulting services →
Who owns what you build?
You do. Source code, deployment scripts and admin guides for bespoke work are handed over as part of the engagement. Brillienta products you use stay licensed products. More on Microsoft 365 development & consulting services →
Can you fix or extend something another partner built?
Usually. We start with a short review of the existing solution, then recommend whether to extend, refactor or replace it. More on Microsoft 365 development & consulting services →
How do you estimate?
After discovery we give a fixed price per phase where the scope is clear, or a capacity-based estimate where it is still evolving. More on Microsoft 365 development & consulting services →
Do you work with SharePoint Server or only SharePoint Online?
Our focus is SharePoint Online in Microsoft 365. We also help move content and solutions from older SharePoint versions to SharePoint Online. More on SharePoint development services →
Should this be a SharePoint list, Power Apps or custom code?
It depends on who will maintain it, how complex the interface is and your licensing. We recommend the lightest option during discovery — often a combination. More on SharePoint development services →
Who owns the solution?
You do. Source code, deployment scripts and admin guides for bespoke work are handed over as part of the engagement. More on SharePoint development services →
Can you extend a solution another partner built?
Usually. We start with a short review of the existing solution, then recommend whether to extend, refactor or replace it. More on SharePoint development services →
How do you price SharePoint projects?
After discovery we give a fixed price per phase where the scope is clear, or a capacity-based estimate where it is still evolving. More on SharePoint development services →
What is SPFx?
The SharePoint Framework is Microsoft's supported way to build web parts and extensions for SharePoint Online and Teams, using TypeScript and a JavaScript framework such as React. More on SPFx development services →
Can SPFx web parts run in Microsoft Teams?
Yes. An SPFx web part can be exposed as a Teams tab or personal app from the same package. More on SPFx development services →
Can you upgrade an old SPFx solution?
Yes. We review the source, upgrade the SPFx version and dependencies, fix the build and redeploy — or recommend a rewrite when that is cheaper. More on SPFx development services →
Do SPFx solutions need extra licences?
No. SPFx runs on SharePoint Online. Features that use other services, such as Azure Functions, follow those services' pricing. More on SPFx development services →
Do we receive the source code?
Yes. Source, build scripts and deployment instructions for bespoke work are handed over. More on SPFx development services →
What is the difference between this service and Intranet Builder?
Intranet Builder is a licensed product that provisions a complete intranet from templates. This service is a custom project: discovery, design, custom components, migration and governance. Many projects use Intranet Builder as the starting point. More on SharePoint intranet development →
How long does an intranet project take?
It depends on scope, content and decision-making. After discovery we give a phased plan with a working release at the end of each phase. More on SharePoint intranet development →
Can the intranet appear in Microsoft Teams?
Yes — through Viva Connections or by adding intranet pages as Teams tabs. More on SharePoint intranet development →
Can you migrate our existing intranet content?
Yes. We plan what to move, archive or retire, and migrate content with its structure and metadata. More on SharePoint intranet development →
Who maintains the intranet after launch?
Your team, with admin guides and training — or us, on a support retainer. More on SharePoint intranet development →
Can an existing SharePoint app run in Teams?
Usually yes. SPFx web parts can be added as Teams tabs or personal apps, often with small layout changes. More on Microsoft Teams app development →
Do Teams apps need a separate server?
Tabs built with SPFx do not. Bots need a hosted service, which we deploy to your Azure subscription. More on Microsoft Teams app development →
How are Teams apps deployed?
Through your Teams admin center, so your administrators control who can install and use them. More on Microsoft Teams app development →
Can approvals work on mobile?
Yes. Adaptive Cards and tabs work in the Teams mobile apps. More on Microsoft Teams app development →
Power Apps or custom development?
Power Apps suits forms and processes that business teams should be able to change. Custom SPFx suits rich experiences inside SharePoint and Teams. We often combine them. More on Power Platform development →
Do we need premium licences?
Not always. Many flows and apps use standard connectors included with Microsoft 365. Premium connectors and Dataverse need Power Apps or Power Automate licences; we check this during discovery. More on Power Platform development →
Can you fix flows someone else built?
Yes. We review them, move them to proper accounts and solutions, and add monitoring. More on Power Platform development →
Do you build Power BI reports?
Yes, on SharePoint and Dataverse data, as part of a solution or on their own. More on Power Platform development →
Delegated or application permissions — which do you use?
Delegated whenever a person is using the app, so access is limited to what they can already see. Application permissions only for background services, scoped as narrowly as possible. More on Microsoft Graph integration & development →
Where does an integration run?
In the browser for user-driven features, or in Azure Functions in your own subscription when a server is needed. More on Microsoft Graph integration & development →
Can you integrate with our HR or finance system?
Usually, if it has an approved API. We review the API and security requirements during discovery. More on Microsoft Graph integration & development →
Will our security team be able to review it?
Yes. We document every permission, where data flows and how secrets are handled. More on Microsoft Graph integration & development →
Do agents need Microsoft 365 Copilot licences?
Agents for Microsoft 365 Copilot are used by people with Copilot licences. Copilot Studio and Azure OpenAI features follow their own licensing, which we check with you during discovery. More on Microsoft 365 Copilot & AI agent development →
Will an agent show people content they should not see?
Agents work with the user's own permissions. That is why we review oversharing before rollout — Copilot will find anything a person already has access to. More on Microsoft 365 Copilot & AI agent development →
Where does our data go?
Through Microsoft 365 Copilot under your Microsoft agreement, or your own Azure OpenAI resource. We do not send your data to other AI services. More on Microsoft 365 Copilot & AI agent development →
Can an agent take actions, not just answer?
Yes, through approved APIs or flows, and always with the user's own permissions. More on Microsoft 365 Copilot & AI agent development →
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