The Platform / Agents / Communications Manager
Hand itMailboxes, numbers, calling plans and legal holds, from provision to preserve.
An AI agent responsible for your communications estate, from the day someone joins to long after they leave: mailboxes, distribution lists, collaboration accounts, phone numbers, calling plans, E911 locations, retention policies and legal holds, across email, voice, chat, mobile and archives.
It provisions everything a new hire needs in minutes, keeps every number’s emergency location current, and on departure converts the mailbox, reclaims licenses and numbers, and cleans up lists without losing anything that must be kept. Where your policy calls for it, it preserves a departing person’s records before retention timers delete them, and when legal issues a hold it puts it in force on every platform at once. It executes across your existing systems, verifies each step, and handles the exception path, not just the happy one.
Works for: collaboration, messaging, telephony and records/compliance teams.
Badges, doors, desks and visitors belong to the Workplace Manager. The two work from the same position, so a move or a departure changes both together.
Watch the Communications Manager agent work
What the Communications Manager agent delivers
Communications provisioning
Mailbox, chat, calling plan and policy ready in minutes, on hire or role change.
Phone provisioning
Numbers, calling plans and emergency locations kept current as people move.
Deprovisioning
Licenses and numbers recovered from every leaver, with retention preserved where required.
Litigation holds
A legal hold lands on every platform at once, with one chain of custody.
Every play carries its own exception path. An elevator phone that fails E911 compliance goes to facilities and the carrier as a priority. A hold that spans a partner tenant brings in the partner’s legal team.
Its authority
Does on its own, within your policy
Asks before it acts
Escalates to your team
You set the autonomy level for each play, from recommend-only to run within policy.
Agents run the job. XOPS executes the actions. People set the policy and own the exceptions.
Illustrative scenario
Without the agent
With the agent
One legal event. Every platform preserved.
Customer proof
S&P Global · Financial
From scattered eDiscovery to one governed chain of custody.
S&P Global’s eDiscovery once spanned twelve platforms, each with its own retention policy, admin and export format. Now, when legal places a hold, every relevant system preserves automatically, and evidence is produced from one governed record.
12+
Platforms under one preservation policy
Days
Evidence production, down from months
Zero
Retention violations under audit
The job description
Role
Communications operations manager
Works across
Email, chat, collaboration, telephony, carriers, mobile, archives
Authority
What you delegate, within your retention and hold policy
Measured on
Nothing deleted that had to be kept, not tickets closed
Responsibility
What it does
Done means
1Know the communications estate
“Which mailboxes and numbers belong to nobody?”
What it does
Keeps one position of every mailbox, list, collaboration account, number, line and policy across platforms, matched to the person or team that owns it.
Done means
Every resource has an owner.
2Connect joiners in minutes
“Is everything ready for the people starting Monday?”
What it does
Sets up mailbox, lists, collaboration accounts, number, Teams line, voice policy and emergency location once the Software Asset Manager assigns the licenses.
Done means
The person can email, chat and call on day one.
3Move numbers and policies with the person
“What changes when she moves from London to Singapore?”
What it does
Changes regional numbers, line configuration, mobile plans and voice policies with role and location, under local policy.
Done means
The line, the number and the emergency location match where the person works.
4Keep every emergency location current
“Which phones have no valid emergency location?”
What it does
Keeps each phone’s dispatchable location current as people and rooms move, and escalates every failure as a priority.
Done means
Every phone reaches emergency services with the right location.
5Close out leavers without losing anything
“Can this leaver’s number be released yet?”
What it does
Converts and delegates the mailbox to the person the Workforce Lifecycle Manager names, cleans up lists and group ownership, and recovers numbers and lines once retention allows.
Done means
Nothing deleted that had to be kept, and nothing left assigned that didn’t.
6Put legal holds in force everywhere
“Has the hold landed on every platform?”
What it does
Applies each hold legal issues across mailbox, chat, phone records, mobile and archives at once, and preserves departing people’s records before retention timers run where your policy says so.
Done means
The hold is confirmed on every platform, and any gap escalated.
7Never remove what a hold may cover
“Is anything this leaver owned under hold?”
What it does
Checks every removal, conversion and number release against holds and retention, and waits for legal’s confirmation before going ahead.
Done means
No removal touches held data.
8Prove it with one chain of custody
“Show me the preservation record for this matter.”
What it does
Keeps one chain of custody for every preservation action, and the evidence that provisioning and deprovisioning were controlled.
Done means
Evidence assembled from one governed record.
Talk to it like you would your communications operations lead.
1. Ask it
“Which phones have no valid emergency location?”
2. Have it decide
“Can this leaver’s number be released yet?”
3. Have it do it
“Put this hold in force everywhere and confirm it landed.”
Provisioning, deprovisioning or a legal hold. We connect your systems and run a real outcome end to end.
