BYOC Deployment Process
Everything your team needs to deploy Digital Twin in your cloud and reach a live pilot.
A successful cloud deployment moves through four sequential stages:
Typical end-to-end timeline: 2–4 weeks from kickoff, depending on number of integrations and your organization's internal security and approval processes.
Pre-Kickoff: Readiness Checklist
To set your deployment up for success, Viven works through three readiness areas with you before delivery begins. These are captured in your Intake Form — your Viven rep will walk through each one with you and help you make the right decisions along the way.
Gate 1 — Infrastructure Readiness
Your Viven representative will work with you to select the right options for each of the items below.
- Cloud provider account / project / subscription confirmed
- Cloud region confirmed
- IAM / access roles shared with Viven (ARNs or principals provided)
- VPC / VNet decision made (use existing or Viven creates new)
- Domain + SSL/TLS certificate strategy confirmed
- LLM provider selected (Enterprise OpenAI or Azure OpenAI)
Gate 2 — Data & Access Readiness
- Core Phase 1 data sources confirmed and scope locked
- Service account / app registration confirmed (owner identified)
- Admin contact(s) for each data source established
- Security / privacy approver(s) established
- LLM API key handoff method agreed with Viven (secure vault or secrets manager — never plain text)
Gate 3 — Scope & Validation Readiness
- Use case document linked and shared with Viven
- Subject Matter Experts (SMEs) identified and committed for the pilot
- Pilot timeline agreed with Viven
- Gold dataset status confirmed (provided or pending)
Once all three gates are confirmed, your Viven account owner and solution architect will complete the handoff to the delivery team and you'll be ready to begin.
Stage 1: Infrastructure
Goal: A stable, reachable Digital Twin environment in your cloud that is ready to accept SSO configuration and connector setup.
🔧 Your IT team provisions a dedicated cloud account/project before Viven begins deployment.
The golden rule: Use a new, blank, dedicated cloud account/subscription/project for Digital Twin. Do not deploy into an existing shared environment.
Your cloud-specific prerequisites and setup steps are covered in the provider playbooks:
Regardless of cloud provider, you will need to provide Viven with:
- Cloud account / subscription / project identifiers
- IAM access for Viven's deployment team (admin role + read-only role)
- Your target domain and confirmation that the DNS owner is available
- SSL/TLS certificate strategy (Viven will share the specific cert requirements for your cloud)
🔧 Networking note: If your environment uses a proxy or egress filtering (e.g., Zscaler), share those details with Viven early in Stage 1. Proxy and allowlist configurations are one of the most common sources of delays in cloud deployments. Viven will provide a list of required outbound endpoints to make allowlisting straightforward.
Viven will confirm once the environment is deployed and reachable, and give you the green light to move to SSO.
Stage 2: Single Sign-On (SSO)
Goal: Users authenticate into Digital Twin via your corporate Identity Provider (IdP). SSO also controls which users have access during the pilot.
Digital Twin supports Okta, Microsoft Azure AD / Entra ID, Google Workspace, and other SAML 2.0-compliant providers. Your Viven rep will guide your IdP admin through the configuration — it typically takes 1–2 days when the right contacts are available.
For step-by-step setup instructions, see the SSO Setup Guide →.
Stage 3: Integrations
Goal: Connect your approved data sources, run initial ingestion, and confirm that content is visible to the right people in your pilot cohort.
Digital Twin connects to Microsoft 365, Google Workspace, Slack, Jira, Confluence, and more. Your Viven rep will help you decide which sources to include in Phase 1 — most teams start with their core productivity layer and expand from there. Per-source setup instructions are covered in the integration guides:
- Microsoft 365 Setup Guide →
- Google Workspace Setup Guide →
- Slack Setup Guide →
- Zoom Meetings Setup Guide →
- Microsoft Dynamics Setup Guide →
After Connectors Are Set Up
Once credentials are in place, Viven will configure the connectors and begin ingestion. Note:
- Initial ingestion can take up to 24 hours depending on data volume and backfill depth. We recommend waiting for Viven to confirm ingestion is complete before inviting users to try it.
- Data visibility is permission-based — users will see content based on their existing access in the source system. This is intentional and ensures results are always appropriately scoped to each person.
- Viven will confirm ingestion health and permission validation before giving you the green light for user rollout.
Stage 4: Go Live
Goal: Pilot users are active, governance is configured, and you have the metrics needed to make a go/no-go decision on broader rollout.
Admin Configuration & Governance
Before users are onboarded:
- Data classification and ingestion exclusions finalized (what should not be ingested)
- Block patterns configured (e.g., confidential HR folders, legal holds)
- Access controls confirmed — pilot cohort is scoped via SSO group
- LLM and response settings reviewed with Viven
User Onboarding
📋 Adoption is not automatic. The quality of the first user experience determines whether Digital Twin becomes a habit or a forgotten tool. Budget time for enablement — not just access provisioning.
- Pilot cohort list finalized and SSO group updated
- Welcome message / enablement communication drafted (Viven can provide a template)
- Users directed to connect their high-value sources (SharePoint/OneDrive, Jira, etc.) — not just email
- "First queries to try" guide shared with pilot users
- Champion(s) identified within the pilot group to drive early adoption
⏱️ A note on timing: Some sources can take up to 24 hours to become fully available after a user connects them. It's worth setting that expectation upfront so users don't draw the wrong conclusions from an early query.
UAT & Go-Live Review
- Structured UAT completed with pilot cohort (Viven will share a UAT guide)
- Issue log reviewed and critical items resolved
- Adoption metrics report prepared
- Executive go/no-go review conducted
- Decision documented: expand rollout / continue pilot / close
Typical pilot window: 1–2 weeks from infra-ready, with the clock starting once the environment is deployed and SSO is working.
Timelines at a Glance
| Stage | Typical duration |
|---|---|
| Infra | 2 days – 2 weeks (depends on org approval speed) |
| SSO | 1–2 days |
| Integrations | 3–5 days + security approval lead time |
| Pilot / Go Live | 1–2 week pilot window |
Times above assume responsive contacts on both sides. The most common delays are: networking/access provisioning, internal security reviews for connector credentials, and SSO admin availability.
Ready to Start?
Your Viven account team will kick off the process with the BYOC Deployment Intake Form. Complete it before your first delivery meeting — it captures the information needed to pass Gates 1, 2, and 3.
Questions? Contact your Viven account owner or reach the delivery team at delivery@viven.ai.