Copilot Studio: SharePoint knowledge source not auto-refreshing with file updates

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Posted on by vasu24

Copilot Studio – Knowledge Source Not Refreshing or Allowing Manual Refresh the chatbot giving replies from the file I saved in previous response

Description-

I have a Copilot Studio agent that uses SharePoint documents as a knowledge source.
I am updating the files of knowledge source in backend on each time I make an input search chat in the bot
When I update the SharePoint files, the Copilot continues to answer from an old version of the content that is of the previous chat I made with the copilot bot
On the Agents → Knowledge page I can see the connected SharePoint files, but there is no automatic or as an input “Refresh,” “Sync,” or “Remove” option for any of them.
Only after manually refreshing the Knowledge source I am able to get the latest content

Please I request the community to respond on the same.

Regards.

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Shafiuddin 74 on at

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Hi

What you’re seeing is expected right now — Copilot Studio doesn’t auto-refresh SharePoint knowledge sources when the underlying files are updated. The agent keeps serving from the indexed copy until you manually refresh the knowledge source from the portal. Unfortunately, there’s no “live sync” option available yet, so the latest file updates won’t be reflected immediately in chat responses. A good workaround is to plan periodic manual refreshes or re-upload if the content changes often.

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chiaraalina 1,183 on at

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Hi @vasu24

Currently, it's not possible to automatically refresh the SharePoint/OneDrive knowledge source in Copilot Studio when changes are made.

It is also documented here: Add unstructured data as a knowledge source - Microsoft Copilot Studio | Microsoft Learn

I recommend to create a Power Automate flow that notifies someone when changes are made. That way, they can manually refresh the knowledge source in Copilot Studio to keep the chatbot up to date.

Let me know if you need help with that.

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Neutrino 19 on at

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Imo the other replies here are incorrect.

When using SharePoint as a knowledge source you have two options.

In the Upload File area, you can select SharePoint as a knowledge source, in this case the SharePoint list or library you select will be uploaded to DataVerse and indexed. It even states this at the top of the dialog. This isn't connecting CoPilot to SharePoint, this is just uploading files to CoPilot and using SharePoint as the source. In this case updating the files in SharePoint will not cause new data to be used by the CoPilot agent.

If however, instead of selecting SharePoint in the Upload file area you instead select SharePoint in the main knowledge source area, in this case you will note that there is no message stating "Selected files will be uploaded to Dataverse". Selecting SharePoint in the main area is supposed to create a live connection to a SharePoint list or document library which should auto-update as the content is changed.

This is described here

https://learn.microsoft.com/en-us/microsoft-copilot-studio/knowledge-unstructured-data#synchronization-and-file-refresh-frequency

and here

https://learn.microsoft.com/en-us/microsoft-copilot-studio/requirements-quotas#sharepoint-limits

The documents claim that 1000 files can be in each knowledge source and should synchronize any changes within 4-6 hours.

Although I added an additional 150 files to my document library over 6 hours ago now, and so far the agent hasn't detected a single one. I suspect this might just be one more thing to add to the long list of SharePoint features that are supposed to work but don't.

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