Power Platform Community Forum Thread Details

Hi Community,

I’m building a Copilot Studio bot that answers questions from PDF documents used as a Knowledge Base, and I’m looking for guidance on the right architecture and best practices.

Context:

My knowledge content consists of PDFs stored in a SharePoint/LMS site

These PDFs are updated weekly

The bot is used by end users who should not be asked to authenticate against SharePoint or OneDrive

I’ve already created Dev and Prod environments

Problems I’m facing:

User credential prompt

When I connect the Knowledge Base directly to SharePoint or OneDrive, the bot prompts users with “Connect to SharePoint / Allow access”.

I want the bot to answer using background/service access, without exposing SharePoint permissions to users.

Maintaining weekly‑updated PDFs

Uploading PDFs directly into Copilot Studio Knowledge works, but syncing weekly updates manually is not sustainable.

I’m looking for a cleaner way to keep content updated.

Scoping knowledge content

The SharePoint/LMS site contains many documents outside my domain.

Ideally, I want to isolate only relevant PDFs (for example, sync selected docs into a restricted SharePoint library or OneDrive folder) and connect the Knowledge Base only to that location.

Dev/Prod & pipelines (secondary concern)

I’m unable to create pipelines or deploy between Dev and Prod due to Knowledge Base restrictions.

This isn’t a blocker right now, as we plan to move the Knowledge Base to a SharePoint‑based approach long term, but I’d like to understand if this limitation is expected.

Bot icon size

The bot icon appears very compressed due to size limits in Copilot Studio — checking if there’s any supported workaround.

Main question:

What is the recommended way to use frequently updated SharePoint PDFs as a Copilot Studio Knowledge Base without prompting users for SharePoint access, while keeping content scoped and manageable, and ideally ALM‑friendly?

Thanks in advance!

Categories:

Bot administration

Bot extensibility

Building Copilot Studio chatbots in Microsoft Teams

Publish & channel management

RA-04050626-0 The issue you’re facing is expected when Copilot Studio is connected directly to SharePoint/LMS using user-delegated access. That’s what causes the “Connect to SharePoint / Allow access” prompt and makes ALM + syncing harder.