Inconsistent answers across users – “No documents found” for some users

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Posted on by danielahvist

Hi all,

I’m experiencing inconsistent behavior in a Copilot Studio agent using SharePoint as the only knowledge source, where some users receive correct, grounded answers while others get “no relevant documents found,” even though all users have full access to the SharePoint site and files;

interestingly, when users are given Copilot Studio author access, the agent starts working correctly for them, which suggests the issue is not SharePoint permissions but potentially how Copilot retrieves content per user (e.g. SharePoint search, indexing, or Graph-based retrieval differences);

we’re testing whether manually opening documents improves results and comparing SharePoint search vs Copilot responses, and I’m wondering if anyone has experienced similar user-specific inconsistencies and identified the root cause (e.g. indexing delays, search configuration, or Copilot retrieval behavior).

also is there anything in power platform i need to change?

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11manish 2,401 on at

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Based on your observations, the issue is most likely related to:

Microsoft Graph retrieval behavior,

semantic indexing propagation,

or user-context grounding differences,

rather than actual SharePoint access permissions.

The fact that:

granting Copilot Studio author access resolves the issue

strongly suggests a retrieval/indexing context issue rather than a security issue.

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deepakmehta13a 369 on at

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@danielahvist
Yes, I have also faced similar behavior with Copilot Studio + SharePoint knowledge sources.

Since the issue disappears when users get Copilot Studio author access, it is likely related to:
• Microsoft Graph retrieval context
• SharePoint indexing/search propagation
• User-specific search permissions/cache
• Copilot retrieval behavior rather than direct file permissions

Things to check:
• Ensure documents are indexed in SharePoint search
• Verify users can find the files directly in SharePoint search
• Ask affected users to open the documents manually once
• Check if documents are newly uploaded (indexing delays can occur)
• Confirm the SharePoint site is added correctly as a knowledge source

In Power Platform / Copilot Studio:
• Republish the agent after knowledge source updates
• Re-sync/re-add the SharePoint knowledge source if needed
• Verify users have proper environment security roles
• Ensure Generative AI features are enabled for all users

This usually points more to Graph/Search indexing inconsistencies than standard SharePoint permissions.

Please do share what ultimately resolved the issue in your case.

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danielahvist 8 on at

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Thank you both for answer.

I just can not for the life of me figure out how i go into fixing it. Any suggestion?

Republish the agent after knowledge source updates
• Re-sync/re-add the SharePoint knowledge source if needed
• Verify users have proper environment security roles
• Ensure Generative AI features are enabled for all users

I have done all of the above without any solution :(

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Haque 3,243 on at

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Hi @danielahvist,

Among many other things -let's debunk the statement "Some users receive correct, grounded answers while others get “no relevant documents found,” even though all users have full access to the SharePoint site and files", we can't make sure only with full access permission to SP and its file will gurantee Copilot agent retrieves same content for all users!

To me the issue might be with users of SharePoint permissin vs Copilto Agent's Environment Role/permission. Though bit tedious, can you please produce a matrix like this? What I tried to elict is let's pick up 1 or 2 users and check their permission aspect side by side.

and this is how you can check and verify the stuff:

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!

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