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Dynamic Knowledge base (OneDrive folders)

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Posted on by CU17061645-1

Hi!

I'm getting familiar with Copilot Studio. I want my bot to know about all the content from OneDrive or SharePoint. I see how I can add the sources under the Knowledge tab. But it looks like the content is indexed once at the connection moment and then is not reindexed automatically on files added/updated/etc.
Is my understanding correct?

What is the best way of making the Agent to always know about all the latest content? E.g., requesting by Tools or additionally index everything based on some triggers and store vectors somewhere.
Thanks

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Romain The Low-Code... 2,562 Super User 2026 Season 1 on at

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i assume you use the little link in the middle, namef one drive (not a big button in the bottom of the knowledge pop up)

This part is tricky for newcomer, it have been release last month. It don't use normal index of document, instead it create for you'r content, totaly in the shadow, an azure infrastructure to help get content from "what Expert calll" -> "unstructured datas" (that another name for the mess in onedrive)

this way of connecting to data, with an azure in the shadow only index data every 6 to 8H (at release, could be 12H now i think) (it s in the official doc) : this connector don't have a real time datas inside your one drive.

if you want faster indexation use sharepoint (never instant index, no index are instant in real life at large scale, could take few minutes some time if not lucky; could be near instant if luck)

PS : this connector have other drawback : max files size 32mo, 200 files max per knowledge source, no pages only document.

if this answer help you please check good answer button it's important :)

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CU17061645-1 15 on at

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@Romain The Low-Code Bearded Bear

I've also found the docs about scheduled sync each 4 to 6 hours.

However, for me it doesn't work as I expect.

I created a folder Shared in OneDrive and added one file there. Then I added the Shared folder as Knowledge for my Copilot Agent. After some time the bot started to answer based on the content of that file.
Then, I uploaded one more file file into the Shared folder. After a day, bot still doesn't know the information from that second file.

I noticed, the first file is marked as Shared, but the second one is Private. So, I add a share link the same as it's added for the first file. After one more day it still doesn't know about the second file.

Also, in Activity column in OneDrive I see "Shared just now" for the first file (after I asked the bot smth), but for the second file it still "Shared Yesterday at ...". I believe, when I asked the question, the bot requested known files again. But it still doesn't know about the second file.

What am I doing wrong?

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AP-04020531-0 4 on at

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@CU17061645-1 Did you have any luck with this problem?

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