Copilot only returns results from 2 or 3 documents

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Posted on by AY-07101510-0

I uploaded over 100 documents to copilot knowledge but when ask a question to list all matching entries, it only returns results from 2 or 3 documents, and every time I ask the same question, it returns results from different documents.

How can I make copilot to scan all files?

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Vinoth Selvam 1,565 Super User 2025 Season 2 on at

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Copilot only returns results from 2 or 3 documents

Hi AY-07101510-0,

There might be a limitation in your Copilot knowledge settings which we are not sure. My question is why do we need to upload many number of documents with the same data or similar content? Please check if is it necessary?

Below are some assumptions,

Copilot uses relevance scoring to determine which documents to prioritize when responding to a query. If the system deems certain documents more relevant based on keywords or metadata, it may surface those repeatedly.

Also the query you are using might limit the scope of the scan, returning results from only the most relevant few documents, which changes depending on context and rephrasing.

If your documents are in different formats or structures (e.g., PDFs, Word files), certain formats might be more easily parsed than others.

Thanks.

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AY-07101510-0 6 on at

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Copilot only returns results from 2 or 3 documents

Vinoth,

All files contain different information, and they all have to be either uploaded to copilot or SharePoint document library - that's a business requirement. The query I'm using specifically says List all ..., so I expect copilot to check all files and bring matches from all files, which I expect to be around 80. Almost all documents are PDFs and only few are Word. I do understand that it searches by relevance but asking the same question brings different results.

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SummitKumar 69 on at

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Copilot only returns results from 2 or 3 documents

Whats file size of individual document of these 80 documents as there has been announcement that it will now support up to 512 MB. Is this excluding some documents because of limitation around file size while bringing results?

Alternatively you can leverage sharepoint search and see if this helps. Kudos to author for providing alternate option.

(1) Extending Copilot Studio with SharePoint Search: Overcoming Conversation Boosting SharePoint DataSource Limitations | LinkedIn

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AY-07101510-0 6 on at

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Copilot only returns results from 2 or 3 documents

SummitKumar,

As I mentioned in my original post, all files are uploaded to copilot studio, so I assume SharePoint limitation should not apply here.

I just checked, and the largest file is 18 KB. If helps, I was testing the search within copilot studio.

Thank you.

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