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Retrieving matches from more documents in SharePoint

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Posted on 5 Oct 2023 18:23:59 by geofbirchall

I have a SharePoint site connected to my PVA bot. The site contains a whole lot of policy and standard documents. Some documents detail the policy. Some simply mention that it exists. When I ask a question using a key phrase I am getting one or two references back in the answer but none of them are pointing to the base policy. How can I force the bot to provide all the results?

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geofbirchall 26 on 10 Oct 2023 at 14:51:40

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Re: Retrieving matches from more documents in SharePoint

@HenryJammes I did resolve the issue. First to answer your questions, yes there is a base document that has all the details of the policy, for example Whistleblower policy. Then in other policies there were references that were simply the name of that policy, not a hyperlink. They are in the same library. The problematic document came to me from HR, it was formatted in the weirdly teenage girl way that HR sometimes likes to do with many fonts and font colours etc. I suspected there was some kind of antitamper metadata in the file that could have blocked the bot from reading it so I ported out the content into a text editor and stripped out all the formatting and meta data and then saved it back as a docx. This time it was found by the bot.
HenryJammes on 07 Oct 2023 at 02:34:49

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Re: Retrieving matches from more documents in SharePoint

That's an interesting use case. So you have documents that reference other documents, and the references to the latter are not returned? I guess they're not considered as citations as the answer was generated based on the former. Are they just referenced by title or do they contain the full URL to these base documents? Are they stored in the same location/library?