Generative Answers with SharePoint as Knowledge source

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Posted on 23 Oct 2024 22:21:15 by advillacorta

Hello everyone,

Im currently working on a solution using Copilot to put lot of documents on SharePoint and to start asking questions. Here are my difficulties:

1. We have to upload 1,800 documents in SharePoint. These documents are about differente subjects.

2. Does SharePoint allows to handle multiple levels of directories?

3. Is there a way I can guide the user to ask a question about certain subject and then indicates the Copilot to use just the documents that are about the selected subject? How can I optimize or organize my documents in SharePoint?

4. Would it be correct to just put all the documents in one level in SharePoint and start asking questions to copilot? Does SharePoint o Copilot index the documentation?

5. Which knowledge source index faster the uploaded documentation?

6. Is there a way I can measure the response time?

7. Any suggestions, tips or tricks to optimize response times?

Thanks in advance!

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Vinoth Selvam 1,527 Super User 2025 Season 1 on 24 Oct 2024 at 05:07:02

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Generative Answers with SharePoint as Knowledge source

Hi advillacorta,

I will try to answer some questions.

1.

Try to organize the files based on subjects and post upload them into different folders grouped by Subject.

2.

I have tried using multiple directories upto 2 levels. Copilot is able to fetch the document contents until 2 levels which i personally tried and it worked.

But i have'nt tried moving deeper more than 2.

3.

Yes you can set up logic in Copilot studio to first ask the user to select a subject or category, and then filter the documents based on that selection before generating an answer. You can use Quick Replies to achieve this.

You might need to create Multiple topics and trigger them based on the selection.

4.

You can put all documents in one folder, but this is not recommended for 1,800 documents, as it can slow down searching and indexing. I would recommend putting in different folders (upto 2 levels) and point knowledge source differently.

5.

I think Both SharePoint and OneDrive work similarly on indexing documents. Performance should be based on the resource availability only.

6.

Enable logging and telemetry in your bot to measure latency and response times for various queries.

7.

Optimize Document Structure by using a combination of folders and metadata to make documents easier to find. Applying tags and metadata to documents will allow faster filtering.

Thanks.