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Copilot Studio Agent Only returns ten items when there are more. Need Agent to return ALL.

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Posted on by GardenGirl

Why does Copilot Studio agent only return ten items? I found posts that state to ask again. When I do, the agent provides ONE more item, so if the first time it returned 7, the next time 8, and the next time 9.

We have a workbook in knowledge with 250 projects. If the agent is asked how many are in progress, it returns 10 one time. If you ask the same question in a refreshed prompt pane, it will return 7. I even asking for the agent to just COUNT the number and it cannot.

If someone asks what are the work in progress tasks for a specific project, they should get an accurate number of items returned in the response. Otherwise they are not going to use the agent.

Any guidance appreciated.

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Vinoth Selvam 1,590 Super User 2025 Season 2 on at

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Hi GardenGirl,

What kind of knowledge source you are using? Is it directly uploaded file, or Sharepoint.

AI models might truncate responses to prevent excessive token usage and keep interactions concise.

Anyhow the below workarounds you can try, but involves some customizations

Trigger Power Automate to fetch all records from the knowledge base (Workbook/Dataverse). Return the full list as a structured response.

If your projects are stored in Dataverse, SharePoint, or SQL, consider building a Custom API to fetch data. Calling this API from Copilot Studio (via Plugins or Custom Calls).

Thanks.

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JasonAbba 51 on at

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Hello @GardenGirl,

I have faced this problem many times. Well, if you really want Copilot Studio to return a full list of Projects or the total count of Projects from the Excel Workbook (Uploaded or SharePoint) only by using Generative AI, it simply cannot. Copilot tends to summarize results or return partial results when the data it needs to refer is large.

How can you tackle this problem?
- You can create custom topics (which trigger a power automate flow and perform a ListRows action)
- You can create an action: List rows present in a table [Excel Online (Business) connector]

Both of the above approaches will require you to format the results to be well-presented to the user.

🚨Make sure you add relevant topic/action description to help Copilot understand when should it use either of the approach.

Thanks!

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