File upload Issue

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Posted on by SC-19062029-0 Microsoft Employee

I tried to upload an excel file on the sharepoint option under 'Knowledge'. I browsed to the item in SharePoint that I wanted to upload. However, when I published the agent, it was still displaying the old link when prompted.

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11manish 3,333 on at

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The most likely cause is that the new SharePoint content has not yet been fully re-indexed, or the old content is still present in the retrieval index. Uploading the file with a new name, waiting for synchronization to complete, and then republishing the agent usually resolves the issue. If the problem persists after a full sync cycle, review all knowledge sources for duplicate content and consider removing and re-adding the SharePoint knowledge source.

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Valantis 6,735 on at

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Hi @SC-19062029-0,

This is a sync delay issue.

Publishing the agent doesn't sometimes immediately re-index the knowledge source, that happens on a scheduled job up to 6-8 hours later.

Check the Knowledge page for the status of your SharePoint item. If it shows Indexing instead of Ready, the new content isn't live yet.

If you overwrote the existing file, remove and re-add the knowledge source entirely, then republish. Overwriting can cause the sync to stay stuck on the old indexed version. Re-adding forces a clean index.

Best regards,

Valantis

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Haque 3,653 on at

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Hi @SC-19062029-0,

Can you please verify that there are no other knowledge sources (like URLs or other files) still active that might be prioritized over the new Excel file?

One other suspected area would be Copilot Studio may cache knowledge sources. Please rry removing the old Excel knowledge source entirely and re-adding the new file to force a refresh.

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!

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RaghavMishra 261 on at

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Hi there, thanks for posting!

When a SharePoint file added under Knowledge keeps showing the old link or old content after you publish, it's usually one of these. Here's what Microsoft Learn says:

Check the indexing status first

After you add a SharePoint file, the item is stored and processed in Dataverse, and you can see its status on the Knowledge page.

You can only get answers from it once the status shows Ready - if it's still processing, the agent won't use the new content yet.

The "Upload files > SharePoint" path needs a reload after edits

With the Upload files > SharePoint (browse) method, the file is copied and indexed in Dataverse. If you change the file in SharePoint afterwards, the indexed copy doesn't update on its own - you need to reload/re-add the file so the new version gets indexed.

Note: with this path, document libraries aren't currently supported, and supported types include Excel (.xls/.xlsx), Word, PowerPoint, and PDF, up to 512 MB.

If you renamed the SharePoint site or folder, the link can break

If the SharePoint site or folder was renamed, the existing source link can stop working. To fix it, have your SharePoint admin grant permissions on the renamed location, then open the agent and update the knowledge source with the newly generated link.

References:

Add unstructured data as a knowledge source (Add SharePoint files and folders)

Add SharePoint as a knowledge source (Update the source link if renamed)

Found this helpful? Please mark ✅ "Does this answer your question?" so others searching for the same issue can find it quickly. A 👍 on "Was this reply helpful?" or a ♥ Like is also much appreciated!

Raghav Mishra - LinkedIn | PowerAI Labs

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