Issue with Copilot Studio Not Detecting Files Uploaded via Power Automate

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Posted on by NN-06121444-0

I'm trying to automate the process of updating or uploading files in SharePoint using a desktop flow triggered by Power Automate Cloud. These files are intended to be used as a knowledge source for copilot studio. However, when i upload the files through Power Automate, Copilot Studio seems unable to recognize or access them. Interestingly, if i upload the same files manually, everything works fine and the copilot answers questions using those files. It feels as though files uploaded via Power Automate aren't being properly indexed or detected.

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Building Copilot Studio chatbots in Microsoft Teams

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SaiRT14 1,992 Super User 2025 Season 1 on at

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Following are the steps to fix:

When using Power Automate, explicitly set Content Type and necessary metadata properties for the file. Use the "Update file properties" action after uploading the file. Example metadata to include: Title Description Content Type (e.g., "Document") Modified By (ensure a valid user is listed)

Use the "Send an HTTP Request to SharePoint" action in Power Automate to trigger reindexing of the document library after the file is uploaded. POST /_api/web/lists/getbytitle('YourLibraryName')/ReindexList

pls let me know if still have issues.
fchopo 8,003 Moderator on at

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Hi,

Are you using Power Automate Desktop for any reason? Here are the steps you should follow:

1. User uploads document into a SharePoint document library

2. Power Automate cloud flow is automatically triggered

3. The Cloud Flow inserts new content into "Chatbot subcomponents" table in Dataverse.

4. Copilot automatically indexes the content stored in that table and uses it in Generative Answers

I would recommend you to watch this video by @dewainr: https://www.youtube.com/watch?v=4ni6YYPL5uo&t=847s

Hope that helps!

Ferran
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Vinoth Selvam 1,597 Super User 2025 Season 1 on at

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Hi NN-06121444-0,

We need to use the Power Automate cloud flow to upload the documents inside SharePoint.

Also agree with the approach mentioned below by fchopo.

Thanks.