How to Re-index SharePoint data sources after adding a new document into SharePoint?

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Posted on 10 Apr 2024 09:10:09 by Viswav

Hi,

How do I know if the Copilot is able to access that newly added document every time I add a new document into SharePoint?

There does not seem to be an option to manually re-index SharePoint files in Copilot Studio or schedule re-indexing like in Azure.

Would love your help.

Thanks,
Viswa

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Viswav 92 on 15 Apr 2024 at 10:52:24

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Re: How to Re-index SharePoint data sources after adding a new document into SharePoint?

Thanks a lot. This was really helpful!
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MattJimison 577 Most Valuable Professional on 13 Apr 2024 at 06:32:03

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Re: How to Re-index SharePoint data sources after adding a new document into SharePoint?

Hi, @Viswav .

Copilot Studio's Generative Answers against SharePoint Online just uses the Graph API to search for content on behalf of the end user. This means you don't need to do anything in the Copilot Studio, and instead just need to wait for SharePoint Online to reindex that content.

If you're looking to manually kick off indexing sooner, you can check out how to do that below as well:

https://learn.microsoft.com/en-us/sharepoint/crawl-site-content

Cheers,

Matt

Find this post helpful? Please mark it as the solution and/or provide kudos so that it will help others in the future.

Cheers,
Matt
Viswav 92 on 12 Apr 2024 at 13:37:42

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Re: How to Re-index SharePoint data sources after adding a new document into SharePoint?

Yeah. It would be great add-on I believe.
citron-truc 389 on 12 Apr 2024 at 07:31:12

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Re: How to Re-index SharePoint data sources after adding a new document into SharePoint?

You summed up nicely. 😁
I hope a guy from Microsoft walks by and gives us more info.
Viswav 92 on 11 Apr 2024 at 17:06:02

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Re: How to Re-index SharePoint data sources after adding a new document into SharePoint?

Hi, Thanks for your help.

Does that mean, re-indexing can be fast but we've not got information on the status of it?
citron-truc 389 on 11 Apr 2024 at 17:03:29

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Re: How to Re-index SharePoint data sources after adding a new document into SharePoint?

Good morning,

I hope you are doing well. Copilot is kinda a big machinery when it comes to indexing (it is supposed to be personalized + sharepoints can be quite big + access control of user) so I don't think microsoft will let us do modifications any time soon unfortunately.

Good news is : I think it uses a graph structure to link documents with one another (like a browser search https://www.youtube.com/watch?v=Ii3l13nx9n4) so adding a new document is very fast. I have done a few tests and asked questions about the documents ("using document [name_document tell me ...]. The update of the index was quick.

Have a great day, hope it helps.