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

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Posted on 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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citron-truc 394 on at

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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.

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Viswav 92 on at

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Hi, Thanks for your help.

Does that mean, re-indexing can be fast but we've not got information on the status of it?

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citron-truc 394 on at

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You summed up nicely. 😁
I hope a guy from Microsoft walks by and gives us more info.

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Viswav 92 on at

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Yeah. It would be great add-on I believe.

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MattJimison 577 Most Valuable Professional on at

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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

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Cheers,
Matt

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Viswav 92 on at

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Thanks a lot. This was really helpful!

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