Forum Discussion
How to retrieve all the documents on SharePoint using custom copilot.
Hi, I have created a custom Copilot on a SharePoint site for retrieving all documents stored on the SharePoint site. However, in response, I don't get all the relevant documents; I only get the top 2...
To retrieve all the documents on SharePoint using a custom Copilot, you can follow these steps:
Create a Custom Copilot:
You can create a custom Copilot from SharePoint that’s grounded in the curated, authoritative content you choose. This can be done with just a few clicks, whether you’re an admin or a business user.
Enable Copilot for SharePoint Site:
Site owners can enable any site to get a built-in Copilot, scoped to the content of that site. This Copilot can interact with the content on the site and can be shared to other Microsoft 365 apps and experiences.
Customize Your Copilot:
If the default scope doesn’t work for your site, you can customize the Copilot by changing the content, identity, and behavior. You can also choose a Copilot that you’ve created through Microsoft Copilot Studio or Visual Studio to be the default Copilot for the site.
Deploy Copilot to SharePoint:
You can deploy a custom Copilot to SharePoint with a seamless single sign-on experience. This involves setting up app registration configurations required for SSO, setting up a Generative Answers node for your Copilot over a SharePoint or OneDrive data source, and building the SPFx component from scratch to bind it to your Copilot.
Use Generative Answers:
On the Create generative answers node, select Edit under Data sources. Add the SharePoint or OneDrive for Business URLs you want to use to allow the Copilot to access and retrieve documents based on the site’s pages and documents.
By following these steps, you can effectively use a custom Copilot to retrieve and interact with documents on SharePoint, enhancing productivity and collaboration within your organization.
Create a Custom Copilot:
You can create a custom Copilot from SharePoint that’s grounded in the curated, authoritative content you choose. This can be done with just a few clicks, whether you’re an admin or a business user.
Enable Copilot for SharePoint Site:
Site owners can enable any site to get a built-in Copilot, scoped to the content of that site. This Copilot can interact with the content on the site and can be shared to other Microsoft 365 apps and experiences.
Customize Your Copilot:
If the default scope doesn’t work for your site, you can customize the Copilot by changing the content, identity, and behavior. You can also choose a Copilot that you’ve created through Microsoft Copilot Studio or Visual Studio to be the default Copilot for the site.
Deploy Copilot to SharePoint:
You can deploy a custom Copilot to SharePoint with a seamless single sign-on experience. This involves setting up app registration configurations required for SSO, setting up a Generative Answers node for your Copilot over a SharePoint or OneDrive data source, and building the SPFx component from scratch to bind it to your Copilot.
Use Generative Answers:
On the Create generative answers node, select Edit under Data sources. Add the SharePoint or OneDrive for Business URLs you want to use to allow the Copilot to access and retrieve documents based on the site’s pages and documents.
By following these steps, you can effectively use a custom Copilot to retrieve and interact with documents on SharePoint, enhancing productivity and collaboration within your organization.
- Hello frankfalvey, I have followed all the steps you mentioned. I am testing the bot, but it is not retrieving all the files. I would like to access the entire folder content when I specify the folder name. not just top 2-3 results.
- If your custom Copilot is not retrieving all the files on SharePoint, here are some troubleshooting steps you can try below.
Check Permissions:
Ensure that the Copilot has the necessary permissions to read files from SharePoint. The required scopes are Sites.Read.All and Files.Read.All. These should be specified in the Microsoft Entra ID App Registration.
File Size Limit:
There is a file size limit for the files that Copilot can process. Files larger than 3 MB may not be retrieved. If you have larger files, consider splitting them into smaller files.
Update Authentication Settings:
Verify that the authentication settings configured in the Copilot are correct. The Copilot must use manual authentication with the Service Provider type of Microsoft Entra ID (formerly Azure Active Directory).
Refresh Data Sources:
If you’ve recently added new files to SharePoint, make sure to refresh the data sources in the Copilot Studio so that the Copilot can access the latest content.
Check File Types and Names:
Ensure that the filenames and file types are supported by SharePoint and that they do not contain any special characters or formats that are not recognized.
Sync Issues:
If there are sync issues with SharePoint, consider updating to the latest version of OneDrive, stopping syncing and running setup again, or unlinking OneDrive and running the setup again.
By following these steps, you should be able to resolve the issue with your custom Copilot not retrieving all files on SharePoint.- frankfalvey Thank you, I will give that a try.
