Forum Discussion
vaibhav1080
May 27, 2024Copper Contributor
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...
Sajjad
Jun 08, 2024Brass Contributor
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 2-3 documents. Is there any way to retrieve them all at once based on a user query?
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Retrieving all documents on SharePoint using a custom Copilot can be achieved, but the default settings might only show a limited number. Here's how to potentially get all documents:
Check Search Scope:
Ensure your Copilot is configured to search across the entire SharePoint site collection, not just a specific library or folder.
In Copilot Studio, navigate to the "Content Sources" section and verify it includes all relevant libraries and folders.
Modify Search Parameters:
Within Copilot Studio, explore options for modifying the search query. You might be able to adjust parameters like "row count" or "paging" to retrieve all results.
Consider Pagination:
If modifying search parameters isn't feasible, explore a two-step approach:
In the initial query, instruct Copilot to return a high number of results (e.g., 100).
Then, within your Copilot response, guide users on how to refine or filter the extensive list based on their specific needs.
Additional Tips:
Test Thoroughly: After making any changes to Copilot's configuration, test it thoroughly with various queries to ensure it retrieves all documents as expected.
Performance Considerations: Retrieving a massive number of documents might impact performance. Balance the need for completeness with user experience.
Alternative Approach (For Informational Documents):
If your Copilot primarily deals with informational documents, consider leveraging SharePoint Search instead:
Utilize SharePoint's built-in search functionality to allow users to find relevant documents based on keywords or filters.
While Copilot excels in contextual interactions within documents, SharePoint Search might be better suited for comprehensive document retrieval across the site.