Forum Discussion
SharePoint Knowledge Agent Vs Power automate AI builder
If we want to classify, summarize and extract key info from documents uploaded/edited inside a SharePoint document libraries. seems we can do this using AI builder inside power automate which get triggered when add/edit a document or using the Knowledge Agent, mainly the "Organize this library" option.
can any one advice when you use each?
Great question! I'd like to know this also. I asked Copilot Chat.
Both SharePoint Knowledge Agent and Power Automate with AI Builder can help organize a SharePoint document library, but they serve different purposes and are best suited for different scenarios. Here's a breakdown to help you decide when to use each:🧠 SharePoint Knowledge Agent
Best for: On-the-fly, in-context organization and metadata enrichment
- Use Case: When you want to quickly organize a document library using AI directly within SharePoint, without building flows or switching tools.
- Features:
- Adds or suggests metadata to documents using AI.
- Helps structure content to make it Copilot-ready.
- Offers natural language prompts to automate tasks like tagging, archiving, or summarizing.
- Ideal for content creators, site owners, and admins who want to clean up or enrich libraries without technical setup.
- Strengths:
- Embedded in SharePoint UI (via floating button).
- No need to build or maintain flows.
- Great for ad hoc organization and site hygiene.
- Limitations:
- Less customizable than Power Automate.
- Limited to what’s available in the agent’s skill set.
🔗 Learn more about Knowledge Agent[1]
⚙️ Power Automate + AI Builder
Best for: Automated, scalable workflows triggered by document events
- Use Case: When you need to automatically classify, extract, and summarize documents as they are added or edited in a library.
- Features:
- Triggers workflows on document upload/edit.
- Uses AI Builder to extract metadata, summarize content, or classify files.
- Can integrate with other systems (e.g., Dynamics 365, Teams).
- Ideal for developers, automation specialists, and business process owners.
- Strengths:
- Highly customizable and scalable.
- Can output structured data (e.g., JSON).
- Supports complex logic and integrations.
- Limitations:
- Requires setup and maintenance.
- May need premium licensing depending on AI Builder usage.
🔗 Tutorial on using Power Automate + AI Builder[2]
🆚 When to Use Which?
Scenario Use Knowledge Agent Use Power Automate + AI Builder You want quick, manual organization ✅ ❌ You need automated workflows ❌ ✅ You want to enrich metadata for Copilot ✅ ✅ You need to extract structured data from documents ❌ ✅ You prefer no-code, in-place tools ✅ ❌ You want to integrate with other apps ❌ ✅ Would you like help setting up either tool for a specific document library or workflow?
References[2] www.youtube.com
1 Reply
Great question! I'd like to know this also. I asked Copilot Chat.
Both SharePoint Knowledge Agent and Power Automate with AI Builder can help organize a SharePoint document library, but they serve different purposes and are best suited for different scenarios. Here's a breakdown to help you decide when to use each:🧠 SharePoint Knowledge Agent
Best for: On-the-fly, in-context organization and metadata enrichment
- Use Case: When you want to quickly organize a document library using AI directly within SharePoint, without building flows or switching tools.
- Features:
- Adds or suggests metadata to documents using AI.
- Helps structure content to make it Copilot-ready.
- Offers natural language prompts to automate tasks like tagging, archiving, or summarizing.
- Ideal for content creators, site owners, and admins who want to clean up or enrich libraries without technical setup.
- Strengths:
- Embedded in SharePoint UI (via floating button).
- No need to build or maintain flows.
- Great for ad hoc organization and site hygiene.
- Limitations:
- Less customizable than Power Automate.
- Limited to what’s available in the agent’s skill set.
🔗 Learn more about Knowledge Agent[1]
⚙️ Power Automate + AI Builder
Best for: Automated, scalable workflows triggered by document events
- Use Case: When you need to automatically classify, extract, and summarize documents as they are added or edited in a library.
- Features:
- Triggers workflows on document upload/edit.
- Uses AI Builder to extract metadata, summarize content, or classify files.
- Can integrate with other systems (e.g., Dynamics 365, Teams).
- Ideal for developers, automation specialists, and business process owners.
- Strengths:
- Highly customizable and scalable.
- Can output structured data (e.g., JSON).
- Supports complex logic and integrations.
- Limitations:
- Requires setup and maintenance.
- May need premium licensing depending on AI Builder usage.
🔗 Tutorial on using Power Automate + AI Builder[2]
🆚 When to Use Which?
Scenario Use Knowledge Agent Use Power Automate + AI Builder You want quick, manual organization ✅ ❌ You need automated workflows ❌ ✅ You want to enrich metadata for Copilot ✅ ✅ You need to extract structured data from documents ❌ ✅ You prefer no-code, in-place tools ✅ ❌ You want to integrate with other apps ❌ ✅ Would you like help setting up either tool for a specific document library or workflow?
References[2] www.youtube.com