Regarding Copilot studio adding Sharepoint URL to knowledge base

Hi Sarishma Reddy Athmakuri,
Thank you for the update and for trying the steps. I appreciate you sharing the details. Let's address your specific question and explore a workaround to get this resolved.

Regarding your question about whether there is any restriction on the number of documents that can be added as knowledge in Copilot Studio: There isn't a strict limit on the number of individual documents (like your 4 Word files) within a knowledge source. However, there are limits on the number of sources themselves, depending on the type:

1. For SharePoint URLs: You can add up to 4 different SharePoint URLs as sources (each URL can contain multiple documents, with no hard limit on the number of files inside, as long as the total data size fits within your subscription's capacity, e.g., up to 100 MB or more).
2. For Uploaded files: This is unlimited. You can upload as many files as needed directly (again, limited by total data size and file formats, but no cap on quantity).

These limits apply in classic orchestration mode, and if you're using generative orchestration, they might be more flexible. For more details, you can check this section in the Microsoft documentation: the number of knowledge sources the agent can search is limited, and depends on the type of knowledge source.

On a positive note, it's encouraging to see that the chatbot has started pulling from the knowledge base in the SharePoint URL you provided that's a promising signal of progress, as it means the integration is working to some extent, even if it's not yet retrieving from all four documents fully.

To help avoid issues like incomplete indexing (where not all files are fully scanned) or retrieval configuration problems (e.g., the AI only pulling from one document, as you're experiencing), I recommend trying this alternative approach: Download each Word file from SharePoint to your computer and upload them directly as a knowledge source. This method bypasses potential SharePoint-specific errors (such as slow indexing, permission glitches, or retrieval not accessing all files fully) and is unlimited in the number of files you can add, making it easier for the system to handle your 4 documents accurately.

As a moderator, I cannot contact you directly via Teams, but we can only communicate here on the forum. Rest assured, I'm always here to support you and ready to help as much as I can. Take your time to try it calmly, and if you encounter any issues, just comment below and let me know.

I have the attached the image below you can find that the status of the two documents are errors and the other document is ready can you please clarify to me whether the documents can contain images or not or is there any restriction on the number of pages

error.png

Hi Sarishma Reddy Athmakuri, 

Thank you for providing the screenshot. It's really helpful for troubleshooting, and I appreciate you sharing more details about the issue. Let's break this down based on what I see in the image (two documents showing "Error" status and one "Ready"), and I'll address your questions step by step, starting with the number of files, then restrictions on images and pages. 

There's no strict limit on the number of files you can upload or add to a knowledge source in Copilot Studio (it's listed as "unlimited" for uploaded files in the documentation). You can have as many as needed (like your 4 Word documents), as long as the total data size fits within your subscription's capacity (e.g., practical limits around 100 MB or more overall, but no cap on quantity). This means your setup with 4 files shouldn't be an issue. The errors are likely due to other factors, not the count. 

1. Can documents contain images? Yes, documents can contain images, and Copilot supports them (it can extract text or basic insights from images via OCR). However, complex images (e.g., high-resolution photos, detailed charts, or scanned images without clear text) can cause processing issues or errors during indexing, as they might overload the system or be hard to parse. To minimize problems, it's best to limit or simplify images. For example, compress them, use lower resolution, or remove unnecessary ones if possible. This can help avoid the "Error" statuses you're seeing. 

2. Is there any restriction on the number of pages? No, there's no hard restriction on page count. Copilot can handle multi-page files (even hundreds of pages), as long as the file size is within supported limits (up to 512 MB for DOCX, as per this doc: Supported content types). That said, very long documents with lots of pages and complex content (like dense tables or images) might take longer to index or lead to errors, similar to what you're experiencing. 

For more on supported file types, sizes, and how indexing works (including handling images and multi-page docs), you can refer to this section in the Microsoft documentation: Knowledge sources overview  

To help resolve the "Error" statuses and ensure more reliable indexing, I recommend trying to convert your Word files to PDF and reuploading them. This often works better than DOCX for several reasons: 

1. PDFs are more stable and less prone to corruption or formatting glitches during indexing (they have a fixed layout, so Copilot can parse them consistently without issues from dynamic elements like macros in Word). 

2. They handle images and complex content more efficiently, reducing errors from things like embedded objects or large visuals. 

3. Conversion can compress the file size slightly, making processing faster and less likely to timeout. 

4. Overall, PDFs index more reliably in Copilot Studio, especially for files with mixed content, and they still support summarization and insights without losing key information. 

Give this a try and let me know if the statuses change to "Ready" or if the chatbot starts summarizing from all files properly. It could be the key to fixing the retrieval issues. 

If it doesn't help or you see new errors, could you share more about the files (e.g., their sizes, if they contain many images, or any detailed error messages)? That would allow me to provide more tailored advice. 

I hope everything goes smoothly. Wishing you a productive day!

Hi Sarishma Reddy Athmakuri, 

Would you mind getting back to us when it’s convenient for you? 

Your feedback is important for us to continue troubleshooting effectively. 

If you need further assistance, please share more details so we can provide the most accurate support possible. 

If you feel this helped point you in the right direction, you're more than welcome to mark it as "Accepted Answer". This can make it easier for others facing a similar issue to find their way to a solution. This also helps me keep track of your case and continue supporting you as best I can.

Hi , Thank you for your guidance I appreciate your time and patience. The chatbot is able to retrieve answers from the multiple documents not only from single document but when I am asking out of box questions it is giving the error as only visible to you.