Updates of Docs in sharepoint / one drive not getting reflected in Chatbot

Question

I have created an Agent in MS Copilot Studio. It has knowledge coming from Share point / One drive site. Once the knowledge is added, Its indexing and we are able to see the data in the Chatbot. But if we are making any updates to the share point / one drive, we are not seeing the updates reflected.. Will it automatically reflect if we make any changes or adding any files to the share point. Or do we need to something explicitly in the MS Copilot Studio.

Answer 1

Hi

Currently, it's not possible to automatically refresh the SharePoint/OneDrive knowledge source in Copilot Studio when changes are made.

I recommend to create a Power Automate flow that notifies someone when changes are made. That way, they can manually refresh the knowledge source in Copilot Studio to keep the chatbot up to date. Let me know if you need help with that.

Answer 2

Hi Amal,

Unfortunately, Copilot Studio does not automatically refresh knowledge sources when changes are made to SharePoint or OneDrive documents. This is a known limitation as of July 2025.

https://learn.microsoft.com/en-us/microsoft-copilot-studio/knowledge-unstructured-data

"Currently, there isn't a way to manually trigger a refresh"

https://learn.microsoft.com/en-us/microsoft-copilot-studio/knowledge-add-unstructured-data

"where updates are not automatically reflected unless manually re-uploaded"

Manual Refresh Required

You need to manually refresh the knowledge source in Copilot Studio after making changes to your SharePoint/OneDrive content:

1. Go to your Copilot Studio agent
2. Navigate to Knowledge > Data sources
3. Find your SharePoint/OneDrive knowledge source
4. Click the Refresh button or Sync now option

Recommended Workaround: Power Automate Notification Flow

To help you stay aware of when refreshes are needed, I recommend creating a Power Automate flow that notifies you when documents are updated. Here's a simple flow structure:

Trigger: When a file is modified (SharePoint/OneDrive)

↓

Action: Send email notification

Quick Setup Steps:

1. Go to Power Automate (flow.microsoft.com)
2. Create a new Automated cloud flow
3. Choose trigger: "When a file is modified" (SharePoint) or "When a file is modified (properties only)" (OneDrive)
4. Configure the site/library path
5. Add action: "Send an email (V2)"
6. Set recipient and message content

This way, you'll get notified whenever documents change and can manually refresh your Copilot Studio knowledge source to keep your chatbot up to date.

Thanks,  

Karan Shewale. 

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