Other users unable to chat with co-pilot agent using Sharepoint knowledge base

Question

Other users unable to chat with co-pilot agent using Sharepoint knowledge base

Toshka 0

Hello everyone,

I created an agent that is solely connected to SharePoint. The goal of the agent is that users can ask questions about the many files in the storage and the agent retrieves the requested information. When testing in co-pilot studio, it works perfectly. When I test it with my account through teams, it also works perfectly.

The problem arises when another user tries chatting with the agent. First it receives a request for permission in regards to using Sharepoint. Ones we answer yes, we always get the reply "Sorry, I am not able to find a related topic. Can you rephrase and try again?".

This user has acces to the sharepoint library (yes both read and write, he can open all urls etc)
He has a co-pilot license
He is added to allowed users in co-pilot studio
he is within the tenant/company
adding individual files to the agent instead of sharepoints works, this user can retrieve those files but not the sharepoint ones.
we tried both ways of uploading sharepoint files (url and browse), nothing worked
Nothing shows up in Activity tab when this user tries to message the agent

My question is:

How can i make it work with sharepoint? what permissions/steps am I missing?
Is there a workaround to automatically upload files to agent from sharepoint?

Nivedipa-MSFT 4,086 Reputation points Microsoft External Staff Moderator

2026-03-25T05:44:03.35+00:00
Hello Toshka,
The agent relies on SharePoint Search rather than direct file access. While the other user can open files, they might not have their content indexed for search yet.

Quick check: Ask the user to search for a keyword using the SharePoint.com search bar. If nothing appears, the issue is likely with search indexing.

Steps to resolve:

Confirm the site setting "Allow this site to appear in search results" = Yes (under Site Settings → Search).

Make sure the library is not set to "Do not index".

If audience targeting is enabled on the library, turn it off.

After access is granted, wait up to 24 hours for the search index to update.

Check that the user is logged in with the correct account in Teams.

Alternative: If search indexing can't be resolved, consider using a Power Automate flow to upload files directly to the agent's knowledge base, bypassing SharePoint Search.