Help with Copilot Studio Agent to increase response time

Madhuri Singh Kashyap 0 Reputation points
2026-08-05T04:09:37.0033333+00:00

Hey,

Could you please help me on below points for my agent which i have built using Copilot Studio.
My Knowledge has only pdf files, sharepoint link and Adobe site link. No other connectors and is hosted on Teams and Microsoft Teams.
1> how would changes work at end user once new Publish happens? how to sync changes?

2>Is there something we can do to make the response time faster?

3>For the users who are already using the agent they observe inconsistencies with formatting (mainly tables) and clickable links when i re published the link

Microsoft Copilot | Other
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  1. AI answer

    2026-08-05T04:10:03.0566667+00:00
    1. After a new publish, end users don’t always see changes immediately.
    • Publishing can take a few minutes.
    • In most channels, updated content is used only after a new session starts.
    • In persistent channels such as Microsoft Teams, existing conversations can continue using older content.
    • In Teams, entering start over resets the conversation and starts a new session with the latest published content.
    • Otherwise, it can take up to one hour after publishing for the latest version to take effect in Teams, and users get the new version the next time they send a message.

    If changes still don’t appear in Teams:

    1. Verify the agent was saved and published.
    2. Start a new chat session.
    3. Clear the Teams cache, if applicable.
    4. Remove the channel, add it back, publish again, and allow time for synchronization.

    If users see a SystemError after publishing or republishing:

    1. In the Microsoft Teams admin center, locate the agent app, disable it, wait a few seconds, then re-enable it.
    2. In Copilot Studio, turn off the Teams channel, save, then turn it back on.
    3. Republish the agent.
    4. To improve response time, focus on reducing external and retrieval overhead.
    • If global variables are set from external sources, configure a maximum timeout so the agent does not wait too long.
    • If a topic performs off-agent operations, send a short message first so users know the agent is working.
    • Minimize and optimize long external operations.
    • For simple single lookups, prefer an HTTP Request node instead of a Power Automate flow because it can be lighter weight.
    • If Power Automate is used anywhere, review request durations in the Power Automate dashboard because Copilot Studio waits synchronously for those calls to finish.
    • For SharePoint-based knowledge, SharePoint synchronization can help by supporting larger files, lowering response latency, and improving indexing. It runs daily automatically, and it can also be run on demand with Sync Files. Use Validate Connection to confirm the setup.
    1. The formatting and clickable-link inconsistencies after republishing align with known channel limitations and propagation behavior.
    • Teams and Microsoft 365 Copilot only partially support Markdown.
    • Tables and rich formatting can therefore render inconsistently in Teams.
    • Microsoft 365 Copilot can remove embedded URLs for security, and citations from generative answers should carry the URLs in the citation section.
    • Suggested prompt and channel updates can also be delayed by caching and ongoing sessions, so users in older sessions can see different behavior from users in new sessions.

    For link and citation behavior:

    • In generative answers, set Save LLM response to Complete (Recommended) so the full response, including citation metadata, is captured.
    • In the topic code editor, add a SendActivity node after the generative answers node and include citationEntities and text under activity so citations are passed correctly.
    • If the issue is specifically with SharePoint file links that contain spaces, there is currently no Copilot Studio setting to control reference link encoding. A practical workaround is to use SharePoint sharing links instead of default file references.

    For end-user consistency in Teams:

    1. Publish the agent.
    2. Ask users to start a new session or type start over.
    3. If the issue remains, clear Teams cache.
    4. If needed, remove and re-add the Teams channel, then republish.
    5. Keep formatting simpler where possible, because Teams has partial Markdown support.
    AI-generated content may be incorrect. Read our transparency notes for more information.

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