Intro:
If you’ve built a Copilot Studio agent that integrates with SharePoint and your users are reporting vague or overly formal responses, you’re not alone. Copilot Studio has implemented more native under-the-hood integrations with Files, allowing it to parse and respond with greater accuracy and contextual relevance.
Re-Configure the Knowledge Source:
- Open the “Add knowledge” section in your Copilot Studio agent.
- Select "sync from" option with Sharepoint
- Navigate to the Sharepoint knowledge location and select the required folders for your agent
- Wait for the knowledge source to get sync with the agent
Observation:
Here is my observation on the difference stems from how Copilot Studio interprets the knowledge source based on its configuration:
| Configuration | Behavior |
|---|---|
| SharePoint | Often pulls structured policy language, emphasizing governance and compliance. |
| Files | Prioritizes embedded bullet points, checklists, and operational guidance. |
| Question | Response 1 (SharePoint Configuration) | Response 2 (Files Configuration) |
|---|---|---|
| What are the principles that I should consider while approached by speaking opportunities for an external industry event? | When approached with speaking opportunities for an external industry event, ABC Corp employees should consider the following principles based on the company's official policies: • Approval Process: Ensure that you have obtained the necessary approvals from your manager and the relevant department before accepting any speaking engagement. • Content Review: All presentation materials and speaking points must be reviewed and approved by the appropriate internal teams to ensure they align with ABC Corp's brand and messaging guidelines. • Confidentiality: Do not disclose any confidential or proprietary information during your presentation. Ensure that all shared information is publicly available and does not compromise ABC Corp's competitive position. • Brand Representation: Represent ABC Corp professionally and consistently with the company's values and standards. Your conduct and presentation should reflect positively on the brand. • Compliance: Adhere to all relevant legal and regulatory requirements, including those related to advertising, marketing, and intellectual property. For more detailed information, please refer to the specific sections of the ABC Corp policy documents related to external communications and speaking engagements. |
Here are the principles to consider when approached with speaking opportunities for an external industry event: • All speaking opportunities must be approved by your line manager. • The opportunity should be fully researched, ensuring that all key questions are answered. • Preparation for the event must be done in collaboration with the relevant communications lead. • The promotion of the event needs to be checked according to specific criteria. • Refer to the specific checklist for detailed criteria before proceeding. These principles ensure that any external speaking engagement aligns with company guidelines and maintains consistency and integrity in external communications. |
Summary:
| Aspect | SharePoint Configuration | Files Configuration |
|---|---|---|
| Response Style | Policy-oriented, structured by principle | Checklist-style, operational |
| Clarity | Moderate – uses full sentences and explains rationale | High – concise |
| Tone | Formal, aligned with brand and legal standards | Practical, task-focused |
| Coverage | Broad – includes brand, legal, and ethical guidance | Narrow – focuses on preparation steps |
| User Experience | Easier for new or external-facing employees | Faster for internal teams familiar with the process |
Alongside other customization levers like instructions, conversation boosters, and persona tuning, the knowledge source configuration. The new pattern provides more clarity with the response as it enables actionable, role-aware, and task-oriented, which makes it ideal for operational execution
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