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Query a SharePoint document library is not working, no items are been recognized

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Posted on by johnjohnPter

1,728 Super User 2024 Season 1

I have a SharePoint document with these custom fields, as follow:-

Now i created a new Copilot agent using Copilot studio and i defined the document library as the knowledge, But when i asked this simple question about the number of items which are under Laptop ItemType, i got this wrong result -where i got an sql statement to query DB -:-

Any advice?

Thanks

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Michael E. Gernaey 51,285 Super User 2025 Season 2 on at

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Query a SharePoint document library is not working, no items are been recognized

Hi @johnjohnPter

A couple of things

1) you are saying items but those are documents so I would clarify in your question

2) is that a choice? and if so, is it single or multi select?

3) How did you add the document library as a knowledge source?

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Michael E. Gernaey 51,285 Super User 2025 Season 2 on at

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Query a SharePoint document library is not working, no items are been recognized

Hi @johnjohnPter

I would also be cautious about your instructions. I would make sure that while you can turn off AI answers (which might help), but I would make sure that you have instructions that state clearly that you have a knowledge source called X, that has Y information in it and users will ask questions like How many of type YYY and I want you to answer using only this knowledge source etc

I would be very specific. I try to explain to folks that you want to treat the AI like someone you hired to help you with a job they are not qualified for and you are explaining it in plain, natural language. It will save you a lot of headaches

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johnjohnPter 1,728 Super User 2024 Season 1 on at

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Query a SharePoint document library is not working, no items are been recognized

@Michael E. Gernaey

I added it as the knowledge source, by adding the document llibrary url, as follow (where AskCopilot is the library name):-

and those are documents inside document library and the ItemType is a Choice that only allow single selection.. will this help?

Thanks

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johnjohnPter 1,728 Super User 2024 Season 1 on at

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Query a SharePoint document library is not working, no items are been recognized

@Michael E. Gernaey

I have those options already turned off:-

Also it could not answer this simple question:-

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Jihane_Lazrag 45 on at

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Query a SharePoint document library is not working, no items are been recognized

You need to create a tool or this in your agent to send a query to the SharePoint list. The copilot agent can not calculate only by prompts, it can summarize , give some information but not calculation, you need to customize it more by triggers and tools

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johnjohnPter 1,728 Super User 2024 Season 1 on at

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Query a SharePoint document library is not working, no items are been recognized

@Jihane_Lazrag where i can read what propmt can do and not do , as you said:-

The copilot agent can not calculate only by prompts, it can summarize

Thanks

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Jihane_Lazrag 45 on at

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Query a SharePoint document library is not working, no items are been recognized

@johnjohnPter, you can use this link to create a Topic that calls Get items from SharePoint where you can add filters: Add New Topic with Trigger - Copilot Studio Agent Academy

And in this agent, I added a loop to calculate the number of the total items that I have as a result from the Get items action: Jilapoint/Copilot-Studio-Agent-Filter-SharePoint-list: A copilot studio agent that filters a SharePoint list, display items list and the count of filtered items

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