📂 A2: Team Wiki Bot¶
Primary Feature: SharePoint Knowledge Sources → pivoted to File Upload (see Gotcha 1) Status: ✅ Built (Corp) — using File Upload workaround Built in: Corp ✅ 2026-04-08 | Lab ⬜
🎯 Problem It Solves¶
"I need an answer about our company policy / IT process / HR procedure, but I don't know where to find it on SharePoint."
Every employee has asked questions like:
- "How do I reset my password?"
- "How many sick days do I get?"
- "How do I book a meeting room?"
- "What do I need to do in my first week?"
This agent answers these questions instantly from your internal SharePoint documents — no more searching through folders, sites, and libraries.
Why This Agent?¶
This is our SharePoint Knowledge showcase. It demonstrates that Agent Builder can use internal SharePoint documents as a knowledge source — turning your existing team wiki, policies, and guides into a conversational assistant. This is the #1 most common use case for Agent Builder.
Key Contrast with A01¶
| Aspect | A01: NZ Policy Advisor | A02: Team Wiki Bot |
|---|---|---|
| Knowledge type | 🌐 Public web (external) | 📂 SharePoint (internal) |
| Data source | 4 government websites | 1 SharePoint site with 9 files |
| Access control | Anyone can read (public) | SharePoint permissions apply |
| Content freshness | Periodic web crawl | Near real-time from SP |
| File types | HTML pages only | DOCX, PDF, TXT, XLSX |
🏗️ Architecture¶
┌──────────────────────────────────────────────────────────────┐
│ User Question │
│ "How do I reset my password?" │
└──────────────────────┬───────────────────────────────────────┘
│
▼
┌──────────────────────────────────────────────────────────────┐
│ Team Wiki Bot Agent │
│ │
│ 📝 Instructions: Internal support assistant persona │
│ 📂 SharePoint Knowledge: 1 team site │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ Agent Demo - Team Wiki (SharePoint) │ │
│ │ │ │
│ │ 📄 IT-Password-Reset-Policy.docx │ │
│ │ 📝 IT-Laptop-Request.txt │ │
│ │ 📝 IT-VPN-Setup.txt │ │
│ │ 📄 HR-Leave-Entitlements.docx │ │
│ │ 📄 HR-Expense-Claims-Policy.docx │ │
│ │ 📕 Office-Meeting-Room-Guide.pdf │ │
│ │ 📄 Onboarding-New-Hire-Checklist.docx │ │
│ │ 📝 Team-Escalation-Process.txt │ │
│ │ 📊 IT-Support-Directory.xlsx │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
└──────────────────────┬───────────────────────────────────────┘
│
▼
┌──────────────────────────────────────────────────────────────┐
│ Grounded Response │
│ │
│ "To reset your password: │
│ 1. Go to passwordreset.microsoftonline.com │
│ 2. Complete MFA verification │
│ 3. New password must be 14+ chars with complexity │
│ Source: IT-Password-Reset-Policy.docx" │
└──────────────────────────────────────────────────────────────┘
✅ Capabilities Used¶
| Capability | Used? | Details |
|---|---|---|
| SharePoint Knowledge | ✅ | 1 team site with 9 files — the star feature |
| SharePoint Knowledge | ❌ | Attempted but failed — see Gotcha 1 below |
| Web Grounding | ❌ | Not used |
| File Uploads | ✅ | 9 files uploaded directly — workaround for SP issue |
| Graph Connectors | ❌ | Not used |
| Office Artifacts | ✅ | Required ON for Excel file processing (see Gotcha 6) |
| Tool Groups | ❌ | Not used |
| Copilot Actions | ❌ | Not used |
| Instructions | ✅ | Internal support assistant persona + scope boundaries |
| Starter Prompts | ✅ | 8 working + 2 boundary tests |
🔧 Agent Specification¶
Agent Name¶
A02: Team Wiki Bot
Agent Description¶
Answers team questions about IT support, HR policies, office info, and onboarding from our internal SharePoint wiki
📂 Knowledge Source: SharePoint → File Upload (Pivot Story)¶
⚠️ Real-World Troubleshooting Story
We originally built this agent with SharePoint as the knowledge source. It didn't work. After 2+ hours of troubleshooting, we pivoted to File Upload — which worked immediately. This section documents the full journey because your customers will hit this too.
What We Tried (and What Happened)¶
| Step | What We Did | Result |
|---|---|---|
| 1 | Created new Private Team Site Agent Demo - Team Wiki |
✅ Site created |
| 2 | Uploaded 9 files (DOCX, TXT, PDF, XLSX) | ✅ Files uploaded |
| 3 | Added site URL to agent: https://microsoft.sharepoint-df.com/teams/AgentDemo-TeamWiki |
⚠️ Agent accepted it |
| 4 | Tested immediately | ❌ "I could not find that in our team wiki" |
| 5 | Waited 20 minutes (indexing delay) | ❌ Still not working |
| 6 | Tried Documents library URL (/Shared%20Documents) |
❌ Still not working |
| 7 | Tested regular BizChat: "Find documents in Agent Demo Team Wiki" | ❌ BizChat couldn't find the site either — found OTHER similarly named sites |
| 8 | Diagnosed: Private Team Site on Corp tenant — M365 Search hasn't indexed it yet | 💡 Root cause identified |
| 9 | Tried changing site from Private → Public | ❌ Corp admin policy blocks this |
| 10 | Pivoted to File Upload | ✅ Worked immediately! |
Root Cause¶
M365 Search had not indexed the new private SharePoint site. This is a tenant-level search indexing issue, NOT an Agent Builder issue. Key evidence: - Regular BizChat (not the agent) also couldn't find the files - BizChat found content from OTHER similarly-named sites — proving search works, just not for the new site - Private sites in enterprise tenants (especially Corp/dogfood) can take up to 24 hours to be fully indexed
Official Microsoft Guidance (from MS Learn)¶
| Guidance | Source |
|---|---|
Use site-level URL (2 levels deep max): tenant.sharepoint.com/sites/sitename |
MS Learn: Add knowledge sources |
| Use the SharePoint file picker (cloud icon) instead of pasting URLs | MS Learn |
| "If you recently created a site, it appears after several minutes" | MS Learn |
| New files show "Preparing" in Knowledge section until ready | MS Learn |
| Communication sites only show in "Quick Access" and "Recent" in picker | MS Learn |
| Agent respects user permissions — user must have access to private site content | MS Learn + community |
Final Configuration (File Upload)¶
| Aspect | Detail |
|---|---|
| Knowledge type | File Upload (direct to agent) |
| Files uploaded | 9 files across 4 file types |
| Capability toggle | "Generate documents, charts, and code" ON (required for Excel) |
| Indexing time | Near-instant — agent started answering while still showing "Preparing" |
File Inventory¶
| # | File Name | Format | Topic | Size |
|---|---|---|---|---|
| 1 | 01-IT-Password-Reset-Policy.docx | DOCX | Password requirements, MFA, self-service reset | 11.3 KB |
| 2 | 02-IT-Laptop-Request.txt | TXT | Hardware request process, timelines, laptop models | 1.2 KB |
| 3 | 03-IT-VPN-Setup.txt | TXT | VPN install, connecting, troubleshooting | 1.3 KB |
| 4 | 04-HR-Leave-Entitlements.docx | DOCX | All leave types, how to request, rules, public holidays | 11.4 KB |
| 5 | 05-HR-Expense-Claims-Policy.docx | DOCX | What can/can't be claimed, process, limits, timelines | 11.3 KB |
| 6 | 06-Office-Meeting-Room-Guide.pdf | Auckland/Wellington rooms, booking, catering | 2.4 KB | |
| 7 | 07-Onboarding-New-Hire-Checklist.docx | DOCX | New hire Week 1 & 2 tasks, key contacts | 11.3 KB |
| 8 | 08-Team-Escalation-Process.txt | TXT | When/how to escalate, levels 1-3, emergency | 1.8 KB |
| 9 | 09-IT-Support-Directory.xlsx | XLSX | Service catalogue, contact details, SLAs, escalation matrix | 7.1 KB |
💡 Demo Talking Point: Multiple File Types
"Agent Builder indexes Word, PDF, Excel, and plain text files. Your existing documents work as-is — no conversion needed. Whatever you already have on SharePoint, the agent can read it."
🚨 Gotchas & Design Decisions¶
🕐 Gotcha 1: SharePoint Indexing Takes Time¶
When you add a new SharePoint site (especially a brand new one with freshly uploaded files), Agent Builder needs time to:
- Discover the site and enumerate its documents
- Crawl each file (extract text content)
- Index the content (make it searchable)
| Scenario | Expected Indexing Time |
|---|---|
| Brand new site, just uploaded files | 15-30 minutes (sometimes longer) |
| Existing site with established content | Usually faster (content may already be indexed by M365) |
| Updated/new file on existing site | 5-15 minutes |
⚠️ We Hit This!
On first test after creating A02, the agent returned "I could not find this in our team wiki" for every prompt — because indexing hadn't completed yet. After waiting ~20 minutes, it worked perfectly. Always build SharePoint agents 30+ minutes before a demo.
🔍 Gotcha 2: New SharePoint Sites May Not Appear in Search¶
When adding SharePoint as a knowledge source, Agent Builder provides a search box. However, brand new sites may not appear in search immediately.
Workaround: Paste the SharePoint site URL directly into the URL input box instead of searching.
📏 Gotcha 3: SharePoint Limits¶
| Limit | Value |
|---|---|
| Maximum SharePoint sites per agent | 20 |
| Maximum files per site (indexable) | 200 files |
| Maximum folders per site | 50 folders |
| Maximum subfolder depth | 10 levels |
| Maximum file size (DOCX/PPT/PDF) | 512 MB |
| Maximum file size (TXT/CSV/XLS) | 150 MB |
| Supported file types | DOC, DOCX, PPT, PPTX, XLS, XLSX, PDF, TXT, CSV, HTML, ASPX |
🔐 Gotcha 4: SharePoint Permissions Apply¶
This is a key governance feature for customers:
- The agent respects SharePoint permissions — users can only get answers from documents they have access to
- If User A has access to the HR folder but not IT folder, the agent will only answer HR questions for User A
- Sensitivity labels on documents are also respected
🎤 Demo Talking Point
"This agent doesn't bypass your security. If an employee doesn't have access to a document in SharePoint, the agent won't show them information from it either. Your existing permissions and sensitivity labels still apply."
📊 Gotcha 5: Excel Files — What Gets Indexed?¶
Agent Builder reads Excel files but with important caveats:
- Cell values are indexed (the text/numbers you see)
- Formulas — the results are indexed, not the formula itself
- Multiple sheets — all sheets are indexed
- Charts and images — NOT indexed (visual only)
- Pivot tables — the visible data is indexed
For our IT Support Directory (09-IT-Support-Directory.xlsx), both sheets ("IT Support Directory" and "Escalation Matrix") will be searchable.
📊 Gotcha 6: Excel Files Require "Generate Documents" Capability ON¶
⚠️ We Hit This!
When uploading files that include an Excel (.xlsx) file, Agent Builder shows this message:
"This agent includes structured data. Turn on the capability so the agent can understand and analyze it."
You must enable the "Generate documents, charts, and code" capability toggle for the agent to process Excel files — even if you only want it to READ the data, not generate anything.
Why: The Code Interpreter / data analysis engine is what reads structured data. Without it, the agent can't parse Excel cell values, sheets, or tables.
Impact on our agent: We originally planned to keep this capability OFF (A02 was meant to be a pure knowledge agent). But to support the Excel file, we had to turn it ON. This means A02 now technically HAS the artifact creation capability, even though we only needed it for reading.
Customer talking point: "If any of your knowledge files are Excel spreadsheets, you'll need to enable the document generation capability. It's needed to read the structured data, not just to create new documents."
🔄 Gotcha 7: File Upload Shows "Preparing" But Still Works¶
After uploading files, the Knowledge section shows "Preparing" next to each file. However, the agent can start answering from files before preparation is fully complete. We tested successfully while files still showed "Preparing" status.
This is much faster than SharePoint indexing (minutes vs potentially hours for new private sites).
📝 Instructions Used¶
You are the Team Wiki Bot — a friendly, helpful internal assistant that answers questions about company policies, IT support, HR processes, office information, and onboarding procedures.
## Your Role
- You help employees quickly find answers from our internal team documentation
- You save people time by answering questions that would otherwise require searching SharePoint or emailing IT/HR
- You are conversational, friendly, and concise
## Rules You MUST Follow
1. ONLY answer questions using information from the SharePoint documents provided as your knowledge sources
2. If the answer is not in your documents, say "I could not find that in our team wiki. Try contacting IT Helpdesk (helpdesk@company.com, Ext 5555) or HR (hr@company.com, Ext 4444)."
3. When you reference specific details (deadlines, limits, amounts), mention which document it comes from
4. Keep answers concise — bullet points preferred over paragraphs
5. For IT issues, always include the relevant contact details (email, phone, portal link)
6. Never make up policies or procedures — only reference what exists in the documents
7. If a question is ambiguous, ask for clarification rather than guessing
## Topics You Cover
- IT support (password reset, laptop requests, VPN setup, MFA, software)
- HR policies (leave entitlements, expense claims, payroll)
- Office information (meeting rooms, booking, catering)
- Onboarding (new hire checklist, setup steps, key contacts)
- Escalation procedures (when and how to escalate issues)
- IT service directory (who to contact for what)
## Topics You Do NOT Cover
- Technical troubleshooting beyond what is in the guides (direct them to IT Helpdesk)
- Personal HR matters (direct them to their HR Business Partner)
- Anything not documented in the team wiki
💬 Starter Prompts¶
| # | Title | Prompt | Tests |
|---|---|---|---|
| T1 | 🔑 Password | How do I reset my password? | DOCX file indexing |
| T2 | 💻 Laptop | How do I request a new laptop? | TXT file indexing |
| T3 | 🏠 VPN | How do I set up VPN for remote work? | TXT file indexing |
| T4 | 🏖️ Leave | How many sick days do I get and how do I request leave? | DOCX file + multi-part answer |
| T5 | 💰 Expenses | How do I submit an expense claim? | DOCX file indexing |
| T6 | 🏢 Rooms | What meeting rooms are available in Auckland and how do I book one? | PDF file indexing |
| T7 | 👋 New Hire | I just started — what do I need to do in my first week? | DOCX checklist format |
| T8 | 🚨 Escalation | When should I escalate an issue and who do I contact? | TXT file indexing |
| B1 | 🚫 Out of scope | What is the weather in Auckland? | Should decline |
| B2 | 🚫 Not in wiki | What is the company share price? | Should decline + give fallback contacts |
🧪 Test Scenarios¶
✅ In-Scope Tests (Should Answer from SharePoint)¶
| # | Test Prompt | Source File | Expected Key Points | Actual Result | Pass? |
|---|---|---|---|---|---|
| T1 | How do I reset my password? | 01-IT-Password-Reset-Policy.docx | Self-service URL, 14 char requirement, MFA | ||
| T2 | How do I request a new laptop? | 02-IT-Laptop-Request.txt | Service Portal, 3 models, 5-7 day timeline | ||
| T3 | How do I connect to VPN? | 03-IT-VPN-Setup.txt | GlobalProtect, vpn.company.com, MFA needed | ||
| T4 | How many sick days do I get? | 04-HR-Leave-Entitlements.docx | 10 days/year, medical cert for 4+ days | ||
| T5 | What can I claim on expenses? | 05-HR-Expense-Claims-Policy.docx | Meal limits ($30/$50/$80), 30-day deadline | ||
| T6 | What meeting rooms are in Auckland? | 06-Office-Meeting-Room-Guide.pdf | Rangitoto (20), Waiheke (8), Piha (6), etc. | ||
| T7 | What do I do on my first day? | 07-Onboarding-New-Hire-Checklist.docx | Collect laptop, set up password, compliance training | ||
| T8 | Who do I contact for emergency IT? | 09-IT-Support-Directory.xlsx | 0800-555-123, 24/7, P1 Critical |
🚫 Boundary Tests¶
| # | Test Prompt | Expected | Actual Result | Pass? |
|---|---|---|---|---|
| B1 | What is the weather in Auckland? | Decline — not in wiki | ||
| B2 | What is the company share price? | Decline + suggest IT/HR contacts | ||
| B3 | How do I configure a Kubernetes cluster? | Decline — beyond wiki scope |
📊 File Type Tests (Verify All Formats Work)¶
| # | Test Prompt | Target File Type | Actual Result | Pass? |
|---|---|---|---|---|
| F1 | What is the password expiry policy? | DOCX | ||
| F2 | How do I install GlobalProtect on Mac? | TXT | ||
| F3 | How much does meeting catering cost? | |||
| F4 | What is the SLA for P1 critical issues? | XLSX |
👍 Pros & Cons¶
| Pros | Cons |
|---|---|
| ✅ Uses existing SharePoint docs — no new content needed | ❌ Indexing delay for new sites/files (15-30 min) |
| ✅ Multiple file types supported (DOCX, PDF, TXT, XLSX) | ❌ Max 20 SP sites, 200 files per site |
| ✅ SharePoint permissions respected — secure by default | ❌ New sites may not appear in search (paste URL workaround) |
| ✅ Near real-time updates when SP files change | ❌ Charts/images in Excel not indexed |
| ✅ #1 most relatable use case for customers | ❌ Can't index SharePoint pages (only document libraries) |
| ✅ Great contrast to A01 (internal vs external) | ❌ No control over which files get priority |
🔧 Workarounds Applied¶
| Issue | Workaround | Rationale |
|---|---|---|
| New SP site not found in search | Pasted site URL directly | Brand new sites take time to appear in Agent Builder search |
| Indexing delay on first test | Wait 20-30 minutes after site creation before testing | New content needs time to be crawled and indexed |
| Excel charts not readable | Put key data in cell values, not just charts | Agent reads cell text, not visual elements |
| Multiple file types needed for demo | Created mix of DOCX (4), TXT (3), PDF (1), XLSX (1) | Shows customers all formats are supported |
🔮 Future Enhancements¶
| Enhancement | Feature Needed | Impact |
|---|---|---|
| Add web URLs alongside SP | Already available | Combine internal policies with external regulations (like A01) |
| Enable document generation | Office Artifacts skill | Let the agent create summaries, checklists as Word docs |
| Add Outlook tool group | Tool Groups | Let the agent draft emails based on policies |
| Schedule weekly wiki digest | Copilot Actions | Auto-summarise new/updated documents weekly |
| Multiple SP sites | Already available | Add HR site, IT site, Finance site (up to 20) |
📸 Screenshots¶
(Add screenshots from Corp and Lab builds after testing confirms working)
Corp Build¶
(pending — waiting for indexing)
Lab Build¶
(pending)
🎤 Demo Talking Points¶
- "Your existing docs, instantly searchable" — No new content needed, just point at SharePoint
- "Works with Word, PDF, Excel, and text files" — Show the file type mix
- "Security built in" — SharePoint permissions and sensitivity labels apply
- "Internal vs External" — Compare with A01 to show the range of knowledge sources
- "Indexing gotcha" — Be honest: "It needs 15-30 minutes to index new content. In practice, your existing SharePoint is already indexed by M365."
- "Start here, grow to Studio" — Same promotion story as A01