Microsoft Copilot Studio: Group files with instructions to guide agent answers

File groups empower makers to deliver more precise, context-aware answers by organizing related documents into a unified knowledge source. This improves agent performance, reduces irrelevant responses, and enhances user trust. Makers save time from streamlined knowledge management, especially in scenarios with nuanced or segmented content, such as regional policies or other variables, where traditional flat file ingestion falls short. What are file groups? With file groups, makers can group up to 500 files into a single knowledge source. In addition to the ability of adding variable-based instructions, agents can narrow their scope of search when queried about relevant and related data. The ability to query over a collection of files enables the extension of query scenarios to include proper determination of content. File group requirements: Two files minimum Only for local file upload File group example scenario: Imagine Contoso International Airlines is developing a consumer bot for their customers to assist them regarding questions about their upcoming travel. One of the most common questions they get is about baggage policies. Situation: We know baggage policies differ based on the type of travel (domestic vs international), customer tier (economy, business, first class), and other attributes. Solution: Contoso has a collection of PDFs where each policy is written in detail, but they have a document for each customer tier. In this case, each criteria such as “type of flight” and “seat type” can be set up as a variable that helps the agent filter through the knowledge to find the most relevant chunk that satisfies the criteria and retrieves the most accurate answer. What makes file groups? File groups are made of three components: Name and Description: Helps the agent know what the knowledge is about. Instructions: Instructs the agent how to find the knowledge for each given query. Knowledge: Shows the desired files with the information to ground the agent. How are file groups different from individual files? While individual files are each considered their own knowledge sources, a file group uses multiple files as a single knowledge source and uses instructions to help the agent understand the right chunk to […]

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