How to edit my chatbot responses
Editing chatbot responses connected to Dynamics 365 requires accessing Copilot Studio (formerly Power Virtual Agents), locating the corresponding topic or trigger, editing the message node, and republishing the bot across all active channels. The process takes about 25 minutes. In Teeo, you tell the assistant what to change and the update is applied immediately.
How to do it in Teeo
“Edit my chatbot responses: when someone asks about pricing, respond with [new response]”
The chatbot responses are updated immediately across all channels where it's active.
How to edit my chatbot responses in Microsoft Dynamics 365: step by step
Requirements
- ·Dynamics 365 chatbots are created and managed in Copilot Studio (copilotstudio.microsoft.com), formerly called Power Virtual Agents. It is a separate application from Dynamics 365, though it integrates with it.
- ·To edit a bot you need to be the bot Owner or have the 'Bot contributor' role assigned in Copilot Studio. Dynamics 365 administrators do not automatically have access to bots.
- ·Changes to topics are not visible to users until you click 'Publish'. The bot continues using the previous published version while you edit.
- ·Copilot Studio has generative AI capabilities. If the bot uses AI-generated responses (Generative Answers), changes to the knowledge source can affect responses without needing to edit individual topics.
Access Copilot Studio
Open a browser and go to copilotstudio.microsoft.com. Log in with the same credentials as your Dynamics 365 organization. You will be redirected to the Copilot Studio main dashboard where you will see all the bots in your organization.
Select the bot you want to edit
In the Copilot Studio main dashboard, locate the bot you use with Dynamics 365 and click its name to open it. If you have multiple bots, you can search by name using the search bar. You will see the bot design panel.
Go to the Topics section
In the bot designer's left navigation menu, click 'Topics'. You will see the list of all bot topics, including system and custom ones. Topics contain the bot's triggers and responses.
Locate the topic that handles pricing questions
In the topics list, search for the topic related to pricing or rates. You can use the topic search bar to filter. You can also review each topic's Trigger Phrases to identify which one responds to pricing questions. Click the topic to open it.
Review the topic's trigger phrases
In the topic designer, you will see the 'Trigger' node at the beginning of the flow. Click it to view and edit the phrases that activate this topic (e.g., 'How much does it cost?', 'pricing', 'What is the price?'). Add or modify phrases if needed to better capture user questions.
Locate the message node with the current response
In the topic flow, follow the nodes until you find the 'Message' type block containing the current pricing response. Message nodes have a chat bubble icon. Click the node to select it.
Edit the message node content
With the message node selected, click inside the message text area to edit it. Delete the previous text and type the new response you want to display. You can use rich text formatting, add quick reply buttons, or include dynamic variables using the {Variable} syntax.
Save the changes and test the bot
Click 'Save' in the toolbar to save the changes to the topic. Then use the 'Test your bot' panel that appears in the lower left corner of the designer to test the new response by typing one of the trigger phrases and verifying the bot responds correctly.
Publish the updated bot
Once confirmed that the response works correctly in the test panel, click the 'Publish' button in the top toolbar. Confirm the publication in the popup dialog. Changes will update across all channels where the bot is active (website, Teams, Dynamics 365 Customer Service, etc.) within a few minutes.
Frequently asked questions
What is Copilot Studio and how does it relate to Dynamics 365?
Copilot Studio (formerly Power Virtual Agents) is Microsoft's platform for creating and managing conversational chatbots. Bots created in Copilot Studio can be integrated with Dynamics 365 Customer Service to automate customer support. They are two separate products with their own licenses, though they share the same Microsoft 365 ecosystem.
Why are my Copilot Studio bot changes not appearing in production?
Changes to Copilot Studio topics are only visible in production after clicking 'Publish'. The bot continues using the last published version while you edit. Always test changes in the 'Test your bot' panel before publishing to avoid production errors.
How long does it take to edit a chatbot response in Dynamics 365 with Copilot Studio?
The full process takes approximately 25 minutes: accessing Copilot Studio, locating the correct topic, editing the message node, testing the changes, and publishing. If the topic has a complex structure with multiple branches, it may take more time to identify the exact node to edit.