SharePoint Document Issues

How to Fix SharePoint Keywords Column Not Returning Search Results

Maira Mehtab Oct 10, 2026 868 views

Question details

Users are unable to retrieve search results when querying terms stored in a custom Keywords column in a SharePoint document library.

How to Fix SharePoint Keywords Column Not Returning Search Results

Product: SharePoint / Power Automate
Device & OS: not provided
Scenario: Searching for specific keywords that Power Automate automatically extracts from PDF transportation slips and stores as comma-separated values in a SharePoint column.
Observed behavior: Searches for terms stored in the Keywords column yield no results, despite the column being successfully populated by the Power Automate flow.

Before you start

Ensure that you have site owner or administrator permissions in SharePoint, as you will need access to the library settings and search schema to check the indexing status.

Solution 1Recommended

Verify Indexing Schema and Use Keyword Query Language (KQL)

Use this method to verify if the custom Keywords column is correctly indexed and test it using specific query syntax.

When Power Automate adds comma-separated values to a SharePoint column, the search index needs time to process the new data. Additionally, custom columns must be explicitly configured as searchable managed properties for standard queries to find them.

Allow Time for Crawling

Wait at least 15 to 30 minutes after Power Automate updates the file for the SharePoint crawler to index the newly added keywords.

Test with Keyword Query Language (KQL)

Navigate to the document library search bar and explicitly query your column by typing the property name followed by a colon and the term, such as 'Keywords:yourterm'.

Verify Search Schema

Go to Site Settings > Search Schema, search for your 'Keywords' crawled property, and ensure it is properly mapped to a searchable Managed Property.

Force a Reindex

If the schema is properly configured, navigate to Library Settings > Advanced settings, and click 'Reindex Document Library' to trigger a full crawl during the next cycle.

Verify Indexing Schema and Use Keyword Query Language (KQL)

Indexing Delays: In SharePoint Online, crawling is continuous but can occasionally take up to 24 hours to fully index new list columns or document metadata during peak loads.

Solution 2

Create a Microsoft 365 Support Ticket

If manual re-indexing triggers and schema verification do not resolve the search issue, Microsoft support must investigate backend indexing failures.

Free Microsoft Office alternative

A Simpler Way to Handle PDF Documents with WPS Office

If SharePoint and Power Automate workflows become too complex or encounter unpredictable indexing delays, consider managing your PDFs locally. WPS Office is a free, lightweight Microsoft Office alternative equipped with robust built-in PDF tools. You can view, extract, and manage text from your transportation slips instantly, bypassing cloud indexing delays entirely.

1. Download and Install: Get WPS Office for free from the official website and easily install it on your device.
2. Open Your PDF: Launch WPS Office and open your PDF transportation slips directly in the built-in PDF editor.
3. Extract Text: Use the PDF to Word or text extraction features to safely and locally pull out keywords without waiting on cloud syncs.

Free, lightweight, and complete office suiteBuilt-in PDF toolkit to manually extract text and keywords with easeHigh compatibility with Microsoft Word, Excel, and PowerPoint document formatsNo complex cloud indexing required—search and manage local files instantly

Frequently Asked Questions

Why does it take time for new SharePoint column data to be searchable?

SharePoint relies on scheduled crawl and indexing processes. Newly added metadata from a Power Automate flow might not appear in search results until the next continuous crawl completes, which usually takes 15 minutes but can sometimes take up to 24 hours.

How do I force SharePoint to re-index my document library?

Go to the Library Settings, click on 'Advanced settings', scroll down to the 'Reindex Document Library' section, and click the button. This marks the library for a full crawl during the next scheduled index.

What is Keyword Query Language (KQL) in SharePoint?

KQL is a search syntax used in SharePoint to build complex search queries. You can use it to restrict searches to specific columns by utilizing the property:value format, such as typing 'Keywords:invoice' to specifically query documents where 'invoice' is stored in the Keywords column.

Document & File Issues