A retailer submitted a copilot prompt that pastes the entire returns manual into the instruction text. Staff already keep that manual as a governed document. What should prompt review decide?
Select an answer to reveal the explanation.
Short Explanation
You’re right to keep the governed returns manual as the source of truth and send the prompt back to use it through grounding. Pasting every page into the instructions would create a second, frozen copy instead of letting the copilot use the maintained document.
Full Explanation
The prompt should be sent back with the returns manual placed in grounding, because the manual is governed reference content and grounding lets the copilot use that maintained document without making its pages part of the instruction text. Approving the pasted manual so it rides on every call and retiring the governed document would freeze a copy inside the prompt and remove the source staff can update. Splitting the same manual across several prompts would still put every page in instruction text; dividing the material does not change its role or solve the maintenance problem. Fine-tuning a custom model on the pasted pages and removing the manual from the library would encode a particular revision in the model and discard the source needed for future updates. Keep instructions focused on what the copilot should do and use grounding for the full manual. Exam caveat: a brief prompt pointer telling the copilot to consult the manual is different from pasting the manual itself into the instructions. Practical check: confirm the approved prompt contains none of the manual’s pages, then test a question after updating a paragraph in the governed document and verify the response uses the updated content.