SharePoint custom libraries support - Fortrea

Gosia Rios

Context:

Responsive currently supports SharePoint integration with the following structure:

Site → Folder → File
However, some customers use custom document libraries within SharePoint instead of the default document library structure.
Since custom libraries are not currently supported:

Crawling and indexing do not work for these libraries
Documents within these libraries are not ingested
Responsive AI (ASK) cannot retrieve information from these documents
Problem Statement:
The current SharePoint integration assumes a fixed structure (site → folder → file) and does not account for custom document libraries.
This results in:

Missed content during crawling/indexing
Incomplete data ingestion
ASK failing to return relevant responses
Poor customer experience for organizations using custom libraries
Solution:
Enhance SharePoint integration to support custom document libraries as part of the content hierarchy.
Updated structure:

Site → Library → Folder → File
Key Implementation Areas:

1. Library Discovery
   • Update integration to:
   Fetch all document libraries within a SharePoint site (via Graph API)
2. Navigation Structure Update
   • Extend current hierarchy:
   Add Library layer between Site and Folder
3. Folder & File Selection
   • Allow users to:
   Select folders/files within custom libraries
4. Crawling & Indexing
   • Update crawler to:
   Traverse custom libraries
5. ASK / AI Integration
   • Ensure:
   • Documents from custom libraries are available to:
   ASK
   Agents
6. Permissions Handling
   • Ensure:
   Library-level permissions are respected
   • Validate:
   • Access based on:
   User permissions
   Sites.Selected scope
   Acceptance Criteria:
   Library Support

System discovers and lists all document libraries (default + custom)
Users can browse custom libraries
Selection

Users can select folders/files within custom libraries
Selection flow works similar to default libraries
Crawling & Indexing

Files in custom libraries are successfully crawled
Files are indexed and searchable
ASK Integration

ASK retrieves information from documents in custom libraries
Permissions

Access respects SharePoint permissions at library level
UI

Library layer is visible in navigation
UX is intuitive and consistent

JIRA: SharePoint custom libraries is a feature A story has been created to track this as well: https://rfpioinc.atlassian.net/browse/RES-180211