Do not able to access the files in Declarative Agent

Question

Do not able to access the files in Declarative Agent

Shudhakar Singh (Tata Consultancy Services Limi) 0 Microsoft External Staff

"When I create a declarative agent using Teams Toolkit and add a SharePoint file link using capabilities in the declarativeagent.json file, it initially accesses the file shared via the SharePoint when I preview the app after provisioning. However, on subsequent queries, it says, 'It seems that I don't have access to any documents at the moment.' I am facing this problem repeatedly. Seems like it removes the document due to some privacy issues.

Prasad-MSFT 8,841 Reputation points Microsoft External Staff

2025-03-18T06:20:16.81+00:00
Declarative agents in Teams Toolkit rely on the declarativeagent.json file to define capabilities. To ensure the agent retains access to the SharePoint file, you can:

Use persistent memory to store the file link or metadata.

Add the file link explicitly in the declarativeagent.json file under the capabilities section.

You can reference specific SharePoint files in your agent manifest via the OneDriveAndSharePoint object in the agent manifest, either by URL or by ID. To optimize the content that Copilot returns, choose the most relevant SharePoint files to specify in your manifest. For example, if a folder contains eight files and only five are relevant to the users' task, specify the five files individually instead of referencing the folder. As a best practice to ensure that Copilot searches the full file contents, strive to limit the total page count of the relevant files that you specify to no more than 300 pages.
Ref: https://learn.microsoft.com/en-us/microsoft-365-copilot/extensibility/optimize-sharepoint-content#reference-only-relevant-sharepoint-files
Prasad-MSFT 8,841 Reputation points Microsoft External Staff

2025-03-20T07:04:48.3+00:00

Hi Shudhakar Singh (Tata Consultancy Services Limi)
we tried to repro this issue by specifying the items_by_url array within the capabilities array of declarativeagent.json file and observed that it is providing desired results (On subsequent query as well)
These are the configurations at our end:

Could you please check whether your configuration is inline, and you have desired permission to the SharePoint site and docs?

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Prasad-MSFT 8,841 Reputation points Microsoft External Staff

2025-03-18T06:20:16.81+00:00

Declarative agents in Teams Toolkit rely on the declarativeagent.json file to define capabilities. To ensure the agent retains access to the SharePoint file, you can:

Use persistent memory to store the file link or metadata.

Add the file link explicitly in the declarativeagent.json file under the capabilities section.

You can reference specific SharePoint files in your agent manifest via the OneDriveAndSharePoint object in the agent manifest, either by URL or by ID. To optimize the content that Copilot returns, choose the most relevant SharePoint files to specify in your manifest. For example, if a folder contains eight files and only five are relevant to the users' task, specify the five files individually instead of referencing the folder. As a best practice to ensure that Copilot searches the full file contents, strive to limit the total page count of the relevant files that you specify to no more than 300 pages.
Ref: https://learn.microsoft.com/en-us/microsoft-365-copilot/extensibility/optimize-sharepoint-content#reference-only-relevant-sharepoint-files
Prasad-MSFT 8,841 Reputation points Microsoft External Staff

2025-03-20T07:04:48.3+00:00

Hi Shudhakar Singh (Tata Consultancy Services Limi)
we tried to repro this issue by specifying the items_by_url array within the capabilities array of declarativeagent.json file and observed that it is providing desired results (On subsequent query as well)
These are the configurations at our end:

Could you please check whether your configuration is inline, and you have desired permission to the SharePoint site and docs?

Answer 1

Hi @Shudhakar Singh (Tata Consultancy Services Limi)

Teams tag is mainly focused on the general issue of Microsoft Teams troubleshooting. According to your description, your question is not in our support scope. Thanks for your understanding and patience.

The following suggestion is for your reference:

https://nanddeepnachanblogs.com/posts/2024-12-02-declarative-agents-sharepoint/

https://github.com/OfficeDev/teams-toolkit/issues/12781

Note: Microsoft is providing this information as a convenience to you. The sites are not controlled by Microsoft. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link.

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Do not able to access the files in Declarative Agent

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