Scenario 1. Some files were observed as "FAILED" status when call DGS API to check documents status: https://<<MTLS_URI>>/pipeline/api/v1/pipeline/{pipelineId}/documents

e,g:

  {
    "id": "****-****-****-****-************",
    "status": "FAILED",
    "absoluteUrl": "Folder_Path/ABC_Dummy.pdf",
    "metadataId": "***",
    "createdTimestamp": "2026-05-01T00:00:00.000",
    "lastUpdatedTimestamp": "2026-05-21T00:00:00.000",
    "viewLocation": null,
    "downloadLocation": null,
    "title": null
  },

For those "FAILED" status files:

The customer has already removed the documents from SharePoint. However, the documents are still present in the SuccessFactors metadata configuration, due to which the documents are continuing to fail during processing. 

Resolution:

Please kindly go to manage data > VectorContent > find the respective document name > Take Action > Permanent Delete the file.

If you have multiple files need to be deleted, kindly refer to "Step1" of KBA:  3712153 - [Joule in SuccessFactors] Mass deletion of grounded documents and disconnect the integration settings - SAP for Me , to import the VectorContent.csv file from Import and Export Data to mass delete the "FAILED" status files that already removed from Sharepoint ONLY.

Scenario 2. The existing count of document numbers in Sharepoint site are not the same with the ingested documents count number when you run the DGS API to check documents status: https://<<MTLS_URI>>/pipeline/api/v1/pipeline/{pipelineId}/documents

e,g:

In Sharepoint site you have 200 documents.

However if run https://<<MTLS_URI>>/pipeline/api/v1/pipeline/{pipelineId}data:image/jpeg;base64,"color: rgb(224, 62, 45);">100 INDEXED documents:

{
  "count": 100,
  "resources": [
    {
      "id": "xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx",
      "status": "INDEXED",
      "absoluteUrl": "https://123.sharepoint.com/xxxxx",
      "title": "Sample_Document_A.docx",
      "metadataId": "METAID000000000000000000000001",
      "createdTimestamp": "2026-05-01T00:00:00.000Z",
      "lastUpdatedTimestamp": "2026-05-21T00:00:00.000Z",
      "viewLocation": null,
      "downloadLocation": null
    },
    {
      "id": "xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx",
      "status": "INDEXED",
      "absoluteUrl": "https://123.sharepoint.com/xxxxx",
      "title": "Sample_Document_B.docx",
      "metadataId": "METAID000000000000000000000002",
      "createdTimestamp": "2026-05-01T00:00:00.000Z",
      "lastUpdatedTimestamp": "2026-05-21T00:00:00.000Z",
      "viewLocation": null,
      "downloadLocation": null
    ....................................

The behaviors of SF document grounding are:

After the initial loading of the documents, If customer newly uploaded new documents to the Sharepoint, The new documents will be shown on the MDG (manage document grounding) Page but they will not be ingested automatically in the DGS pipeline. 

Thus, if call the DGS Document API to check document status via https://<<MTLS_URI>>/pipeline/api/v1/pipeline/{pipelineId}/documents, the count will not increase and the file will not be indexed.

3) If any new document uploaded to sharepoint after the SF document grounding connection, please:

1) go to manage document grounding page > click Add documents button

2) Add the respective newly uploaded document, and add metadata taggings further > save

3) Re-trigger the pipeline again

4) After the pipeline triggering, call the DGS API: https://<<MTLS_URI>>/pipeline/api/v1/pipeline/{pipelineId}/documents to check whether the INDEXED document number increased.