Why Your Agent Cannot Find a Document It Already Received

Uploaded documents may be unavailable to an agent despite a successful upload because of processing delays or failures, scope and permission differences, outdated revisions, retrieval problems, or evidence being omitted before generation. Diagnosis should isolate each stage by using a distinctive fictional fact, recording application and provider source IDs, ownership, revisions, and documented processing states, and testing whether the same authorized source is accessible in both original and new sessions. Retrieval should be tested directly with exact identifiers and paraphrased queries before involving answer generation, while returned source IDs and versions help identify indexing, extraction, chunking, or access-control issues. If evidence is retrieved but not included in the model request, logs should compare retrieved passages with the evidence selected after deduplication, summarization, and context trimming; if it reaches the model but is ignored, the question, instructions, conflicting evidence, and generation settings should be examined. Regression tests should cover original and replacement files, failed processing, other users’ copies, deleted sources, fresh sessions, and confirmation that deleted content cannot reappear through retries or connector synchronization.

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