Cannot Retrieve all Indexes on HighQ

Question

Hello Team, 
 
 We are experiencing an issue retrieving all document indexes from HighQ via API. The objective is to retrieve all active HighQ site names along with their respective file‑level details (metadata only). An earlier implementation successfully retrieved the full dataset; however, since around July 2025, the same approach no longer returns complete results. Running the existing solution without modification retrieves only ~3,000 documents, while the business confirms there are approximately 30,000 documents stored in HighQ. After refactoring the implementation to use async functions, the number of retrieved indexes increased to 8,000+, but the results remain incomplete. 
 
 The integration currently relies on the following HighQ API endpoints: 
 
 The first one is to get all the Sites( https://collaborate.ocorian.com/estera/api/1/sites?filterby=all ). We do a query where we exclude all archived sites

The second one is to locate the items in the site folder.( https://collaborate.ocorian.com/estera/api/1/folders/ + si.sitefolderID + "/items";)

The third call is to access the appropriate folder by using the folder id we get from the first call (&ldquo; https://collaborate.ocorian.com/estera/api/1/folders/ " + fol.id.ToString()).

The last call is to get all the files details from that folder and insert it in our local database. ( https://collaborate.ocorian.com/estera/api/1/files?q=\ folderid=" + fol.id.ToString() + "\"")

Key observations from testing: 
 
 Not retrieving the actual count of site details on HighQ 
 Using Workato as an orchestration tool results in rate limit error, likely due to the volume of API calls

Could you please advise what is the best way for us to get all the indexes from HighQ(Site info and their respective files info only ) and save them in our local database

Krishna Teja . · Accepted Answer

Hi Girish, We observed that no limit parameter was passed in the provided endpoint. According to the Swagger documentation, if the limit is not specified, the API returns only 100 records by default. To retrieve all data, the limit parameter must be set to -1 . 
 Note: The process starts by retrieving the parent folder details along with the files directly present in the parent folder. Then, all child folders within the parent folder must be identified. Since a child folder can contain both files and additional child folders, this process must be repeated recursively for every level of the folder hierarchy. Files must be retrieved at each level until there are no further child folders. Following this hierarchical and recursive approach across all sites ensures complete and accurate results. For Example: 
 
 Hierarchical Site&ndash;Folder Structure (Concept Explanation) 
 
 The system contains multiple sites . 
 Each site has a root / parent folder . 
 Every folder (at any level) can contain:
 
 Files 
 Sub‑folders

This structure is recursive and can continue to any depth 
 
 Endpoint Responsibilities 
 For every folder , the same two endpoints are used: 
 
 /files 
 
 Returns all files directly inside the current folder.

/items 
 
 Returns all sub‑folders (child folders) of the current folder.

Note: Ensure that appropriate permissions are in place for all sites, folders, and files, as insufficient access may not return the entire files we required. For reference: https://www.thomsonreuters.com/en-gb/help/highq/files-module/files-admin/files-administration-settings 
 If you require any further assistance, please log a ticket using the following link: highq-support@thomsonreuters.com Thank you.

Krishna Teja . · Answer

Hi Girish, For the site endpoint, you can leave the limit parameter as the default value. However, for the other endpoints specifically files and folders you should explicitly set the limit = -1 to ensure all records are retrieved. Thank you.

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Cannot Retrieve all Indexes on HighQ

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Hierarchical Site–Folder Structure (Concept Explanation)

Endpoint Responsibilities