The Scenario
You are the platform admin for a voice AI company and it is spring cleaning time. The team has been uploading files to the Vapi knowledge base for 18 months — training documents, FAQ files, product specs, old call scripts. Nobody has audited what is in there. You need a list of every file, its processing status, and its upload date.
The Vapi dashboard shows a file list. It does not show a clear processing status indicator without clicking into each file.
The bad version:
- Open Vapi, navigate to Files, click the first file to see the full details
- Note the file ID, name, processing status, and creation date, then paste them into your workbook
- Go back to the list, click the next file, repeat for every file in the account
- Lose count somewhere around file 30 and have to re-check which ones you have already logged
Nobody hired you to be a data entry clerk for your own storage system. You have three other projects open.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It connects to Vapi through its built-in integration and writes the full file inventory into your worksheet without any dashboard navigation.
Pull the full Vapi file inventory into my Excel sheet with columns for file ID, filename, processing status, and upload date
What You Get
- One row per file with file ID, filename, processing status, and upload date in separate columns
- Files with processing errors appear in the workbook with their status clearly visible — no clicking required
- The full inventory lands in a single operation, ready to sort by upload date or filter by status
What If the Data Is Not Quite Ready
You want to flag files that failed processing
Pull the full Vapi file inventory into my Excel sheet with columns for file ID, filename, status, and upload date — add a column marking any file with a status other than 'indexed' as 'review needed'
You want to find files uploaded more than a year ago
Pull the full Vapi file inventory into my Excel sheet with columns for file ID, filename, status, and upload date — flag any file uploaded before 2025-05-01 as 'stale'
You want to match file names to the team member who uploaded them, using a lookup worksheet
Pull the full Vapi file inventory and write file ID and filename into columns A and B of my Excel sheet — then use the uploader mapping table in the worksheet named 'File Owners' to fill in the owner name in column C for each file
Full audit with status and age classification in one shot
Pull the full Vapi file inventory into my Excel sheet with columns for file ID, filename, status, and upload date — flag files with status not equal to 'indexed' as 'error', flag files uploaded before 2025-01-01 as 'stale', and leave the flag column blank for current healthy files
Combining the inventory pull and the classification logic in one prompt means the audit workbook is ready for the team review without any additional cleanup.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to pull your full Vapi file inventory. For related tasks, see how to export your assistant inventory or audit phone number routing.