The Scenario
You are a digital asset manager. A storage cleanup is scheduled for next Friday. Before anyone deletes anything, you need a complete list of every asset in the Contentful master environment: file name, content type, URL, and upload date.
The goal is to find duplicate files and media that no content entry is actually referencing—the orphaned assets that have been sitting there since the site was rebuilt two years ago.
The bad version of this week:
- You open the Contentful web app, click Assets, and start scrolling
- Contentful loads 20 assets at a time
- You export the page as a CSV, get 20 rows, go to the next page, export again
- After an hour you have 12 CSV files covering about 240 of the 800 assets in the space
- You paste them all together in a sheet, find the columns are in different orders in different exports
- You give up on the URL column and tell the team to skip the deduplication step.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that calls Contentful's asset API, handles pagination, and writes every asset into the sheet in a consistent structure.
Open the SheetXAI sidebar and type:
List all assets in the Contentful master environment and write the asset ID, file name, content type, file URL, and created date into this sheet, starting in row 2 with headers in row 1.
SheetXAI calls Contentful, pages through all 800 assets, and writes every one into the sheet with consistent column headers. One prompt, no CSV juggling.
What You Get
A complete Contentful asset inventory in the sheet:
- Column A — asset ID
- Column B — file name
- Column C — content type (image/jpeg, video/mp4, application/pdf, etc.)
- Column D — file URL
- Column E — created date
All 800 assets, not just the first 20. Pagination is handled automatically.
Once the data is in the sheet, you can sort by created date to find the oldest assets, filter by content type to see all the PDFs, or use a formula to flag file names that appear more than once. SheetXAI can run those follow-up analyses in the same session.
What If the Data Is Not Quite Ready
Asset inventories from active Contentful spaces come with complications.
When you only need image assets
The cleanup is focused on images—videos and PDFs are managed separately.
Get all image assets from the Contentful master environment and write the title, file URL, file size in bytes, and created date to this sheet.
When you want to flag potential duplicates
Two assets with identical file names are probably duplicates, even if they have different asset IDs.
List all assets in the Contentful master environment with asset ID, file name, URL, and created date. In a column next to file name, write "Duplicate" for any file name that appears more than once in the inventory. Write "Unique" for the rest.
When you need to filter by upload date range
You only want to audit assets uploaded in the last 12 months.
List all Contentful assets created after January 1, 2025. Write the asset ID, file name, content type, and URL to this sheet.
When you need the full deduplication and orphan-check in one pass
The cleanup team wants both: a duplicate flag based on file name and an orphan flag based on whether any published entry references the asset URL.
List all assets in Contentful master with asset ID, file name, content type, URL, and created date. Flag duplicates where the file name appears more than once. Then check whether each asset URL appears in any published blogPost or article entry body. If it does not, mark it as Orphaned in a separate column. Write everything to this sheet.
The pattern: describe the audit you need and SheetXAI builds it. You do not stitch together CSV exports; you get one clean sheet ready for the cleanup conversation.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull your full Contentful asset inventory. The Contentful integration is included in every SheetXAI plan. For related workflows, see how to export the full entry inventory or the Contentful in Google Sheets overview.