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 have been asked to produce a list of every file, its processing status, and its upload date, so the team can decide what to keep and what to remove.
The Vapi dashboard shows a file list. It does not show file sizes or 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, storage URL, processing status, and creation date, then paste them into your sheet
- 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 Google Sheet. It connects to Vapi through its built-in integration and writes the full file inventory into your sheet without any dashboard navigation.
Fetch details for all files in my Vapi account and write each file's ID, name, status, storage URL, and creation date into my Google Sheet
What You Get
- One row per file with ID, name, processing status, storage URL, and creation date in separate columns
- Files with processing errors appear in the sheet with their status clearly visible — no clicking required
- The full inventory lands in a single operation, ready to sort by creation date or filter by status
What If the Data Is Not Quite Ready
You want to flag files that failed processing
Fetch all files in my Vapi account and write their ID, name, status, and creation date into my sheet — 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
Fetch all files in my Vapi account, write their ID, name, status, and creation date into my sheet, and highlight or flag any file with a creation date before 2025-05-01
You want to match file names to the team member who uploaded them, using a lookup tab
Fetch all Vapi files and write their ID and name into columns A and B — then use the uploader mapping table in the tab named 'File Owners' to fill in the owner name in column C for each file
Full audit with size, status, and age in one shot
Fetch all files in my Vapi account, write their ID, name, status, and creation date into my sheet — flag files with status not equal to 'indexed' as 'error', flag files created 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 sheet is ready for the team review without any additional cleanup.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, 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.