Vector File Upload Not Storing Files

Question

Vector File Upload Not Storing Files

Forrest Zimmerman 0

My goal is to upload 322 .md documents with a total size of 1.5 MBs to an assistant's vector store. The upload seems to be unsuccessful as they do not display in the UI. The AI Assistant clearly is not able to access them as well.

How do we fix this?

--

Forrest

Forrest Zimmerman 0 Reputation points

2025-05-08T15:38:45.35+00:00

I can see approximately 80 of the documents in the vector store view, but the others are not present.
kothapally Snigdha 2,670 Reputation points Microsoft External Staff Moderator

2025-05-08T17:10:18.13+00:00

Hi @Forrest Zimmerman

Ensure that each of your .md documents does not exceed the maximum file size of 512 MB and that the total number of tokens in each file does not exceed 5,000,000 tokens. After uploading the files, you should poll the status of the vector store to ensure that all files have finished processing and are no longer in the in_progress state. This can be done using the SDK's polling helpers or by monitoring the file_counts property of the vector store object.

If you are uploading many files, consider using batch uploads. You can create batches of up to 500 files at a time to streamline the process.

Review any error messages or logs that may indicate why some files are not appearing in the vector store.

Ensure that the assistant's tool resources are updated with the new vector store ID after the upload is complete. Refer the link https://learn.microsoft.com/en-us/azure/ai-services/openai/how-to/file-search#vector-stores

Hope these helps you. Thank you!
Forrest Zimmerman 0 Reputation points

2025-05-08T21:22:41.44+00:00

This effort is being done only through the UI. Moving to a different region of eastus2 yields the same results (I know this was not the recommendation, but this region seems to have more features)... all the documents are correctly displayed in the Data Files section, but are not present in the allocated vector store..

Maybe this is an AI Azure UI problem? Seems like the UI is not correctly associating my files to the vector store. In the Data Files section, all of the uploaded files are present and show as Processed, but again, they are not included in the Files display of the selected vector store.
kothapally Snigdha 2,670 Reputation points Microsoft External Staff Moderator

2025-05-14T05:39:01.91+00:00

Hi @Forrest Zimmerman

just checking back to see if the above response was helpful.
kothapally Snigdha 2,670 Reputation points Microsoft External Staff Moderator

2025-05-15T00:51:45.6+00:00

Hi @Forrest Zimmerman

We haven’t heard from you on the last response and was just checking back to see if you have a resolution yet. In case if you have any resolution, please do share that same with the community as it can be helpful to others. Otherwise, will respond with more details and we will try to help.

1 answer

Your answer

Forrest Zimmerman 0 Reputation points

2025-05-08T15:38:45.35+00:00

I can see approximately 80 of the documents in the vector store view, but the others are not present.
kothapally Snigdha 2,670 Reputation points Microsoft External Staff Moderator

2025-05-08T17:10:18.13+00:00

Hi @Forrest Zimmerman

Ensure that each of your .md documents does not exceed the maximum file size of 512 MB and that the total number of tokens in each file does not exceed 5,000,000 tokens. After uploading the files, you should poll the status of the vector store to ensure that all files have finished processing and are no longer in the in_progress state. This can be done using the SDK's polling helpers or by monitoring the file_counts property of the vector store object.

If you are uploading many files, consider using batch uploads. You can create batches of up to 500 files at a time to streamline the process.

Review any error messages or logs that may indicate why some files are not appearing in the vector store.

Ensure that the assistant's tool resources are updated with the new vector store ID after the upload is complete. Refer the link https://learn.microsoft.com/en-us/azure/ai-services/openai/how-to/file-search#vector-stores

Hope these helps you. Thank you!
Forrest Zimmerman 0 Reputation points

2025-05-08T21:22:41.44+00:00

This effort is being done only through the UI. Moving to a different region of eastus2 yields the same results (I know this was not the recommendation, but this region seems to have more features)... all the documents are correctly displayed in the Data Files section, but are not present in the allocated vector store..

Maybe this is an AI Azure UI problem? Seems like the UI is not correctly associating my files to the vector store. In the Data Files section, all of the uploaded files are present and show as Processed, but again, they are not included in the Files display of the selected vector store.
kothapally Snigdha 2,670 Reputation points Microsoft External Staff Moderator

2025-05-14T05:39:01.91+00:00

Hi @Forrest Zimmerman

just checking back to see if the above response was helpful.
kothapally Snigdha 2,670 Reputation points Microsoft External Staff Moderator

2025-05-15T00:51:45.6+00:00

Hi @Forrest Zimmerman

We haven’t heard from you on the last response and was just checking back to see if you have a resolution yet. In case if you have any resolution, please do share that same with the community as it can be helpful to others. Otherwise, will respond with more details and we will try to help.

Answer 1

Hi @Forrest Zimmerman

Ensure that the vector store is properly configured and that you are following the correct steps to attach the files to it. You may need to manually attach the files to the vector store after they have been uploaded.
If the UI continues to have issues, you might want to try using the SDK or REST API to create the vector store and attach the files programmatically. This can sometimes bypass UI-related problems.
After attempting to attach the files, check the file counts property of the vector store to see if the files are being counted correctly. Hope this helps. Do let us know if you any further queries.

If this answers your query, do click Accept Answer and Yes for was this answer helpful. And, if you have any further query do let us know.

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Vector File Upload Not Storing Files

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