The Scenario
A facilities manager got a message from the finance team: the Q2 maintenance budget needs to account for remediation work identified in 21RISK. The specific ask is a tracker showing every open item with an estimated cost above $500, sorted by site and category, so the maintenance team can build the numbers by location. The items are in 21RISK. The tracker needs to be an Excel workbook. Nothing exists yet.
The bad version:
- Open 21RISK, navigate to the items view, filter by cost — if the platform even has that filter available from the main view.
- Export what comes back, open the CSV, delete the columns nobody asked for, add the columns the tracker template requires that weren't in the export.
- Hand the file to the maintenance lead. Get it returned the next day because two sites were missing, and the category column uses 21RISK's internal shorthand instead of the plain names the maintenance team recognizes.
The item data is complete in 21RISK. The gap is purely in getting it out in the right shape.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the workbook and connects to 21RISK to pull filtered item data in the structure you describe — cost threshold, columns, sort order — all in one instruction.
Pull all 21RISK items where the estimated cost is greater than 500 and list them in this sheet starting at row 2 — site name in column A, risk category in column B, item description in column C, estimated cost in column D — sorted by column D descending
What You Get
- One row per qualifying item, sorted highest cost first.
- Column A: site name. Column B: risk category. Column C: item description as it appears in 21RISK. Column D: estimated cost.
- Items with a cost field of exactly $500 are excluded — the filter is strictly greater than 500.
- If an item has no estimated cost recorded, it is excluded from the pull rather than appearing as $0.
What If the Data Is Not Quite Ready
You need a running total column alongside the item list
The maintenance lead wants to see how the budget adds up as they work down the list.
Pull all 21RISK items where estimated cost exceeds 500, write to this sheet starting at row 2 with site name in A, category in B, description in C, cost in D, then add a column E with a running total of cost from row 2 downward
You want to group the items by site and show a subtotal per location
The budget conversation at each site is separate. The tracker needs subtotals by location.
Pull all 21RISK items where cost exceeds 500, group them by site name, write each group as a block of rows in this sheet with the site name in bold in the first row of each block, then add a subtotal row after each group showing the total estimated cost for that site
The cost field in 21RISK includes currency symbols that break numeric sorting
If some items have cost recorded as "$650" and others as "650" or "650.00 USD", the sort order won't work.
Pull all 21RISK items where the estimated cost value — stripping any currency symbols or text — is greater than 500, write them to this sheet with cleaned numeric values in column D, and sort by column D descending
Full kill chain: pull high-cost items, tag by priority tier, sort, add budget rollup, flag overdue
Pull all open 21RISK items from Q1 and Q2 2026 where estimated cost exceeds 500, write to this sheet with site name in A, category in B, description in C, cost in D, then add a column E labeled "Priority" with "Critical" for items above $2000 and "Standard" for $501–$2000, sort by column E then column D descending, and add a summary row at the bottom showing total estimated cost and count of Critical items
The maintenance team now has a working budget tracker, not a raw export they have to massage.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook you're building for the maintenance budget, then ask it to pull high-cost items from 21RISK with the threshold and columns your team needs. You can also see how to chart compliance trends over time or check the 21RISK integration hub.