The Scenario
You're a developer managing 30 scheduled Apify scraping jobs for a SaaS product team. Every Monday, someone on the product side sends you a Slack message asking which Actors ran over the weekend, whether any failed, and how many records each one collected. You pull this information from the Apify console — clicking into each Actor one by one — and paste it into a summary message.
This is the third Monday in a row. The message asking for the summary arrived at 9:03 AM, same as the last two weeks.
The bad version:
- Open the Apify console, navigate to each of the 30 Actors, click into the most recent run, note the status and dataset item count, then switch back to the list.
- Copy each set of values into a scratch doc, transfer it into the Excel workbook in the right row, realize you've lost your place twice because the Apify console resets the filter when you navigate back.
- Format the workbook, sort by status so FAILED rows appear at the top, and finally paste a screenshot into Slack — 45 minutes after the question arrived.
There is no version of this where the time is well spent.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands what you need, and through its built-in Apify integration it can list all your Actors, fetch their most recent run data, and write the status dashboard directly into the workbook.
List all my Apify Actors, get the most recent run for each, and write Actor name, run status, and dataset item count into columns A, B, and C of a new sheet called 'Actor Status'
What You Get
- A new worksheet called 'Actor Status' is created (or cleared and repopulated if it already exists).
- Column A contains the Actor name for each of your Actors.
- Column B contains the status of the most recent run: SUCCEEDED, FAILED, RUNNING, etc.
- Column C contains the dataset item count from that run.
- Rows are sorted so FAILED runs appear at the top.
What If the Data Is Not Quite Ready
You also want the run start time
List all my Apify Actors, get the most recent run for each, and write Actor name, run status, start time, and dataset item count into columns A, B, C, and D of the Actor Status sheet, sorted by start time descending
You only care about Actors that failed in the last 48 hours
Get the last 100 runs across all my Actors filtered to status FAILED within the last 48 hours, and paste Actor name, start time, and error message into the Failed Runs sheet
You want to flag any Actor whose item count dropped more than 20% compared to the previous run
List all my Apify Actors, get the two most recent runs for each, write Actor name, latest item count, and previous item count into columns A, B, and C, then add a flag in column D for any Actor where the latest count is more than 20% lower than the previous count
You want the full status sweep in one shot
List all my Apify Actors, fetch the most recent run for each, write Actor name, status, start time, and item count into columns A–D of the Actor Status sheet; highlight FAILED rows in red; add a flag in column E where the item count is zero; and put a total successful runs count in cell G1
One prompt generates a dashboard the product team can look at directly.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to pull your Apify Actor statuses and build the status view. You can also see how to push enriched workbook data into an Apify dataset or read the full Apify integration overview.