The Scenario
You are a Coda workspace admin. Your company has grown from 10 people to 80 in 18 months and nobody has taken stock of what Coda docs exist, who owns them, or when they were last updated.
The head of operations wants a full inventory by end of week: every doc, its owner, its page count, and its last modified date, written into an Excel workbook for the board report. The goal is to identify actively maintained docs and flag orphaned ones for archiving.
The bad version:
- You open the Coda workspace and start clicking through docs
- You manually log name, owner, and last modified in the workbook
- Page count is not in the workspace list view, so you click into each doc to check
- By doc thirty-eight you are not sure whether "last modified" reflects the doc or a single page
- You submit a partial inventory Friday afternoon with a note that page counts are approximate.
The fast version is one prompt before lunch.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that queries the Coda API across all accessible docs and writes the full inventory into the workbook.
Open the SheetXAI sidebar and type:
List all Coda docs I have access to and write each doc's name, owner email, page count, and last modified date into this workbook. Sort by last modified date ascending so the oldest docs are at the top.
SheetXAI retrieves metadata for every accessible doc and writes the full inventory sorted by last modified date. Real numbers, not estimates.
What You Get
A doc inventory with one row per Coda doc:
- Doc name — as it appears in Coda
- Owner email — who created or currently owns the doc
- Page count — total pages in the doc
- Last modified date — when any page was last edited
Sorted by last modified ascending so the most neglected docs are at the top of the list, where the ops team needs to start.
If the head of ops wants docs flagged by whether the owner is still at the company, you give SheetXAI the list of departed employees and ask it to flag matching rows.
What If the Data Is Not Quite Ready
Inventory audits need more than a raw list. SheetXAI handles the additional analysis in the same prompt.
When you need to flag docs not touched in over a year
The raw last-modified date is not enough. You want a filter-ready flag column.
List all Coda docs I have access to and write name, owner, page count, and last modified into this workbook. Add a 'Stale' column — 'Yes' if last modified is more than 365 days ago, 'No' otherwise. Sort by last modified ascending.
When you want to group docs by owner for department-level review
The ops team wants to send each department a list of docs their team owns.
List all Coda docs I have access to and write name, owner email, page count, and last modified into this workbook. Sort by owner email ascending, then by last modified ascending within each owner group, so all of one person's docs appear together.
When doc names have team prefixes to extract
Docs named '[ENG] ...' belong to engineering, '[PRODUCT] ...' to product. You want a team column.
List all Coda docs I have access to. For each doc, extract the team prefix from the name if it exists (e.g. '[ENG]' → 'Engineering'). Write doc name, extracted team, owner, page count, and last modified into this workbook. Sort by team, then by last modified ascending.
When you need the full inventory plus a per-owner summary tab
The full list is for ops. The exec gets a one-tab summary.
List all Coda docs I have access to and write name, owner, page count, and last modified into the 'All Docs' tab of this workbook. Then create a 'By Owner' tab with one row per unique owner showing total doc count and average doc age in days, sorted by average age descending.
The pattern: the inventory and the summary are one prompt.
Try It
Get the 7-day free trial of SheetXAI and open any workbook, then ask it to list your Coda workspace docs with the metadata you need. The Coda integration is included in every SheetXAI plan. For related workflows, see how to pull Coda doc analytics into a workbook or the Coda in Excel overview.