The Scenario
It's Friday afternoon and your VP of Product wants a single file in her inbox before 5 PM: all active work across 8 monday.com boards, grouped by status, so she can share it with the leadership team at Monday's sync. You manage those boards. You know what's on them. The problem is pulling it all into one coherent picture.
The bad version:
- Open each board one at a time, apply the status filter, count the items in each group manually, and type the numbers into a summary workbook.
- Halfway through board 5, realize you miscounted board 3 because a filtered view was still active and you were reading the wrong row count.
- Go back to board 3, recount, update the workbook, and repeat the check for every board you've already done.
The report is for the leadership team and the numbers have to be right. Recounting eight boards by hand is not a workflow, it's a liability.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your board ID list, calls the monday.com API for each one, pulls the item counts by status, and writes the consolidated snapshot back into your workbook — all in a single prompt.
For each board ID in column A of my sheet, use monday.com board insights to count items by status and write board name, total items, items in progress, and items done into columns B through E
What You Get
- One row per board in your workbook with board name, total item count, in-progress count, and done count.
- Data pulled live from monday.com at the moment of the request — not a cached export.
- Any board ID that returns an error (missing permissions, archived board) flagged in column F with the specific reason.
- The workbook ready to copy into your Friday report or share directly as a snapshot.
What If the Data Is Not Quite Ready
You need workspace-level grouping, not just a flat board list
The leadership team wants to see boards grouped by the workspace they live in, not a single flat list.
List all monday.com workspaces and for each workspace list the board names and total item count into this workbook, grouped by workspace name — write workspace name in column A, board name in column B, and total item count in column C
Some boards have subgroups you need to break down separately
Board 3 has four groups: Planning, In Progress, Review, and Done. The VP wants each group as its own row.
For board ID 778899001 in monday.com, fetch item counts broken down by group and by status — write group name, status, and item count into a new worksheet called 'Board 3 Detail'
You want to flag boards with zero in-progress items
A board with nothing in progress might be stalled. Surface those for attention.
For each board ID in column A, pull the item count by status from monday.com. If 'In Progress' count is zero, write 'STALLED' in column F — otherwise leave column F blank
The full leadership snapshot in one shot
For each board ID in column A of my workbook, use monday.com to fetch board name, total items, items in progress, items done, and items stuck. Write the results into columns B through F. If any board has zero items in progress and more than 5 total items, write 'FLAG' in column G. Sort the results by total items descending.
One prompt that pulls the data, applies the business logic, and flags the boards worth reviewing.
Try It
Get the 7-day free trial of SheetXAI and open the workbook where you track your monday.com board IDs, then ask it to generate the status snapshot before your next leadership sync. Related workflows: bulk-importing task lists into monday.com or auditing your workspace docs.