The Scenario
The documentation lead inherited a 'Product' workspace in monday.com with 50-plus docs. Nobody knows which are current, which were last touched in 2024, or which are near-duplicates of each other. The mandate from the head of product: audit the whole workspace, flag the stale content, and consolidate duplicates before Q3 roadmap planning begins. The doc list needs to go into an Excel workbook first — there's no other way to work across 50 entries systematically.
The bad version:
- Open monday.com, navigate to the Product workspace, click into the Docs section.
- Manually copy each doc title, switch to Excel, paste it.
- Go back to the doc, open it to check the creation date and first paragraph.
- Copy those, switch back to Excel, paste.
- Repeat 49 more times.
- After an hour, you've audited 15 docs and the workspace is still mostly a mystery.
Fifty docs. Each one requiring two navigation steps, two copy actions, and two paste steps. Three hundred manual interactions before the analysis can even begin.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workspace, talks to monday.com through its built-in integration, and pulls doc metadata and content previews into the workbook in one pass.
Fetch all docs in monday.com workspace ID 776655443 and write their full markdown content into one row per doc in my Excel 'Knowledge Base Export' sheet
What You Get
- One row per doc in the 'Docs Audit' worksheet.
- Columns for: doc title, creation date, last modified date, creator, and a 200-character content preview.
- Rows sorted by last modified date ascending — oldest docs first, easiest to spot the stale ones.
What If the Data Is Not Quite Ready
You need to flag docs that haven't been modified in more than 180 days
List all monday.com docs in the 'Product' workspace and write title, creation date, and last modified date into the 'Docs Audit' Excel sheet. Add a column flagging any doc not modified in the past 180 days as 'Stale'
Some docs are attached to items rather than living in the workspace docs section
List all monday.com docs in the 'Product' workspace — include both standalone docs and docs attached to items. For item-attached docs, write the item name and board name into columns E and F of the 'Docs Audit' Excel sheet
You need to detect near-duplicates by title similarity
List all monday.com docs in the 'Product' workspace and write titles into the 'Docs Audit' Excel sheet. In a second pass, flag any two docs whose titles share more than 70% of the same words as potential duplicates and list the pairs in a separate 'Potential Duplicates' worksheet
Kill chain: pull all docs, flag stale, identify duplicates, and write an action plan
List all monday.com docs in the 'Product' workspace and write to 'Docs Audit' Excel sheet with columns: title, creation date, last modified, creator, 200-char preview. Flag docs not modified in 180+ days as 'Stale' in column F. Identify title near-duplicates and write pairs to a 'Duplicates' worksheet. Write a summary count — total docs, stale count, duplicate pairs — into cell A1 of an 'Audit Summary' worksheet.
One prompt produces the full audit package: inventory, staleness flags, duplicate pairs, and a summary.
Try It
Get the 7-day free trial of SheetXAI and open an Excel workbook, then ask SheetXAI to pull your monday.com workspace docs into it so you can start the audit. See also: Build a full board inventory in Excel and the monday.com hub overview.