The Scenario
You are a PMO director at a manufacturing company. The board presentation is Monday morning. Your VP of operations wants a portfolio heat map: all 30 active Motion projects — name, status, due date, description — in one Excel workbook, so the design team can build the slide over the weekend.
You have access to every project in Motion. You have no export button. The last time you needed a project list for a board deck, you spent a Thursday afternoon clicking through each project in Motion and copying fields by hand. The workbook still had an error in it when the slide went live.
The bad version:
- Open Motion. Navigate to the project list. Click Project 1. Copy name, status, due date, description into Excel.
- Navigate back. Click Project 2. Copy. Realize on Project 8 that your colleague's description column is in a different order than yours.
- Continue through all 30 projects. At Project 22, the description is four sentences and you are not sure how much to include.
- Send the workbook to the design team. Get a message back on Saturday: two projects have the wrong status. Go back into Motion to verify.
Board presentations are high-stakes. A data entry error caught on Saturday is better than one caught in the room on Monday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It connects to Motion and pulls all 30 projects in one pass. Open the sidebar and ask.
List all projects in my Motion workspace and write each project's name, status, due date, description, and label to this sheet.
What You Get
- All 30 Motion projects written to the worksheet: name, status, due date, description, and label — one row per project.
- The workbook is ready to sort, filter, or hand to the design team immediately.
- No clicking through individual project pages.
What If the Data Is Not Quite Ready
You need overdue projects highlighted in red
The VP wants to see at a glance which projects are past due before the board walk-through.
Fetch all Motion projects in workspace WS-001 and write project name, due date, and current status to columns A, B, and C — then highlight in red any project where the due date is before today.
You want to exclude completed and archived projects
Your workspace has finished work from prior quarters — the board slide should only show active projects.
List all active Motion projects and write project name, status, due date, and description to columns A through D. Exclude any project with a status of Archived or Completed.
You need a status breakdown alongside the full list
The board slide has two sections: a count table by status at the top, the full project list below.
Fetch all Motion projects and write project name, status, and due date to the Detail worksheet. In the Summary worksheet, count projects by status and write one row per status value showing status name and project count.
Full portfolio workbook in one pass — project list, overdue flags, status rollup, and a label breakdown
Everything the VP and board need: full list, overdue flagging, status summary, and a breakdown by practice area label.
Fetch all Motion projects in my workspace. Write project name, status, due date, description, and label to the Detail worksheet. Flag in column F any project where the due date is before today as OVERDUE. In the Summary worksheet, create two tables: one showing project count by status, and one showing project count by label.
One prompt. Board-ready before Friday ends.
Try It
Open your portfolio workbook or a blank Excel file, then Get the 7-day free trial of SheetXAI and ask it to pull all active Motion projects into a structured list. For related workflows, see how to bulk-create Motion projects from an Excel pipeline or export all Motion tasks for a status report.