The Scenario
You are the sales enablement manager at a company doing a CRM consolidation. Three separate tools — Pipedrive, a support platform, and a shared note-taking app — are being merged into a single system. Pipedrive is staying. The note-taking app is not. Before it gets decommissioned, every note from the last six months needs to be exported to a Excel workbook so the migration team can load them into the new knowledge base.
You look at the Pipedrive notes list. There is no bulk export option visible. There is a notes report that shows individual notes in a timeline view. The export produces a PDF, which is not what you need. The CSV export option exists but only appears when you filter by a specific deal, not across all notes simultaneously.
The bad version:
- You filter to each deal one by one, export the notes CSV per deal, download 47 separate CSVs, and try to merge them in Sheets
- The merged file has inconsistent column names because Pipedrive's notes export changes slightly depending on what entity the note is linked to
- You spend two hours normalizing the columns before the migration team can even start reviewing the content
The decommission deadline is Friday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It pulls all Pipedrive notes in one request — not deal by deal — and writes the content, author, and linked entities into a flat worksheetle.
Fetch all Pipedrive notes and write note content, creation date, linked deal name, linked person name, and author into this workbook, one note per row.
What You Get
- Every note from Pipedrive in a single flat worksheetle — no per-deal filtering required
- Note content as plain text, creation date in a readable format, linked deal display name, linked person display name, and the author's display name
- Notes not linked to a deal show blank in the deal column — not an error
- Notes not linked to a person show blank in the person column — the row is still included
What If the Data Is Not Quite Ready
You only need notes from the last six months for the migration scope
Fetch all Pipedrive notes created after November 1 2024 and write note content, creation date, linked deal name, linked person name, and author into this workbook.
You want notes organized by linked organization so the migration team can work account by account
Fetch all Pipedrive notes linked to organizations in column A of this workbook. For each org_id in column A, fetch its notes and write note content, linked deal name, and author into columns B, C, and D. Use the org name in column A as the section header.
Some notes contain sensitive information and you want to flag them before migrating
Fetch all Pipedrive notes created in the last 6 months. Write content, creation date, and author into this workbook. In column D, write REVIEW if the note content contains the word confidential or sensitive.
You need the full note export, a per-author count, and a list of deals with no notes in one operation
Fetch all Pipedrive notes and write the full list to this workbook. Below the data, write a per-author count showing how many notes each person created. Then in a separate section, fetch all open deals that have zero notes attached and write their deal titles and owners — so the migration team knows which deals have no history to move.
The pattern: export, summarize, and surface gaps in one prompt so the migration team has everything they need in one document.
Try It
If your team is migrating or auditing CRM notes, Get the 7-day free trial of SheetXAI and ask it to pull every Pipedrive note into a flat sheet in one operation. See the spoke on bulk creating notes on deals if you need to push notes back into Pipedrive from another source.