The Scenario
The project management tool handoff is done. Your customer success analyst has been tracking onboarding notes for 60 enterprise accounts in a tool that's getting deprecated — and before the accounts transfer to the support team in Respond.io, every note needs to be visible on the right contact's conversation thread.
The analyst exported the notes into an Excel workbook: column A has the contact ID, column B has the note. Sixty rows.
The bad version:
- Search for contact row 1 in Respond.io, open the conversation, click "Internal Note," paste the note from column B, save.
- Repeat for row 2 — and realize some contacts have multiple conversations, so you have to pick the right thread first.
- Get through 20 rows before the support lead asks how much longer this will take, and you have no good answer.
This isn't the analysis work this person was hired for. It's copy-paste that requires enough context to pick the right conversation thread — which makes it too slow to hand off and too tedious to keep.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands what you're looking at, and through its built-in Respond.io integration it posts internal notes to contact conversations — driven by the rows in your worksheet.
Read the HandoffNotes tab in Excel (A=contact ID, B=note) and post each note as a Respond.io internal comment on the corresponding contact, logging the result in column C
What You Get
- An internal comment posted on each Respond.io contact's conversation thread.
- Column C updated with "added" for successes and the error text for failures.
- Contact IDs that don't resolve show the lookup error in column C, so no notes are silently dropped.
- The support team opens Respond.io to a fully annotated roster.
What If the Data Is Not Quite Ready
Notes have HTML tags from the export that need stripping
For each row in the HandoffNotes tab, strip any HTML tags from column B, then post the cleaned note as a Respond.io internal comment on the contact in column A and write 'added' or the error in column C
Some contact IDs are blank — look up by email in column D instead
In the HandoffNotes tab: for rows where column A is blank, find the Respond.io contact using the email in column D; use the contact ID from column A otherwise; post the note from column B as an internal comment and write the result in column C
Only post notes for contacts in a specific Respond.io channel
For each row in the HandoffNotes tab (A=contact ID, B=note), post the internal comment only if the contact's Respond.io conversation is on the WhatsApp channel; write 'added', 'skipped (wrong channel)', or error in column C
Full kill chain — strip formatting, validate contacts, filter, post, and log in one shot
In the HandoffNotes tab: strip HTML from column B, skip rows where both A and D are blank, look up each Respond.io contact (by ID in A or email in D), post the note as an internal comment only on contacts with the "Enterprise" tag, and write the result in column C
One prompt. The whole handoff lands before end of day.
Try It
Get the 7-day free trial of SheetXAI and open your handoff notes workbook, then ask it to post internal comments to the right Respond.io contact threads. See also: Bulk Create Respond.io Contacts and the Respond.io overview.