The Scenario
The agency ops manager audits the eight client project boards and finds eight different label taxonomies. 'Urgent' on three boards, 'High Priority' on two, something called 'ASAP' on one. The process doc says every board should have six standard labels. Nobody enforced it and now the reporting across boards is inconsistent because label filters return different results on different boards.
The bad version:
- Open board one, go to Labels, check what exists, add the missing ones, rename the wrong ones
- Move to board two and realize you can't remember exactly what you named the labels on board one
- End up with labels named slightly differently across boards, which defeats the entire purpose
Eight boards, six labels, inconsistent starting state — the manual version is an afternoon of label archaeology that still might not produce a consistent result.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your label definition from the workbook and creates those labels on every board listed, checking for existing labels before creating so you don't get duplicates.
The prompt to run:
Read the label names and colors from rows 1 through 6 of this sheet (column A: name, column B: color). For each board ID in column A of the second worksheet, create all 6 labels on that board if they don't already exist. Write the board name and result into columns C and D of the second worksheet.
What You Get
- All six standard labels created on every board in the second worksheet
- Boards that already had some labels get only the missing ones added
- Columns C and D: board name and summary of what was created vs. already existed
- Your label definition in sheet one stays as the source of truth
What If the Data Is Not Quite Ready
Audit existing labels before creating
For each board ID in column A of this sheet, fetch all existing labels and write the board name, label name, and label color into rows below. I want to see what exists before adding the standard set.
Different label sets for different boards
Read label definitions from worksheet 2 of this workbook. For each board ID in worksheet 1, look up which label set it should use from column B, then create the corresponding labels if they don't already exist. Write results into column C.
Rename nonstandard labels to match the standard
For each board ID in column A, fetch existing labels. If a label's name is 'High Priority', rename it to 'Urgent'. If a label's name is 'Dev', rename it to 'Backend'. Write 'renamed' or 'no change' for each label.
Full taxonomy standardization: rename + create + report
For each board ID in column A, fetch all labels. Rename any label matching old names in column C to the standard name in column D. Then create any of the six standard labels from rows 1-6 that still don't exist. Write a per-board summary into column E.
One prompt handles both the renaming and the gap-filling — no need to run two separate operations.
Try It
Get the 7-day free trial of SheetXAI and open an Excel workbook with your standard label definitions in worksheet 1 and board IDs in worksheet 2. The taxonomy push runs in one prompt across every board on the list. Also see how to audit label mappings and the Trello overview.