The Scenario
The Zendesk migration project kicked off Monday. The plan is to move the account to a new Zendesk instance over the next six weeks. Before any data moves, the migration lead needs complete documentation of every shared view: name, access level, filter conditions, and column configuration. There are 45 shared views, and the person who built most of them left in March.
The migration consultant quoted two hours for manual view documentation. The project manager earmarked it for Thursday afternoon.
The bad version:
- Open Zendesk Admin, navigate to Views.
- Click shared view 1. Read the conditions. Copy them into Excel. Read the column config. Copy that too. Go back.
- At view 22, realize that two views have nearly identical names and you've been documenting the wrong one for the last three entries.
View documentation is migration-critical — you can't recreate views in the new instance if the source documentation is incomplete or wrong. The manual approach is the approach most likely to produce incomplete documentation.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It uses the Zendesk integration to pull every shared view's configuration in one operation.
Open the SheetXAI sidebar in the migration documentation workbook and paste:
List all active Zendesk ticket views and populate this Excel sheet with view ID, name, owner, and the filter conditions for each view
What You Get
- One row per shared view.
- View ID, name, owner, and filter conditions in the four columns.
- Active and inactive views both available depending on what you ask for.
45 views documented in consistent format. The migration consultant's two-hour block is now unnecessary.
What If the Data Is Not Quite Ready
You also need the column configuration for each view
List all Zendesk shared views — view ID, name, access level, filter conditions, and the list of columns displayed in each view — write to this Excel sheet
Column configuration included in the same pull.
You need active and inactive views separated
List all Zendesk views — put active shared views in the 'Active Views' worksheet and inactive shared views in the 'Inactive Views' worksheet. Include view ID, name, access level, and filter conditions in each
Two-worksheet split for the migration planning review.
You want to flag views with complex conditions that need manual recreation review
List all Zendesk shared views — view ID, name, access level, filter conditions. Flag any view with more than 3 filter conditions as 'complex - manual review' in column E
Complexity flag for the migration team.
Full migration documentation package
List all Zendesk views to the 'All Views' worksheet — view ID, name, active status, access level, filter conditions, column configuration. On the 'Migration Summary' worksheet, write total view count, count of active vs. inactive, and count by access level
Complete view inventory and migration summary — one prompt, documentation delivered before the consultant's Thursday block.
Try It
Get the 7-day free trial of SheetXAI and open your migration documentation workbook, then export the full view inventory. Related: export triggers to document the automation rules alongside the views, or return to the Zendesk integration guide.