The Scenario
Three accounts are up for renewal next month. The customer success manager who owned them quit two weeks ago. You have an Excel workbook with 60 account IDs in column A — not just the three renewals, but the whole portfolio she managed — and the handoff document she left is thin.
The notes in Zoho CRM are the only reliable record of what actually happened in those accounts. You need them in the workbook before Tuesday's coverage planning session.
The bad version:
- Open the first account in Zoho CRM, navigate to the Notes related list, read and copy each note, paste it into a row in the workbook, repeat for the next account.
- Discover that some accounts have 12 notes. Others have none.
- Realize after an hour that you've covered 9 accounts out of 60 and the meeting is tomorrow morning.
The notes exist. They are in Zoho. The cognitive work of interpreting them is yours to do. But extracting them from 60 account records should not be a day-long task.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your list of account IDs, fetches the related Notes for each one from Zoho CRM, and appends them into a second worksheet — organized by account.
Pull all related Notes for each Zoho CRM record ID in column A and write note title, content, and created date into adjacent columns in this Excel workbook
What You Get
- A row for every note across all 60 accounts, written to a Notes worksheet (or appended below your current data, depending on how you phrase the prompt).
- Columns for account ID, note title, note content, and created date.
- Accounts with no notes produce no rows — there are no blank placeholder rows cluttering the output.
- Notes are sorted by created date descending within each account so the most recent activity surfaces first.
What If the Data Is Not Quite Ready
You only want notes created in the last 90 days
For each Account ID in column A, fetch all Notes from Zoho CRM created within the last 90 days. Write account ID, note title, note content, and created date into a worksheet called "Recent Notes." Sort by created date descending.
You need to filter for notes that mention "renewal" or "risk"
For each Account ID in column A, fetch all related Notes from Zoho CRM. Write account ID, note title, content, and created date into the Notes worksheet, but only include notes where the title or content contains the word "renewal" or "risk."
You want a summary count of notes per account alongside the detail
For each Account ID in column A, fetch all related Notes from Zoho CRM. Write the full note details into a Notes worksheet, and in the main worksheet write the total note count and the most recent note date into columns B and C for each account.
Enrich, filter, and flag accounts with no recent activity in one pass
For each Account ID in column A, fetch all related Notes from Zoho CRM. Write note details into the Notes worksheet. In the main worksheet, write the note count into column B and the most recent note date into column C. Flag any account with no notes in the last 60 days as "At Risk" in column D.
The activity flag and the note extraction happen together — you arrive at the coverage meeting with a prioritized list, not a raw dump.
Try It
Open an Excel workbook with your account IDs and get the 7-day free trial of SheetXAI. Ask it to pull all related Notes into a structured worksheet. See also: looking up contacts by email and bulk-updating deal fields.