The Scenario
The design team has been using Zoom whiteboards heavily for the past two quarters — discovery sessions, brainstorms, client reviews. Sixty whiteboards in the account. A storage audit is coming up and the head of design wants an inventory before it hits, plus PDF exports for anything the team wants to keep permanently.
The design team lead opens Zoom. The whiteboard section shows a grid of thumbnails. Some have names. Some say "Untitled Whiteboard" with a date. She can't sort by creation date without clicking into each one.
She needs a list in an Excel workbook: whiteboard ID, name, owner, created date, last modified. Then she'll share it with the team, let them mark which ones to archive, and trigger the exports.
Opening sixty whiteboards one at a time to get their metadata is not a reasonable way to spend a Thursday afternoon.
The bad version:
- Click into whiteboard one. Note the name, owner, and date in the workbook. Click back. Click into whiteboard two.
- Repeat sixty times across a grid that doesn't maintain scroll position between views.
- For the fifteen marked "archive," navigate back to each one and manually trigger a PDF export.
That's 75 interactions with the Zoom UI for a list that should be a lookup.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. Through its built-in Zoom integration, it can inventory all accessible whiteboards and trigger PDF export tasks for selected ones.
List all Zoom whiteboards accessible to me and write whiteboard ID, name, owner, created date, and last modified date into this workbook
What You Get
- One row per whiteboard with ID, name, owner, creation date, and last modified date.
- Sortable by any column — finding Q1 whiteboards is a filter, not a scroll.
- The workbook is shareable immediately so the team can mark which ones to archive.
- Once the "archive" column is filled in, one more prompt triggers the PDF exports.
What If the Data Is Not Quite Ready
You're ready to trigger PDF exports for rows the team has marked "export" in column F
For every whiteboard ID in column A where column F says 'export', create a Zoom whiteboard PDF export task and write the task ID to column G
You only want whiteboards created during Q1 2026
List all Zoom whiteboards accessible to me. Only include whiteboards where the created date falls between January 1, 2026 and March 31, 2026. Write whiteboard ID, name, owner, created date, and last modified date to this workbook.
You need inventories across three team members, not just yourself
Column A has three Zoom user emails. For each user, list all whiteboards they own and append each as a row with columns: OwnerEmail, WhiteboardId, Name, CreatedDate, LastModifiedDate
Full archive workflow: list, let team mark, trigger exports, and log results in sequence
First, list all Zoom whiteboards accessible to me and write whiteboard ID, name, owner, created date, and last modified date to columns A through E. Leave column F blank for the team to mark 'export' or 'keep'. Then, after they've marked it, run a second prompt: for every row in column A where column F says 'export', create a Zoom whiteboard PDF export task and write the task ID to column G and 'export triggered' to column H.
Two prompts, full archive workflow complete.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to list all your Zoom whiteboards with metadata. For inventorying cloud recordings instead, see the spoke on pulling cloud recording metadata, or the hub overview on all the ways to connect Zoom to Excel.