The Scenario
The regional managers need the demo reports by Friday and you haven't generated a single one yet.
You're a sales enablement manager at a mid-market SaaS company. Last quarter your team ran 12 product demo webinars — one per region, a few with multiple sessions. ClickMeeting can generate a PDF report for each session: attendance summary, engagement metrics, recording link. The regional managers want those reports in their inboxes Friday morning, and your job is to generate them, collect the download URLs, and put everything in one Excel sheet so you can distribute them in a single email.
The bad version:
- Log into ClickMeeting, navigate to each of the 12 conferences, find the session, click "Generate PDF report," wait for it to process, copy the download URL, paste it into a cell — then do this 11 more times
- Lose track of which sessions you've already triggered generation for and accidentally re-trigger three of them
- Come back an hour later to find four of the 12 reports are still processing and you have no way of knowing which ones without clicking back through each conference
Friday is in 48 hours and there are 12 reports.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your conference and session ID pairs, triggers PDF report generation in ClickMeeting for each one, waits for completion, and writes the download URLs into the sheet.
For each conference ID and session ID pair in this sheet, trigger PDF report generation in ClickMeeting and write the report status and download URL into columns C and D.
What You Get
- PDF generation triggered for every conference/session pair in the sheet
- Column C fills with the current report status (GENERATING, FINISHED, ERROR)
- Column D fills with the download URL once the status is FINISHED
- Rows where column D already has a value are skipped on re-runs
What If the Data Is Not Quite Ready
Some sessions are still processing and you want to poll until they finish
You triggered generation and four reports are still in GENERATING status. You want a follow-up prompt that checks completion and writes the final URLs.
For all rows in this sheet where column C is 'GENERATING' and column D is blank, poll ClickMeeting every 30 seconds until the status changes — then write 'FINISHED' into column C and the download URL into column D.
The sheet has conference IDs but not session IDs — you need to look them up first
You have conference IDs in column A but didn't capture session IDs when you ran the events.
For each conference ID in column A, fetch all associated session IDs from ClickMeeting and write them into column B — then trigger PDF report generation for each conference/session pair and write the status and download URL into columns C and D.
Some conferences had multiple sessions and you need a report for each
Two of the 12 conferences ran two sessions each. You need 14 reports, not 12.
For each conference ID in column A, fetch all session IDs and create one row per session — then trigger PDF report generation for each and write status into column C and download URL into column D — preserve the conference name from column B on each expanded row.
Full discovery, generation, polling, and distribution-ready index in one shot
For each conference ID in A2:A13, fetch all session IDs from ClickMeeting and expand into one row per session — trigger PDF report generation for each — poll until all reports are FINISHED — write the final index with conference ID, session ID, session date, and download URL into a new sheet called 'Report Index' sorted by conference ID.
The discovery, generation, polling, and index creation all happen in one prompt. You send the Friday email from the "Report Index" sheet.
Try It
Get the 7-day free trial of SheetXAI and open a sheet with your ClickMeeting conference and session IDs — then ask SheetXAI to generate every PDF report and collect the download URLs into a distribution-ready index. See the hub overview and the registration consolidation spoke.