The Scenario
You are a Coda workspace admin. Your company has grown from 10 people to 80 in 18 months, and nobody has ever taken stock of what Coda docs exist, who owns them, or when they were last updated.
The head of operations wants a full inventory by end of week: every doc, its owner, its page count, and its last modified date. The goal is to assess which docs are actively maintained, which are orphaned, and which should be archived or deleted.
The bad version:
- You open the Coda workspace, start paging through docs
- You write down name, owner, page count, and last modified in a spreadsheet manually
- By doc twenty you realize page count is not shown in the workspace view and you have to click into each doc
- By doc forty-five you are not sure whether "last modified" means the doc or just the last page
- You deliver a partial inventory on Friday afternoon with a note that page counts are estimates.
The fast version is one prompt before lunch.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that queries the Coda API across all accessible docs and writes the full inventory into the sheet.
Open the SheetXAI sidebar and type:
List all Coda docs I have access to and write each doc's name, owner email, page count, and last modified date into this Google Sheet. Sort by last modified date ascending so the oldest docs are at the top.
SheetXAI calls the Coda API, retrieves metadata for every accessible doc, and writes the full inventory into the sheet sorted by last modified date. You have a real inventory in minutes, not hours.
What You Get
A doc inventory with one row per Coda doc:
- Doc name — as it appears in Coda
- Owner email — who created or currently owns the doc
- Page count — total pages in the doc
- Last modified date — when any page in the doc was last edited
Sorted by last modified ascending so the most neglected docs are at the top of the list, exactly where the ops team needs to start.
If the head of ops wants a second cut — say, docs owned by people who have left the company — you give SheetXAI the list of departed employees and ask it to flag the matching rows.
What If the Data Is Not Quite Ready
Inventory audits almost always need more than a raw list. SheetXAI handles the additional analysis in the same prompt.
When you need to flag docs that have not been touched in over a year
The raw last-modified date is not enough. You want a flag column the ops team can filter on.
List all Coda docs I have access to and write name, owner, page count, and last modified date into this sheet. Add a column called 'Stale' — set it to 'Yes' if the last modified date is more than 365 days ago, 'No' otherwise. Sort by last modified date ascending.
When you want to group docs by owner for the department-level review
The ops team wants to send each department a list of the docs their team owns.
List all Coda docs I have access to and write name, owner email, page count, and last modified date into this sheet. Sort by owner email ascending, then by last modified date ascending within each owner group, so all of one person's docs appear together.
When some doc names have prefixes that indicate team ownership
Docs named '[ENG] ...' belong to engineering, '[PRODUCT] ...' to product, and so on. You want a team column extracted from the prefix.
List all Coda docs I have access to. For each doc, extract the team prefix from the doc name if it exists (e.g. '[ENG]' → 'Engineering', '[PRODUCT]' → 'Product'). Write doc name, extracted team, owner, page count, and last modified into this sheet. Sort by team, then by last modified ascending.
When you need the inventory plus a summary tab showing doc count and average age per owner
The full list is for the ops team. The exec needs a one-page summary.
List all Coda docs I have access to and write name, owner, page count, and last modified into the 'All Docs' tab of this sheet. Then create a 'By Owner' tab with one row per unique owner showing their total doc count and the average age in days of their docs, sorted by average age descending.
The pattern: the inventory and the summary are one prompt. You do not build the raw list first and the summary in a second step.
Try It
Get the 7-day free trial of SheetXAI and open any sheet, then ask it to list your Coda workspace docs with the metadata you need. The Coda integration is included in every SheetXAI plan. For related workflows, see how to pull Coda doc analytics into a sheet or the Coda in Google Sheets overview.