The Scenario
You are a content strategist. The content audit is due by end of week. Your job is to figure out which entries in the Contentful master environment are outdated, orphaned, or duplicated, so the engineering team can clean them up before the site migration.
You need a complete list: every entry, its content type, its title, and its publication status. The audit is in a Google Sheet so the whole team can add notes and flag entries for deletion.
The bad version of this week:
- You ask the Contentful space admin to export the entries
- She runs a Content Delivery API query, gets back JSON, and exports it to a CSV
- The CSV has no headers you recognize and a timestamp format nobody can read
- You spend two hours cleaning it in the sheet before you can even start the audit
- The export only includes published entries, not drafts
- You submit the audit report with no visibility into 30% of the entries in the environment.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that calls Contentful's API and writes the full inventory directly into the sheet, in a format you can work with immediately.
Open the SheetXAI sidebar and type:
List all entries in the Contentful master environment and write the entry ID, content type, title, and publication status into this sheet, starting in row 2 with headers in row 1. Include both published and draft entries.
SheetXAI calls Contentful, handles pagination, and writes every entry into the sheet. Published entries, drafts, and archived entries all show up with their status in column D.
What You Get
A complete Contentful entry inventory in the sheet, ready for audit:
- Column A — entry ID
- Column B — content type (e.g.,
blogPost,product,article) - Column C — title
- Column D — publication status (Published, Draft, Archived)
- Headers in row 1 — ready to sort, filter, and pivot
Draft and archived entries are included, not just published ones. That is the gap a CDA export misses.
Once the data is in the sheet, your team can add a column E for "Audit Note," filter to a specific content type, sort by status, or pivot by content type to see the distribution. SheetXAI can run those follow-up steps too.
What If the Data Is Not Quite Ready
Content inventories from large Contentful spaces come with their own complications.
When you only want entries of one content type
The space has fifteen content types and you only need to audit the article entries this sprint.
Get all entries of content type article from the Contentful master environment. Write the entry ID, title, author, and publication status to this sheet.
When you need the last-updated date for staleness analysis
You want to flag any entry that has not been updated in over 180 days.
List all entries in Contentful master and write the entry ID, content type, title, publication status, and last-updated date to this sheet. In a new column, mark any entry where the last-updated date is more than 180 days ago as "Stale."
When you need to cross-reference against entries already in a tracking tab
You have a legacy tracking tab that lists entries the team thought were live. You want to know which ones are actually missing from Contentful.
Pull all entry IDs from the Contentful master environment and write them to column A of a new tab called CMS Actual. Then compare that list against the entry IDs in column A of the Tracking tab. For any ID in Tracking that is not in CMS Actual, write it to column A of a new tab called Missing Entries.
When you need a full audit including content, staleness, and type distribution in one pass
The migration team wants the complete picture: inventory, staleness flags, and a summary count by content type.
List all Contentful master entries with entry ID, content type, title, publication status, and last-updated date. Write them to a tab called Full Inventory. In a column next to last-updated, mark entries older than 180 days as Stale. Then add a Summary tab with a count of entries per content type, broken out by publication status.
The pattern: instead of exporting raw JSON and cleaning it yourself, you describe what the audit needs and SheetXAI builds it.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull your full Contentful entry inventory. The Contentful integration is included in every SheetXAI plan. For related workflows, see how to export the asset inventory or the Contentful in Google Sheets overview.