The Scenario
You're the platform admin for a team that's been using Fillout for two years. Someone from the executive team sent a message this morning: they want a list of all active forms before the quarterly vendor review next week. You log into Fillout and see forty-five forms. Some have names like 'Copy of Copy of Registration v3.' You're reasonably sure at least a dozen of them are orphaned.
You need a sheet: form name, form ID, creation date. Something you can sort, annotate, and share.
The bad version:
- Open Fillout, scroll through the forms list, and manually type each form's name, ID, and creation date into a spreadsheet
- Lose track of which forms you've already copied after the screen scrolls
- End up with a sheet that you're not sure is complete because you can't easily tell if Fillout's list has 45 or 46 entries
You were asked to deliver an audit, not to spend the morning transcribing a UI.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It connects to your Fillout account, lists every form, and writes the inventory into the sheet with no scrolling or manual entry.
List all forms in my Fillout account and write form name, form ID, and creation date into this sheet starting at row 2, with those three labels as column headers in row 1
What You Get
- Row 1 with headers: Form Name, Form ID, Created Date
- One row per form, with values pulled directly from the Fillout API
- The full inventory — no pagination gaps, no missed entries
- A total count in the SheetXAI sidebar so you can confirm the number matches what you see in Fillout
What If the Data Is Not Quite Ready
You want to flag forms that were created more than a year ago as candidates for review
List all forms in my Fillout account, write form name, ID, and created date into this sheet, and add a column D that says 'Review' for any form created before 2025-01-01 and 'Active' for everything else
You need to identify forms with duplicate or near-duplicate names
List all forms in my Fillout account, write form name and form ID to this sheet, and flag in column C any form name that starts with 'Copy of' or contains the word 'copy' (case-insensitive) — those are candidates for consolidation
You want to cross-reference with a list of forms that are still linked in your app
List all my Fillout forms and write form name and ID to this sheet, then check column E (which contains a list of form IDs we know are in use) and mark in column F whether each form ID from Fillout appears in column E — 'In Use' or 'Orphaned'
Full audit in one shot: inventory, flag old forms, flag duplicates, count by category
Pull all my Fillout forms into this sheet with name, ID, and created date, add a Status column that marks forms older than 12 months as 'Stale' and newer ones as 'Active', add a Notes column that flags any form name containing 'copy' or 'test' as 'Review name', and write a summary at the bottom with the total count of Active vs. Stale forms
One prompt, one sheet, ready to share at the vendor review.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to pull your full Fillout form inventory in one shot. When you're ready to clean up the database side, the spoke on exporting your Fillout schema as a data dictionary gives you the same kind of audit for tables and fields. The hub overview covers all four methods.