The Scenario
The rebrand ships in three weeks. Legal has cleared the new name. Marketing has updated the website. And now someone — you — has to go through every support template and find the ones that still say "Acme Corp." Nobody knows exactly how many canned responses are in HelpDesk. You pull up the canned response list and start counting. Sixty. You open the first one, read it, move to the second.
This is going to take all afternoon.
The bad version:
- You open HelpDesk's canned response library and start clicking through each one, reading the body text to see if the old name appears, and noting the response name in a spreadsheet so you have a record.
- Halfway through, you lose your place and have to count from the beginning to figure out which ones you've already checked.
- You finish and realize you have no way to prove to legal that you audited all 60 — your notes are a mess of highlighted names in a Google Doc with no system.
The brand rollout doesn't care about your afternoon. It has a date. And you were supposed to be doing content governance work, not a manual find-and-replace audit.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet and connects to HelpDesk. You can ask it to fetch every canned response and write the name and body into the sheet — and then flag the ones with the old company name in the same pass.
Fetch all canned responses from HelpDesk and write their name into column A and body text into column B of my sheet — one response per row, with headers in row 1. In column C, check whether the body text contains the phrase "Acme Corp" and write "Flag" if it does, leave blank otherwise.
What You Get
- Column A: canned response name.
- Column B: full body text.
- Column C: "Flag" wherever "Acme Corp" appears in the body — blank everywhere else.
- Every one of the 60 responses written into the sheet in a single pass, with the audit column already applied.
What If the Data Is Not Quite Ready
The body text has HTML formatting and it's hard to read in the sheet
Fetch all HelpDesk canned responses and write their name into column A and body text into column B. Strip any HTML tags from the body text before writing it so the column shows plain readable text. Flag any response containing "Acme Corp" in column C.
I need to flag multiple outdated phrases, not just one
Fetch all HelpDesk canned responses and write name in column A, body in column B. In column C, check for any of these phrases: "Acme Corp", "AcmeCo", "acme.com support". Write "Flag" if any of them appear, "OK" if none do.
I want to sort the flagged responses to the top so they're easy to act on
Fetch all HelpDesk canned responses and write name, body, and a flag column into columns A–C. Flag any response containing "Acme Corp" with "Flag" in column C, leave others blank. Sort the rows so flagged responses appear first.
I want the full audit plus a count at the top and a ready-to-share summary
Fetch all HelpDesk canned responses and write name, body, and a "Acme Corp" flag into columns A–C. Sort flagged responses first. In cell E1 write "Total responses:" and F1 with the count. In E2 write "Flagged for review:" and F2 with the count of flagged ones. In E3 write "Clear:" and F3 with the remaining count.
Running the flag check at the same time as the pull means you have an audit-ready spreadsheet before your next coffee, not at the end of the day.
Try It
Get the 7-day free trial of SheetXAI and open a sheet where you're managing your support content review, then ask it to export your HelpDesk canned responses with brand-compliance flags. From there, check out exporting your open ticket queue or the full HelpDesk integration overview.