The Scenario
A campaign manager built 12 Mailsoftly email drafts across three product lines last week. The copy team was supposed to review and finalize each one by yesterday. Before the bulk schedule goes through, she needs confirmation that every draft is marked ready — not just most of them, all twelve.
She has a Google Sheet with all 12 draft IDs in column A. She needs the current status of each one before she touches the scheduling interface.
The bad version:
- Open Mailsoftly, navigate to the drafts view, search for the first draft ID, read its status, go back to the sheet, type the status in column B.
- Repeat eleven more times.
- On draft 8, discover that the status field in Mailsoftly is labeled differently than you expected and you've been recording the wrong value.
The scheduling window is at 9 AM tomorrow. There's no margin to find surprises at 8:55.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. Through its Mailsoftly integration, it can fetch the current status of every draft ID in your sheet and write the results back — in one pass, before you open the scheduling screen.
Open the sheet with your draft IDs and run this prompt:
For each draft ID in column A of this sheet, fetch the email status from Mailsoftly and write the current status into column B
What You Get
- All 12 draft IDs checked against Mailsoftly in sequence.
- Column B populated with the current status for each draft — READY, DRAFT, SENT, or whatever status values Mailsoftly returns.
- Any draft ID that wasn't found or returned an error flagged in column B so you know immediately what needs attention.
What If the Data Is Not Quite Ready
You need statuses normalized to READY / NEEDS REVIEW / SENT
Mailsoftly may return status values that don't map cleanly to your internal workflow language.
For each draft ID in column A, fetch the status from Mailsoftly and write it into column B. Then in column C, write 'READY' if the status indicates it is ready to send, 'NEEDS REVIEW' if it is still in draft state, and 'SENT' if it has already been sent.
Draft IDs are across multiple tabs — one tab per product line
The 12 drafts are split across three tabs: Product-A, Product-B, and Product-C, with draft IDs in column A of each.
For each tab in this sheet (Product-A, Product-B, Product-C), fetch the Mailsoftly status for each draft ID in column A and write the status into column B of the same tab.
You want a summary row showing how many drafts are in each state
Twelve individual statuses are useful, but what you actually need to decide is whether all 12 are READY or if there are holdouts.
Fetch the Mailsoftly status for each draft ID in column A and write the status in column B. Below the last draft row, write a summary showing the count of READY drafts, DRAFT drafts, and any other statuses found.
Pull statuses, normalize labels, flag not-ready drafts, and summarize — all before the scheduling call
You need a decision document, not a list. Everything should be visible in one sheet before the 9 AM call.
Fetch the Mailsoftly status for each draft ID in column A. Write the raw status in column B. Normalize to READY or NEEDS REVIEW in column C. Highlight any row in column C that says NEEDS REVIEW by writing the draft ID into a separate section starting at row 15 under a header 'Action Required'. Write a count of ready vs. not-ready drafts in cell E1.
Pull, normalize, flag, and summarize — one prompt before the meeting starts.
Try It
Get the 7-day free trial of SheetXAI and open any Google Sheet with a list of Mailsoftly draft IDs, then ask it to pull all statuses and flag what still needs review before your send window. See also: Create Mailsoftly email drafts in bulk and the Mailsoftly overview.