The Scenario
The capital planning meeting is six weeks out and your VP of Operations has asked for a replacement schedule for the next fiscal year. That means getting every asset out of MaintainX — all 300 of them across three facilities — with criticality, location, category, and enough metadata to prioritize which ones get budget. Nobody has done this since the system was set up two years ago. You are starting from scratch.
The bad version:
- Open MaintainX, navigate to the assets section, and try to export — the export gives you name and ID but not criticality level.
- Add criticality manually from memory for the first 40 assets before realizing you have no idea what criticality level was assigned to the centrifugal pumps on the second floor.
- Go back into MaintainX, open each asset record, check, go back to the sheet, enter the value, repeat.
You have 300 assets. At three minutes per record, that is 15 hours of work you have not been assigned. The capital plan is due in six weeks, not six months.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the sheet, connects to MaintainX through its built-in integration, and pulls your entire asset registry — with every field — in one shot.
List all assets from MaintainX and write each asset's name, location, criticality level, and category into columns A through D of this sheet
What You Get
- Column A: asset name
- Column B: location (resolved to location name, not location ID)
- Column C: criticality level (Low, Medium, High, Critical)
- Column D: asset category
- One row per asset, covering every record in MaintainX
What If the Data Is Not Quite Ready
You also need the asset ID and date added for the capital plan template
List all assets from MaintainX and write asset ID, name, parent location, criticality level, category, and date added into columns A through F of this sheet
You only want assets flagged as High or Critical criticality
List all MaintainX assets where criticality is High or Critical and write asset name, location, criticality level, and category into columns A through D
Asset locations use IDs in the export and you need human-readable names
Export all MaintainX assets into columns A through D with name, parent location name, criticality level, and category — resolve location IDs to their display names so the sheet is readable without cross-referencing another list
Full capital plan prep in one shot: pull, filter, score, sort
List all MaintainX assets and write asset ID, name, location, criticality level, and category into columns A through E — then add a replacement priority score in column F: assign 3 for Critical, 2 for High, 1 for Medium, and 0 for Low — sort the sheet by column F descending so the highest-priority replacements appear first
One prompt gives you a scored, sorted asset list ready to drop into the capital planning template.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet. Ask it to pull your entire MaintainX asset registry into the sheet with criticality and location. Then check the spoke on auditing your location hierarchy if you need to verify the site structure before the capital plan goes to leadership.