The Scenario
It is Sunday evening and you are building Tuesday's crew assignment plan. You have 120 work orders sitting in MaintainX — different priorities, different assets, different teams — and you need them in a sheet so you can see the full picture and decide who goes where.
The bad version:
- Log into MaintainX, filter to open work orders, and try to export — only to find the export does not include the assigned team name, just a team ID.
- Copy the relevant columns by hand, row by row, until your eyes glaze somewhere around row 40.
- Realize you missed the due date column, go back in, re-export, and reconcile two partial pulls into one coherent sheet.
This is crew planning work. You are supposed to be thinking about resource allocation, not decoding which team ID maps to which shift. Your morning is burning before it starts.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads whatever data is already in the sheet, connects to MaintainX through its built-in integration, and pulls or pushes data based on what you ask. One prompt handles the whole pull.
List all open work orders from MaintainX and write each order's title, priority, assigned team name, asset name, and due date into columns A through E of this sheet
What You Get
- Column A: work order title
- Column B: priority level (Low, Medium, High, Critical)
- Column C: assigned team name — resolved from the team ID, not the raw ID
- Column D: asset name associated with the work order
- Column E: due date
Any work order where the team is unassigned shows blank in column C so you can spot gaps immediately.
What If the Data Is Not Quite Ready
The priority labels are inconsistent and you need to sort High and Critical to the top
List all open work orders from MaintainX and write title, priority, team name, asset name, and due date into columns A through E, then sort the rows so Critical comes first, then High, then Medium, then Low
You only want work orders assigned to a specific team
List all open MaintainX work orders where the assigned team is Mechanical, and write title, priority, asset name, and due date into columns A through D
You want a second tab with only overdue work orders
Pull all open MaintainX work orders into the 'All Orders' tab with title, priority, team name, asset, and due date in columns A through E — then copy any row where the due date is before today into a second tab called 'Overdue'
Full crew prep in one shot: pull, sort, flag, and add a notes column
List all open MaintainX work orders and write title, priority, team name, asset name, and due date into columns A through E — sort by due date ascending, put a red flag in column F for any row where priority is High or Critical, and leave column G blank for crew assignment notes
The pattern is to combine the data pull, the sort logic, and the formatting flag into a single ask. You get a ready-to-use planning sheet in one step.
Try It
Open a blank Google Sheet and get the 7-day free trial of SheetXAI. Ask it to pull your open MaintainX work orders and sort them for crew planning. Then check out the spoke on bulk-creating work orders from a PM schedule table if you want to push data back the other direction.