The Scenario
You inherited the MaintainX account from the previous facilities manager and nobody knows exactly how many procedure templates are in there. The team suspects there are duplicates — "HVAC Filter Replacement" and "Filter Replacement - HVAC" both exist, and probably more like that across 80-odd templates built over two years. Before the QA audit next month, someone has to go through all of them and flag redundancies for cleanup.
The bad version:
- Navigate to MaintainX procedure templates, scroll through the list, and try to spot duplicates by eye across 80 entries.
- Export a CSV, find it only gives you template names — no creation dates, no checklist item counts — so you cannot tell which version is newer or more complete.
- Open each template individually to count checklist items and note the creation date by hand, 80 times.
The QA audit deadline is real. Spending three days on manual template inventory is three days not spent on the actual audit.
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 full procedure template library in one shot.
List all MaintainX procedure templates and write each template's name, ID, number of checklist items, and creation date into columns A through D of this sheet
What You Get
- Column A: template name
- Column B: MaintainX template ID
- Column C: number of checklist items in the template
- Column D: creation date
- Every template in your account, one row each — ready to sort by name to spot near-duplicates
What If the Data Is Not Quite Ready
You want to sort by name to visually identify near-duplicates
List all MaintainX procedure templates and write name, ID, checklist item count, and creation date into columns A through D — sort alphabetically by name so similar templates appear adjacent to each other
You want to flag templates with fewer than 3 checklist items as likely incomplete
List all MaintainX procedure templates and write name, ID, checklist item count, and creation date into columns A through D — then write INCOMPLETE in column E for any template with fewer than 3 checklist items
You need the template description as well to distinguish near-duplicates
Export all MaintainX procedure templates into columns A through E with name, ID, description, checklist item count, and creation date so I can compare similar templates by their descriptions
Full template audit in one shot: pull, flag duplicates by name prefix, sort, annotate age
List all MaintainX procedure templates and write name, ID, checklist item count, and creation date into columns A through D — sort by name, write REVIEW in column E for any template name that starts with the same first three words as another template in the list, and flag AGING in column F for any template created before 2023-01-01
One prompt gives you an annotated library ready to walk into the QA audit.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet. Ask it to export your full MaintainX procedure template library with checklist counts and creation dates so you can identify duplicates before cleanup. Then check the spoke on exporting work orders if you want to verify which templates are actually being used in active jobs.