The Scenario
The IT admin got a message from the COO on a Monday morning: the company is migrating from the current monday.com structure to a consolidated workspace model, and someone needs to document everything that exists before the migration plan can be finalized. That someone is now you. Two hundred people's worth of workspaces, boards, and folders. Nobody has a current list. The consolidation call is in four days.
The bad version:
- Open monday.com, navigate to the workspace list, start a new spreadsheet, and begin typing: workspace name, boards in that workspace, folders.
- Board names inside a workspace aren't sorted alphabetically, so you have to scroll through each workspace's board list carefully to make sure you're not missing anything.
- After two hours you've documented 3 of 12 workspaces and realize you also need item counts per board, which means clicking into each board to see the count since the workspace list view doesn't surface that.
The migration plan can't be finalized without this inventory. Doing it manually would take the better part of a day, and the data would be stale by the time you finished.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your monday.com account, traverses all workspaces and boards, pulls the item counts, and writes a complete structured inventory into your sheet — in a fraction of the time it would take manually.
List all monday.com workspaces and for each workspace fetch all boards and folders, then write workspace name, board name, folder name, and item count into this sheet as a full account inventory
What You Get
- One row per board across all workspaces, with workspace name, board name, folder name (if applicable), and item count.
- Boards not in a folder listed with a blank folder column so the structure is clear.
- The inventory sorted by workspace name, then board name, so it's navigable immediately.
- Any workspace or board that can't be fetched flagged with the error reason so you know what needs manual follow-up.
What If the Data Is Not Quite Ready
You need docs and forms listed alongside boards
The migration scope includes all objects, not just boards.
Fetch the full contents of monday.com workspace ID 556677889 — all boards, docs, and forms — and write each object's name, type (board/doc/form), and parent folder into my 'Workspace Audit' sheet.
You want to flag workspaces with fewer than 3 active boards
Small workspaces are candidates for consolidation. Surface them automatically.
List all monday.com workspaces and the board count for each. Write workspace name and board count into this sheet. Flag any workspace with fewer than 3 boards with 'CONSOLIDATION CANDIDATE' in column C.
Some boards are archived and you need to exclude them
The inventory should only reflect active boards.
List all monday.com workspaces and for each workspace fetch only active (non-archived) boards with their folder names and item counts. Write workspace name, board name, folder, item count, and status into this sheet.
The full pre-migration inventory in one shot
List all monday.com workspaces. For each workspace, fetch all active boards and docs — include board/doc name, type, folder name, item count (for boards), creation date, and last modified date. Flag any workspace with fewer than 3 active boards as 'CONSOLIDATION CANDIDATE' in a Status column. Sort by workspace name, then by type (boards before docs), then by name.
A complete account map ready to hand to the migration planning team.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to inventory your entire monday.com account before your consolidation planning call. Related workflows: auditing workspace docs or generating a cross-board status snapshot for leadership.