The Scenario
Q1 planning is next week and the boards are cluttered with 90 completed project items from 2023. The project coordinator has the item IDs in a Google Sheet — it was built when they archived a batch of boards last year and the items were never cleaned up. Before the planning session, every one of those 90 items needs to be archived so the boards are readable again.
The bad version:
- Open monday.com, search for the first item ID, right-click the item, select Archive, confirm.
- Repeat 89 more times.
- At item 60, accidentally delete instead of archive because the right-click menu options are close together.
- Spend 15 minutes figuring out if the deleted item can be recovered.
- Finish the job an hour later, question whether you got all of them.
Ninety individual archive operations, each requiring navigation and a confirmation click, is not a reasonable way to spend time in the week before a planning cycle.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the item ID list and sends archive or delete commands to monday.com through its built-in integration — processing all 90 in one shot.
Archive every monday.com item ID listed in column A of the 'Old Items' sheet
What You Get
- All 90 items archived in one operation.
- Items already archived skipped without error.
- Items not found on any board flagged in column B with "Not found."
- A count of successfully archived items written at the end of the log.
What If the Data Is Not Quite Ready
Some items should be deleted rather than archived based on a flag in column B
For each row in 'Old Items': if column B says 'Delete', delete the monday.com item in column A permanently. If column B says 'Archive' or is blank, archive it. Write the action taken into column C
You need to verify item status before archiving — only archive 'Done' items
For each item ID in column A of 'Old Items', check the current Status on monday.com. If Status is 'Done', archive the item. If not, write the current status into column B and skip the row
The list includes items from multiple boards and you need to log which board each item was on
Archive every item ID in column A of 'Old Items'. Write the board name and board ID that each item belonged to into columns B and C before archiving, so you have a record of where each item lived
Kill chain: verify status, log board source, archive eligible items, and flag exclusions
In 'Old Items': for each item ID in column A, fetch its current Status and board name from monday.com. Write Status into column B and board name into column C. Archive all items where Status is 'Done' and write "Archived" into column D. For all other items, write the Status into column D with a note "Skipped — not Done".
One prompt validates, logs, and archives — leaving a clear trail of what was touched and what was skipped.
Try It
Get the 7-day free trial of SheetXAI and open the Google Sheet where your team maintains lists of completed or outdated project items, then ask SheetXAI to clean them up in monday.com. See also: Bulk update item column values and the monday.com hub overview.