The Scenario
You are a PMO director at a financial services firm. The board presentation is in two days. Your managing director wants a portfolio heat map: all 30 active Motion projects, their names, statuses, due dates, and descriptions, in one sheet, so she can build the slide.
You have access to all 30 projects in Motion. Motion does not have a one-click export to a sheet. The last time you tried to put together a project list for a board deck, you copied it by hand — project name, status, due date — across 24 projects, and it took most of an afternoon.
The bad version:
- Open Motion. Navigate to the project list. Click Project 1. Copy the name, status, due date, and description into the sheet.
- Navigate back to the project list. Click Project 2. Copy.
- Realize at project 10 that you forgot to include the label column. Go back and add it. Re-do projects 1 through 9.
- At project 23, the description is three paragraphs long and you are not sure how much of it to include.
The presentation is in 48 hours. The slide does not build itself from a Motion screen.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It connects to Motion and pulls all your project data in one pass. Open the sidebar and ask.
List all projects in my Motion workspace and write each project's name, status, due date, description, and label to this sheet.
What You Get
- All 30 Motion projects written to the sheet: project name, status, due date, description, and label — one row per project.
- The sheet is ready to sort, filter, or hand to whoever is building the slide deck.
- No navigation between projects, no copying and pasting from detail pages.
What If the Data Is Not Quite Ready
You need overdue projects highlighted
The managing director specifically wants to see at a glance which projects are past due.
Fetch all Motion projects in workspace WS-001 and write project name, due date, and current status to columns A, B, and C — then highlight in red any project where the due date is before today.
You want to filter to active projects only
Your workspace has archived projects from previous quarters — you only want the currently active ones.
List all active Motion projects and write project name, status, due date, and description to columns A through D. Exclude any project with a status of Archived or Completed.
You need a summary count by status alongside the full list
The heat map needs a status breakdown at the top — how many projects are On Track, At Risk, and Overdue.
Fetch all Motion projects and write project name, status, and due date to the Detail tab. In the Summary tab, count projects by status and write one row per status value showing status name and project count.
Full portfolio report in one pass — project list, overdue flags, status summary, and a label breakdown
The board wants it all: full project list, overdue flagging, status rollup, and a label breakdown showing which practice areas have the most active work.
Fetch all Motion projects in my workspace. Write project name, status, due date, description, and label to the Detail tab. Flag in column F any project where the due date is before today as OVERDUE. In the Summary tab, create two tables: one showing project count by status, and one showing project count by label.
One prompt, board-ready output.
Try It
Open your portfolio workbook or a blank sheet, then Get the 7-day free trial of SheetXAI and ask it to pull all active Motion projects into a structured list. For related workflows, see how to bulk-create Motion projects from a pipeline sheet or export all Motion tasks for a status report.