The Scenario
You're the QA lead. It's Sunday night and the testing week starts tomorrow. You need to know exactly which bug stories are currently sitting in "Ready for QA" state, assigned to your team, so you can load-balance the work before standup. That information is in Shortcut — but only if you go looking for it, and the search filters reset every time you close the view.
The bad version:
- Open Shortcut. Apply filters: type = bug, state = Ready for QA, team = QA Team.
- Look at the list. You can see the stories but you can't do anything analytical with them here. Try to export. Find that the export includes every column and clears your filters.
- Open the CSV. Delete 30 irrelevant columns. Realize "assignee" exported as a user ID, not a name.
- Spend 20 minutes matching IDs to names using a separate member list you also had to export.
You wanted a clean list for tomorrow's planning. You got a spreadsheet archaeology project instead.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It runs the search against Shortcut with your criteria and writes the results directly into the sheet in the layout you specify.
Open the SheetXAI sidebar and type:
Search Shortcut for all stories of type "bug" in workflow state "Ready for QA" and list their ID, name, estimate, and assignee in this sheet
What You Get
- One row per bug story matching the search criteria
- Story ID in column A, name in column B, estimate in column C, assignee display name in column D
- Headers in row 1
- A sidebar count of how many stories matched
What If the Data Is Not Quite Ready
You need to filter by both state and label
Find all Shortcut stories with the label "regression" and workflow state "Ready for QA" assigned to the group "QA Team" and export their name, state, estimate, and story URL into this sheet
You want to group results by assignee
Search Shortcut for all bug stories in "Ready for QA" state. Write the results to this sheet sorted by assignee name, so each person's stories are grouped together. Include story ID, name, estimate, and assignee.
You need to include stories in two different states
Search Shortcut for all bug stories in either "Ready for QA" or "In QA" state. Write story ID, name, current state, estimate, and assignee into this sheet — one row per story.
Pull the stories and immediately calculate the testing load per person
Search Shortcut for all bug stories in "Ready for QA" state. Write story ID, name, estimate, and assignee into columns A–D. Then in a separate section starting at row 1 of column F, create a summary table showing each assignee's name and total estimated points.
The point is the search runs once, with your exact criteria, and the result lands in the exact columns you need.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet before your next testing planning session, then ask it to pull the stories. See also Export Shortcut Iteration Stories to a Google Sheet or return to the Shortcut integration overview.