The Scenario
Your colleague left last month. She owned the Spotlightr library for your course platform, and somewhere in her handoff notes is a Google Sheet with 45 training video URLs, titles, and project group names — a batch she never got around to uploading before her last day. The courses are supposed to go live in two weeks. You have the sheet. You have Spotlightr access. What you do not have is any intention of clicking through 45 video creation forms.
The bad version:
- Open Spotlightr, navigate to the first project group, click "Add Video," paste the source URL from row 2 of the sheet, type the title, save.
- Switch back to the sheet, scroll to row 3, switch back to Spotlightr, click "Add Video" again, paste the next URL, type the next title, pick the project from the dropdown — which is a different one this time.
- After an hour and 15 videos, realize you've misread one URL and the video at row 8 is loading a 404. Now you need to find which one it was.
The course launches in twelve days. Forty-five manual form submissions is not a plan — it's a week of your time dressed up as a task.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the columns, understands the structure, and talks to Spotlightr on your behalf. Open the sheet, open the SheetXAI sidebar, and describe what you need.
Create a Spotlightr video for every row in this sheet — use column A as the title and column B as the source URL, grouping each video into the project named in column C.
What You Get
- A new Spotlightr video created for each row in the sheet, with the title from column A and the source URL from column B.
- Each video assigned to the Spotlightr project group matching column C — if the group doesn't exist, SheetXAI flags it in column D rather than silently skipping.
- The returned Spotlightr video ID written back into column D for rows that succeed.
- Any rows with missing or malformed source URLs noted in column E so you can fix them without losing your place.
What If the Data Is Not Quite Ready
The source URLs are Google Drive share links, not direct file links
Spotlightr expects a direct file URL, not a Drive viewer link. If column B has share URLs in the format docs.google.com/file/d/... you need them converted before creation.
For each row in this sheet, check if column B is a Google Drive share link — if so, convert it to a direct download URL using the file ID, then create the Spotlightr video using column A as the title and column C as the project group.
Some rows are missing a project group name
If column C is blank on some rows, you don't want those rows to fail silently — but you also don't want to halt the whole batch.
Create Spotlightr videos for every row where column C is not empty — use column A as title and column B as source URL, write the video ID into column D, and write "skipped: no group" into column D for any row where column C is blank.
Videos span two different sheets in the same file
Your sheet has two tabs — "Module 1" and "Module 2" — each with the same column structure. You need both processed in one pass.
Create Spotlightr videos for every row in the "Module 1" tab and the "Module 2" tab — column A is the title, column B is the source URL, column C is the project group. Write returned video IDs into column D of each respective tab.
The titles need cleanup and the source URLs need validation before creation
Some titles in column A have trailing spaces and inconsistent capitalization. Some URLs in column B look like they might be redirect chains rather than direct files. You want a single prompt that cleans, validates, and then creates.
For each row in this sheet: trim and title-case the value in column A, check that column B is a reachable direct-file URL, then create the Spotlightr video using the cleaned title and the validated URL assigned to the group in column C. Write the video ID into column D or an error note if the URL failed validation.
One prompt handles the cleanup and the creation — you don't have to pre-process the sheet separately before handing it off.
Try It
Get the 7-day free trial of SheetXAI and open the sheet with your pending video uploads — titles in one column, source URLs in the next, project groups in the third. Ask SheetXAI to create all of them, write the IDs back, and flag anything that needs attention. Then link to sibling articles: Pull Spotlightr Analytics Into a Google Sheet and the Spotlightr hub.