The Scenario
The workspace admin got the fiscal year-end task: archive 20 completed project boards before the org's Trello plan renews. The list of board IDs came from Finance. The boards are spread across multiple workspaces, none of them are visible in the admin's default view, and doing this manually means finding each board by ID, navigating to its settings, and clicking Archive. Twenty times.
The bad version:
- Take the first board ID from the Finance list, search for it in Trello, navigate to its settings
- Click Archive, confirm the prompt
- Repeat 19 more times, keeping track of which ones you've done in a separate tab
The Finance team sent a spreadsheet. The work is in the spreadsheet. The clicking in Trello is pure overhead.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the board IDs from your spreadsheet and can archive each board via the Trello API, writing confirmation back into the sheet row by row.
The prompt to run:
For each board ID in column A of this sheet, archive (close) that Trello board. Write 'archived' into column B and the board name into column C when each operation is complete. If a board is already archived or the ID is invalid, note that in column B instead.
What You Get
- Each board in column A archived in Trello
- Column B: "archived", "already archived", or error note per row
- Column C: the board's name (confirmed from Trello before archiving)
- A complete audit trail of what was done and when
What If the Data Is Not Quite Ready
You want to preview board names before archiving
For each board ID in column A of this sheet, fetch the board name and write it into column B. Do not archive yet — I want to review the names first.
Some boards should be skipped based on a flag in the sheet
For each row in this sheet where column C is 'yes', archive the Trello board with the ID in column A. Write 'archived' into column D when done. Skip rows where column C is not 'yes'.
You need to export board data before archiving
For each board ID in column A of this sheet, fetch all open cards (card name, list, due date) and write them to a new tab named after the board ID. Then archive the board and write 'archived' into column B of this sheet.
Archive with a final comment on each board's most recent card
For each board ID in column A, find the card with the most recent activity. Add a comment to that card saying 'Board archived as part of FY end close on [today's date].' Then archive the board and write 'archived' into column B.
That last version creates a paper trail inside Trello itself, so anyone who finds an archived board later knows exactly when and why it was closed.
Try It
Get the 7-day free trial of SheetXAI and open the Google Sheet with your board IDs in column A. The bulk archive operation runs in one prompt and writes confirmation row by row. Also see how to inventory Power-Ups across boards and the Trello hub.