The Scenario
The IT audit request came in last Thursday: provide a full inventory of every Trello board in the company workspace — name, visibility setting, open or archived, last activity date — by the end of the month. You open the Trello workspace. Over 30 boards, scattered across multiple teams, some archived, some with names that give no indication of their current status.
The bad version:
- Click into each board one at a time to check its settings and status.
- Open the board settings panel, copy the visibility and status into your spreadsheet, close, navigate back to the workspace.
- Realize after board 15 that you've been capturing the wrong permission field and have to redo the first half.
A workspace inventory is exactly the kind of one-time bulk export that should not be done by clicking through 30 settings panels.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It calls the Trello API, fetches every board in your organization with its metadata, and writes the inventory into your sheet in one pass.
Open a blank sheet and paste:
List all boards in our Trello organization and write the board name, description, URL, permission level, and open/closed status into this Google Sheet.
What You Get
- One row per board with name, description, URL, permission level, and open/closed status.
- Archived boards appear in the output clearly labeled — not silently excluded.
- The URL column makes it easy to navigate directly to any board from the spreadsheet.
- The output is ready for filtering or sharing with the audit team without reformatting.
What If the Data Is Not Quite Ready
You also need last activity date and member count per board
Fetch all boards in the Trello workspace and write board name, last activity date, member count, and number of open cards into this Google Sheet. Sort by last activity date descending.
You want to separate open and archived boards into different tabs
List all boards in our Trello organization. Write open boards into a tab called "Active" with board name, URL, and permission level. Write archived boards into a tab called "Archived" with the same columns.
You need to filter to boards within a specific team or label
List all boards in our Trello organization. For each board, write the board name, team name (if any), URL, and visibility into this sheet. Filter to only boards that are set to "private" visibility.
Full governance export in one shot
List all boards in the Trello workspace. For each board, write: board name, description, URL, permission level, open or closed status, last activity date, number of members, and number of open cards. Sort by last activity date ascending so the most stale boards appear first.
The pattern: pull the full workspace picture into a sheet first, then apply filters and thresholds on your own terms.
Try It
Open a blank Google Sheet and Get the 7-day free trial of SheetXAI — then ask it to generate a full board inventory from your Trello workspace and hand it to the audit team by end of day. See also auditing board member access or the Trello integration overview.