The Scenario
IT has an annual access review due next Friday. Every SaaS tool the company uses needs to have its user list audited against the HR system: who has access, what role do they have, are there any accounts that belong to people who left. The Zoho Desk leg of this audit requires a complete list of all 35 agents — name, email, role, confirmation status, and whether they're a light agent. That data lives in the Zoho Desk admin panel and there's no native export button.
The bad version:
- Open Zoho Desk admin, navigate to Agents.
- Note the first agent's name, email, and role in a spreadsheet. Check the confirmation status. Check the light-agent checkbox status.
- Move to the next agent. Repeat 34 more times.
- Finish at agent 28 and realize you forgot to note the light-agent field for the first ten. Go back.
Thirty-five agents is about 90 minutes of manual row-filling if you're careful. If you're rushing because the audit deadline is in two days, it's 60 minutes of work and a Sheet you're not confident in.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It connects to Zoho Desk, reads the full agent roster, and writes every field you need into the Sheet in one pass — no clicking through admin screens, no missing the light-agent checkbox.
List all active agents in Zoho Desk and write agent name, email, role, confirmation status, and whether they are a light agent into this sheet
What You Get
- All 35 active agents in a single Sheet, one row each
- Columns for name, email, role, confirmation status (Confirmed or Pending), and a true/false for light-agent status
- The data reflects the current state of the Desk account at the time of the pull
- Any agents that returned incomplete data are flagged rather than silently omitted
What If the Data Is Not Quite Ready
You need to include inactive or deactivated agents for a full access review
List all Zoho Desk agents — both active and inactive — and write agent name, email, role, confirmation status, account status (active or inactive), and light-agent flag into this sheet
The audit covers everyone who has ever had access, not just the 35 currently active.
You need department assignments for each agent, not just their role
List all active Zoho Desk agents and write agent name, email, role, confirmation status, light-agent flag, and their department assignments into this sheet — if an agent belongs to multiple departments, list the department names separated by commas in one column
The Sheet shows exactly which queues each agent has access to, which is what the security team actually needs.
You need to cross-reference against a list of departed employees
List all active Zoho Desk agents and write agent name and email into columns A and B; then check each email against the list of departed employee emails in column D and write 'MATCH - REVIEW' in column C for any agent whose email appears in column D, or 'OK' if it doesn't
The audit result arrives pre-flagged — the IT team goes straight to reviewing the MATCH rows.
Full kill chain: pull roster, flag unconfirmed accounts, and identify departed employees
List all Zoho Desk agents (active and inactive) and write agent name, email, role, confirmation status, account status, and light-agent flag into columns A through F; flag any unconfirmed account with 'UNCONFIRMED' in column G; check each email in column B against the departed employee list in column I and flag matches with 'DEPROVISIONING NEEDED' in column H
One prompt delivers the complete audit dataset — current access, confirmation gaps, and likely ghost accounts — so the IT team can start actioning it immediately.
The pattern: combine the data pull with the cross-referencing logic in a single prompt so the Sheet arrives as a working audit artifact, not a starting point.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to pull the full Zoho Desk agent roster with confirmation status and light-agent flags so your access review is a matter of reading the output. For related tasks, see how to export the full contact list for CRM deduplication, or return to the Zoho Desk overview for the complete list.