The Scenario
The design team lead got a question from the head of design at 4:30 PM: "Can you send me a list of all the whiteboards from the Q1 discovery sessions so we can archive the important ones before the storage audit?"
The design lead opens Zoom. She navigates to the Whiteboards section. She can see them in a grid — small thumbnails, no sortable list, no column for "created date." She starts scrolling.
There are 60 whiteboards. Some are named. Some are "Untitled Whiteboard" with a timestamp. She can't tell which ones are from Q1 without opening each one.
She needs an inventory in a Google Sheet by end of day, and she needs to trigger PDF exports for the ones the team marks for archiving.
The bad version:
- Open each whiteboard one at a time to check the creation date and owner.
- Write the name, owner, and date into the sheet by hand.
- Repeat 60 times.
- For the 15 marked "archive," navigate to each one again and trigger the export manually.
That's 75 interactions with the Zoom UI. For a list that should be a click.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. Through its built-in Zoom integration, it can list all accessible whiteboards and trigger export tasks for selected ones.
List all Zoom whiteboards accessible to me and write whiteboard ID, name, owner, created date, and last modified date into this sheet
What You Get
- One row per whiteboard with ID, name, owner, creation date, and last modified date.
- Sortable by date — finding the Q1 whiteboards is a filter, not a scroll.
- The inventory is shareable immediately so the head of design can mark the ones to archive.
- Once the "archive" column is filled in, one more prompt triggers the PDF exports.
What If the Data Is Not Quite Ready
You need to trigger PDF exports for rows where the team has marked column F "export"
For every whiteboard ID in column A where column F says 'export', create a Zoom whiteboard PDF export task and write the export task ID to column G
You want the inventory filtered to only whiteboards created in Q1 2026
List all Zoom whiteboards accessible to me. Only include whiteboards where the created date falls between January 1, 2026 and March 31, 2026. Write whiteboard ID, name, owner, created date, and last modified date to this sheet.
Whiteboards are shared across multiple team members — you need inventories for three specific users
Column A has three Zoom user emails. For each user, list all whiteboards they own and append each whiteboard as a row with columns: OwnerEmail, WhiteboardId, Name, CreatedDate, LastModifiedDate
Full archive workflow: list, let team mark, trigger exports, and log results in one session
First, list all Zoom whiteboards accessible to me and write whiteboard ID, name, owner, created date, and last modified date to columns A through E. Leave column F blank for the team to fill in 'export' or 'keep'. Then, when I run the next prompt, for every row in column A where column F says 'export', create a Zoom whiteboard PDF export task and write the task ID to column G and 'export triggered' to column H.
Two prompts, full archive workflow.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to list all your Zoom whiteboards with metadata. For inventorying recordings instead, see the spoke on pulling cloud recording metadata, or the hub overview on all the ways to connect Zoom to Google Sheets.