Google Sheets Mapping Data: Telling the Agent What to Sync

Data mapping is a critical step in configuring the integration between the PortPro TMS and a selected Google Sheet. During this phase, each field from the PortPro TMS—such as "Load Number," "Container Status," or "Customer Name"—must be aligned with the appropriate columns in the chosen Google Sheet worksheet. Proper mapping ensures accurate data placement and effective synchronization.

Understanding Data Mapping

Data mapping serves as a set of instructions for the AI agent. For example, the "Load ID" field in the PortPro TMS may be configured to populate Column A in a Google Sheet, or into a custom-named column such as "Shipment Identifier."

Using the AI-Assisted Mapping Feature

To streamline the mapping process, the Google Sheets AI Agent may offer an AI-assisted mapping feature, which can include:

• Automatic Suggestions: Based on the existing column headers in the selected Google Sheet worksheet, the agent may suggest field-to-column mappings based on logical matches.

• Interactive Chat Interface: In some versions, an interactive chat interface may be available where mapping preferences can be described, and the AI will assist in building the configuration.

Note: AI-generated suggestions should always be reviewed manually. Final adjustments can be made to ensure the mappings align with intended outcomes.

The Crucial Role of the Primary Key

As part of the mapping setup, it is necessary to designate one column in the worksheet as the Primary Key. This is a vital requirement.

• What is a Primary Key?
  A Primary Key is a column that contains a unique value for each row. Examples include "Load Number," "Container ID," or another unique identifier used within the TMS.

• Why is it important?
  The AI agent relies on the Primary Key to:

  • Uniquely identify each row in the Google Sheet.

  • Accurately update existing records when TMS data changes.

  • Properly insert new rows for new TMS records without duplication.

  • Delete rows in the Google Sheet when corresponding records are removed from the TMS.

  • Enable the polling feature for intelligent record matching.

Important: The column selected as the Primary Key must contain only unique values for all synchronized records. Duplicate values in this column can result in synchronization errors or incorrect updates.

Reviewing and Confirming Mappings

Once all field mappings have been defined and the Primary Key has been selected, a thorough review is essential.

• Confirm that each TMS field is correctly aligned with the intended column in the worksheet.

• Verify the Primary Key assignment.

• After confirming accuracy, save the mapping configuration.

Saving the configuration will typically initiate the data synchronization process between the PortPro TMS and the designated Google Sheet.