Google Sheets Understanding Data Synchronization: How Data Stays Up-to-Date

Once the connection is established and mappings are confirmed, the Google Sheets AI Agent continuously maintains synchronization between the PortPro TMS and the selected Google Sheet.

TMS to Google Sheets: The Primary Flow

The primary direction of data flow is from the PortPro TMS to the connected Google Sheet worksheet. The general behavior includes:

• Continuous Monitoring:
  The agent actively monitors the PortPro TMS for any updates related to the configured data mappings.
• Near Real-Time Updates:
  Changes made in the TMS are reflected in the Google Sheet in near real-time. While timing may vary, the system is designed for rapid synchronization to ensure the Google Sheet remains current.
• How Changes Are Handled:
      New Records:
      When a new record (e.g., a newly created load) matches the defined criteria and mappings,        the agent adds a corresponding row in the Google Sheet worksheet.                                          Updated Records:
     When an existing TMS record is modified (such as a change in container status), the agent        identifies the corresponding row in the Google Sheet using the Primary Key and updates the     mapped columns with the latest information.                                                                                   Deleted Records:
     If a record is deleted from the TMS, the agent removes the corresponding row from the               Google Sheet to ensure consistency.

 New Feature: Spreadsheet-Initiated TMS Data Refresh via Matching Primary Keys

A new feature introduces a reverse interaction triggered from the Google Sheet side, based on matching Primary Key values:

• Scenario:
  When a new row is manually added to the connected Google Sheet worksheet—and the Primary Key column is populated with a value that matches an existing record in the PortPro TMS—a specialized process is activated.
• Polling Mechanism:
  The agent periodically polls the Google Sheet (typically every 1 to 5 minutes) to detect newly added rows containing Primary Keys that match TMS records.
• TMS Data Refresh:
  If a match is detected, the agent disregards any manually entered data in the other columns of the row. Instead, it uses the Primary Key to fetch the complete and authoritative record from the PortPro TMS and overwrites the entire row in the Google Sheet with this accurate TMS data.
• Purpose:
  This feature reinforces the PortPro TMS as the single source of truth, even when placeholder rows or external integrations introduce new data into the Google Sheet. It ensures consistency and prevents incorrect or incomplete data from persisting in the spreadsheet.
• Important Note:
  This is not bi-directional synchronization in the sense that changes to existing data in Google Sheets will update TMS. This feature specifically addresses newly added rows in Google Sheets that have a Primary Key matching an existing TMS record, triggering a refresh of that Google Sheet row from TMS data.