Google Sheets Managing the Connection and Best Practices

Effectively managing the connection ensures reliable data synchronization and maximizes the benefits of the Google Sheets AI Agent.

Viewing Connection Status

Within the Google Sheets AI Agent interface in the PortPro AI Marketplace, the following information is typically visible:

• Current Connection Status: Indicates whether the agent is actively "Connected," "Disconnected," or if there's an "Error." This provides a quick understanding of whether data is flowing as expected.

• Connected Sheet Information: Typically shows the name and URL of the Google Sheet currently linked to the agent, helping confirm that the correct file is in use.

• Last Sync Time: Some interfaces display the timestamp of the last successful data synchronization, giving insight into data freshness.]

Tips for Maintaining Data Integrity

• Consistent Column Headers: Maintaining consistent column headers in the Google Sheet prevents confusion during mapping reviews or modifications. Renaming columns used for synchronization should be avoided.

• Avoid Modifying Mapped Columns Manually (Unless Intending to Trigger TMS Refresh): For columns receiving data from TMS, direct edits in Google Sheets may be overwritten by the agent during the next sync cycle or polling.

• Primary Key Uniqueness: The Primary Key column must always contain unique values for each distinct record to prevent synchronization errors and data corruption.

• Sufficient Permissions: The Google account used for authentication must retain appropriate permissions (e.g., view and edit access) to the relevant Google Sheet. Changes in sharing settings or access rights can disrupt synchronization.

• Regularly Check Logs (If Available): When the agent provides activity or error logs, periodic review is recommended to proactively identify and address potential issues.

• Be Mindful of Google Sheets Quotas: For large datasets or high-frequency updates, Google Sheets API usage quotas may affect performance if exceeded.

Disconnecting the Agent

Disconnection from the Google Sheet can be done at any time—useful when synchronization is no longer needed, when switching to another sheet, or for troubleshooting.

1. Open the Google Sheets AI Agent interface in the PortPro AI Marketplace.

2. Locate the "Disconnect," "Remove Connection," or similarly labeled option.

3. Confirm the disconnection when prompted.

Effect of Disconnection:

Upon disconnection, all synchronization between PortPro TMS and the specific Google Sheet stops immediately. Existing data in the sheet remains unchanged, but no further updates will be received. Associated configurations, such as field mappings, are typically removed or deactivated.