Google Sheets Frequently Asked Questions

Modified on Wed, 9 Jul at 8:04 PM

Q1: How often does the data sync from PortPro TMS to a Google Sheet?
A1: Synchronization occurs in near real-time. Most changes in the TMS are reflected in the connected Google Sheet within a few moments to a couple of minutes, depending on system load and volume of changes.

Q2: Can multiple Google Sheets be connected to a PortPro TMS account?
A2: This depends on how the agent interface is designed in the PortPro AI Marketplace. Typically, one Google Sheet connection is configured per instance of the agent. However, it may be possible to set up multiple agent instances or configurations if the platform allows. Refer to the agent interface for available connection management options.

Q3: What happens if a mapped column in the Google Sheet is renamed?
A3: Renaming a mapped column will likely disrupt synchronization for that specific data field. The agent depends on column names (or underlying IDs) established during setup. If renaming is necessary, the mapping configuration should be updated accordingly within the PortPro AI Agent interface.

Q4: What occurs if a synced row is accidentally deleted from the Google Sheet?
A4: If the corresponding record still exists in PortPro TMS, the agent will detect its absence during the next sync cycle and re-add the row, based on the Primary Key.

Q5: Can formulas in other columns reference synced data?
A5: Yes. Synced data can be used to support formulas, charts, pivot tables, and other Google Sheets functionality in adjacent columns or additional worksheets.

Q6: Does the agent sync all TMS fields or only specific ones?
A6: Only fields explicitly mapped during setup are synced. The agent syncs only selected TMS data fields as defined by the user during configuration.

Q7: Is a Google account password stored by PortPro?
A7: No. Authentication uses OAuth 2.0, a secure standard. Login is handled directly by Google, and PortPro receives a token that allows data access without ever storing or seeing the account password.

Q8: What is the polling feature for rows added in Google Sheets?
A8: When a new row is added to a Google Sheet with a Primary Key matching an existing TMS record, the agent detects this (polling every 1–5 minutes) and updates the row with current data from TMS. This ensures the TMS remains the authoritative source.

Q9: Can any user connect the Google Sheets Agent, or is it limited to admins?
A9: Any authenticated PortPro user with sufficient Google Sheet permissions can initiate and manage a connection. Admin privileges within PortPro are not required.

Q10: How can a specific TMS record be removed from the Google Sheet?
A10: The best approach is to ensure the record no longer meets the synchronization criteria or to delete the record from the TMS itself. When a record is deleted in TMS, the corresponding row in the Google Sheet will also be removed by the agent.