Excel Sheet Scope of Service and Limitations

Understanding what the Excel Spreadsheet AI Agent can and cannot do is essential for leveraging its capabilities effectively and planning workflows accordingly.

In-Scope Capabilities

• Secure Connection: Establishes a secure connection to an Excel file stored in Microsoft OneDrive or SharePoint using Microsoft's standard authentication protocols, ensuring safe handling of all data.

• Worksheet Selection: Enables specification of the exact worksheet (tab) within the Excel file where synchronization will occur—particularly useful for complex spreadsheets containing multiple datasets.

• Data Mapping: Provides an interface to map data fields from PortPro TMS (typically from the Load Object containing shipment, container, and related information) to specific columns in the selected Excel worksheet, ensuring accurate placement of information.

• Primary Key Designation: Requires designation of one column in the Excel sheet as the Primary Key. This unique identifier is essential for accurate updating of existing records and addition of new ones without duplication.

• One-Way Data Synchronization (TMS to Excel):

  • Adds new records from TMS to the Excel sheet if they match defined criteria.

  • Updates existing records when corresponding data changes in TMS.

  • Deletes records from the Excel sheet if the corresponding TMS records are removed.

• TMS Data Refresh for New Excel Rows (Polling Feature): When a new row is added to the Excel sheet with a Primary Key matching an existing TMS record, the agent detects this during its regular polling cycle (approximately every 1–5 minutes), retrieves the complete record from TMS, and overwrites the row in Excel with authoritative data to maintain consistency.

• Error Logging: Logs basic operations and errors to assist with troubleshooting and diagnosis.

• Disconnection: Allows the agent to be disconnected from the Excel file at any time, stopping all synchronization activities.

Out-of-Scope Limitations

• True Bi-Directional Synchronization: Changes made to existing Excel data are not synced back to PortPro TMS. Data flow is primarily from TMS to Excel, with the polling feature limited to refreshing newly added rows containing matching Primary Keys.

• Complex Data Transformations or Calculations: Designed for data replication, not for performing advanced transformations or calculations in Excel. Any calculations should be handled in separate, non-synced columns or sheets.

• Real-Time Error Alerts: While errors are logged, the agent may not provide immediate alerts or notifications for all issues. Status or logs should be checked proactively if a problem is suspected.

• Performance on Very Large Excel Files: Extremely large files (tens of thousands of rows or highly complex structures) may experience performance degradation. Keeping files streamlined is recommended.

• Advanced Data Validation or Cleaning: Transfers data as-is from TMS, with only basic type checks. Data quality control should be managed within TMS.

• Support for Non-Standard Excel Features: Certain features—such as macros, embedded objects, or highly complex formulas—may not be supported and could interfere with synchronization if they alter mapped columns unexpectedly.

• Granular Access Control: Operates with file-level permissions and does not manage specific cell- or range-level access restrictions within the Excel sheet.