Excel Sheet Managing Connection and Best Practices

Effectively managing the connection ensures reliable data synchronization and maximizes the value of the Excel Spreadsheet AI Agent.

Viewing Connection Status

Within the Excel Spreadsheet AI Agent interface in the PortPro AI Marketplace, the following information can typically be viewed:

• Current Connection Status: Indicates if the agent is actively "Connected," "Disconnected," or in an "Error" state. This quickly shows whether data is flowing as expected.

• Connected File Information: Displays the name and possibly the path or a unique identifier for the Excel file currently linked to the agent, confirming the correct file is in use.

• Last Sync Time: Some interfaces may display the timestamp of the last successful data synchronization, providing an idea of how recent the data is.

Tips for Maintaining Data Integrity

• Consistent Column Headers: While the agent relies on initial mapping, keeping column headers consistent in the Excel sheet helps prevent confusion if mappings need to be reviewed or modified. Avoid renaming columns that are actively used for synchronization.

• Avoid Manual Modifications to Mapped Columns (Unless Triggering a TMS Refresh): For columns mapped to receive data from TMS, direct edits in Excel will be overwritten during the next sync cycle (for existing rows) or through the polling feature (for newly added rows with matching primary keys).

• Primary Key Uniqueness: Ensure the Primary Key column in the Excel sheet contains unique values for each distinct record. Duplicate Primary Key values can cause unpredictable synchronization behavior and data corruption.

• Sufficient Permissions: The Microsoft account used for authentication must maintain read and write access to the Excel file and its storage location (OneDrive or SharePoint). Changes in permissions can disrupt synchronization.

• Regular Log Checks: If the agent provides access to activity or error logs, review them periodically to proactively identify and address potential issues.

Disconnecting the Agent

The Excel Spreadsheet AI Agent can be disconnected from an Excel file at any time. This may be necessary when synchronization is no longer required, when switching to a different file, or when troubleshooting.

1. Navigate to the Excel Spreadsheet AI Agent interface within the PortPro AI Marketplace.

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

3. Confirm the disconnection when prompted.

Effect of Disconnection: Once disconnected, all synchronization between PortPro TMS and the Excel file stops immediately. The data already in the Excel sheet remains as it was at the moment of disconnection, but no further updates from TMS will occur. Any configurations tied to that specific connection, such as field mappings, will typically be removed or deactivated.