Validate export documents
Exports a sheet, checks the status of each document in an external portal, and emails a report.
Overview
Documents in an external portal need to be checked against a list in Smartsheet. This automation exports the list, looks up each document, records the number, activation date, and status, and handles missing documents as exceptions. The results are emailed as a report.
What has changed
- Eliminates repetitive manual work
- Checks are faster and more consistent
- Improved traceability
At a glance
In één oogopslag
Overzicht
Documents in an external portal need to be checked against a list in Smartsheet. This automation exports the list, looks up each document, records the number, activation date, and status, and handles missing documents as exceptions. The results are emailed as a report.
Wat er verandert
- Eliminates repetitive manual work
- Checks are faster and more consistent
- Improved traceability
How it works.
What it does per document
- Exports the sheet from Smartsheet to Excel
- Converts the data into a list of records
- Looks up each document in the external portal
- Records the document number, activation date, and status
- Handles unavailable documents as exceptions
- Writes the output and emails it to the recipients
Rules
A document only counts if it is found in the portal and its status is active; any document that is unavailable is treated as an exception. The same input always leads to the same outcome, and every run leaves an audit trail that can be reviewed.
Check out other automations.
Frequently asked questions.
No. The digital colleague works in the screens and systems your team already uses, whether they are legacy applications without an API or modern ones, so there is nothing to replace.
Yarado builds it, runs it and monitors it. When a screen or a system changes, we adjust the automation, so your team needs no developer or automation skills of its own.
Yes. Every run is recorded in the Yarado portal, where you can see which processes ran, when they last ran, what they produced and what went wrong. Depending on the automation, the processing log is also emailed to the team that needs it.
Yarado monitors every run and is alerted automatically when one fails, so a problem is picked up on our side. Cases that need a person are reported to your team with the reason, in the portal or by email.
Yes. Automations are built around your own steps and systems, and this page is just one example of what is possible. A first automation is typically live in weeks, not months.