Manage Data Shuttle workflows

You can run a workflow at any time. You can also edit or delete the workflow if you’re not using it anymore. 

Log in to Data Shuttle

Prerequisites

Data Shuttle is a premium application. To check your access level, log in at datashuttle.smartsheet.com.

To use Data Shuttle you must:

• Be a Licensed User
• Have Owner, Admin, or Editor permissions on the target sheet
• Have Data Shuttle Premium Application permissions enabled in User Management by your Smartsheet System Admin.

Edit or delete a workflow

To change a workflow (for example, to change the frequency of a workflow schedule), hover over the workflow and select the Moreicon. 

If there was an error on the last workflow run or a workflow configuration error  (the source sheet has been deleted, for example), Last run will show an error icon and message. To fix the issue, edit the workflow and re-publish it.

Edit and add new columns to a workflow

You may need to change the structure of your source file as your process evolves.

To ensure the new structure is maintained in your target sheet:

1. Edit your source file with the new column headers or additional columns.
   If using an Excel or CSV file, upload the new source file to your source location, and edit the target sheet with updated column headers or additional columns.
2. Go to Source > Source Location and then select a different source location. For example, if your source is Google Drive, switch to Smartsheet.
3. Switch the source location back to your original selection.
   NOTE: You may need to reselect your Attachment Sheet or File Name.
4. Click the Next button until you get to the Mapping page. Map your Input Columns and Expressions again. Learn more about mapping columns here. 
   NOTE: You may need to map all your columns again, not just the ones you added and edited.

That’s it! You can now activate and run your workflow. 

Pause a workflows

DataShuttle will pause workflows that continuously error and fail. The last run status in your dashboard will reflect the paused status. Errors resulting in partial data load will not pause your workflow.

To reactivate a paused workflow, select Review and edit your configuration to ensure it runs successfully next time. Save the workflow so it can run again and resume scheduled activities.

Archive a workflow 

Archiving a workflow moves it to your archive and pauses the workflow. You have 90 days to restore the workflow before it is permanently deleted. 

If you restore your workflow, the settings do not change, and the workflow runs on your schedule. When a workflow is archived, it does not run, but you can access the activity log.

Before 90 days have lapsed, you can permanently delete a workflow from your archive.  If you permanently delete a workflow, the activity log will no longer be available. 

View changes to a workflow

To view changes to a workflow, select the More iconand then select Activity log. The activity log lists workflow actions, including changes to the source, target, or updates to the schedule. 

View workflow run log messages

You will see a status indicator for your workflow on the Data Shuttle dashboard: 

• A green checkmark tells you your workflow has run successfully. 
• A yellow caution sign indicates something is wrong with your Data Shuttle workflow, but some data has moved successfully. 
• A red exclamation mark lets you know something is wrong and that your workflow has failed. 

The log message shows the error when a workflow fails and provides troubleshooting guidance. Depending on the error instructions, you may need to edit the workflow settings, fix the file or file format, and/or re-upload a new source file.

When a workflow runs, the run log will provide details as follows:  

• To access log messages, click the date under Last Run.