Edit, manually run, or delete workflows in Data Shuttle

Applies to

Smartsheet Advance Package

Capabilities

Who can use this capability

Permission requirements icon Anyone with active Smartsheet license with any paid user role, internal permissions to use cloud drives where your data is located and Admin, Owner, or Editor access on the target sheet can create and own Data Shuttle workflows. A license is required to own any source and target Smartsheet used in Data Shuttle configurations.

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

Manually run a workflow 

  • Go to the workflow and then click Run

Edit a Workflow

You can make changes to an existing workflow (for example, you would like to change the frequency of a workflow schedule).

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 and the Edit icon will appear in red.

Edit and Add New Columns

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 enable and run your workflow. 

Delete a workflow

  • Hover over the menu and then click Delete workflow. 

Paused 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 a partial load of data 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.

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 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. 

Run Log Report Types

Description

Rows updated

Number of rows updated in the target file.

Rows added

Number of rows added to the target file.

Rows deleted

Number of rows deleted from the target file.

Rows filtered

Number of rows containing filtered data on the target file.

Rows unaffected (sheets)

Number of rows where data already exists and is consistent with the source. These rows remained unchanged.

Rows unaffected (DataTable)

Based on the Row options you selected for your target file, the Run Log shows:

  • Number of rows that would be added if the Row options are set only to update existing rows.
  • Number of rows that would be updated if the Row options are set only to add new rows.
  • Number of rows will be at zero if both toggles under Row options are set to add and update.

Column choices updated

Number of rows where column choices were updated.

Rows updated and added (DataTable)

Number of rows both added and updated.