Rpa_Skills/tests/evals/results/handoff/h-web-portal-screens-r1.md

Payer portal downloader - ops handover

Version: none (the bot has no version number, see section 10) · Written 2026-10-23 · Escalation: raise a ticket in the RPA Support queue

1. What the bot does

Every day at 07:00 (Windows Task Scheduler) the bot signs in to the payer web portal and downloads the remittance report of each provider as a CSV file. It reads the input Excel data/input/providers.xlsx: the portal username and password are on the Login sheet, and the providers are on the Providers sheet with their NPI, name and active flag. It produces one CSV per provider in data/downloads/, and one result workbook, data/output/Download_Report_<YYYYMMDD>.xlsx, with a Status and a Remarks column for each provider. When the report page fails to load it saves a screenshot to data/screens/<NPI>.png. The only app it drives is Google Chrome: it opens its own Chrome window.

2. How it works

Windows Task Scheduler (07:00 daily)
   └─ starts → bot (no window of its own) ──drives──> its own Chrome window → payer web portal
                    │                                   (do not touch this window while it runs)
                    ├─ reads  → data/input/providers.xlsx
                    ├─ writes → data/downloads/*.csv           (one CSV per provider)
                    ├─ writes → data/screens/<NPI>.png         (only when a page did not load)
                    ├─ writes → data/output/Download_Report_<YYYYMMDD>.xlsx
                    └─ writes → logs/bot.log                   (ops cannot open this)

• Task Scheduler starts the bot every morning. You will not see a bot window, only Chrome.
• The bot works through the Providers sheet from top to bottom, one provider at a time.
• The Chrome window is opened and closed by the bot. Any click in it can break the run.
• The output workbook is the place where ops checks the result. It is written once, at the end of the run.
• The log records one line per provider and the re-logins. Only the dev team can read it.

One run, step by step:

1. Read the input Excel: the login details and the list of providers.
2. Open Chrome and sign in to the portal. If the sign-in fails, every provider is marked Login Failed and the run ends.
3. For each provider: open the provider's remittance page.
4. If the portal sent the bot back to the sign-in page, sign in again and retry the provider.
5. Wait for the report grid. If the page says there are no results, the provider is marked No Data.
6. Click the CSV export and wait for a new CSV file to appear in data/downloads/.
7. Write the provider's row to the output workbook and go to the next provider.
8. Close Chrome and save Download_Report_<YYYYMMDD>.xlsx.

3. Before a run

• Google Chrome is installed on the machine.
• These folders exist next to the bot: logs, data/input, data/downloads, data/screens, data/output. The bot does not create any of them.
  • Without logs, the bot stops before doing anything.
  • Without data/output, no report is saved (E02).
  • Without data/screens, screenshots are lost without any message.
• The input file is at data/input/providers.xlsx and still has the sheet names Login and Providers.
• Login sheet: username in A2, password in B2. When the portal password changes, update B2, or the next run gives Login Failed for everyone (E01).
• Providers sheet, one provider per row, starting at row 2: column A = NPI, B = provider name, C = active flag.
  • Every row needs an NPI in column A. A row with column A empty is dropped without a message (E10).
  • Good: 1234567890 | Example Clinic | Y. Bad: (empty) | Example Clinic | Y.
• Active flag: to skip a provider, put a capital N in column C, and nothing else.
  • Good: N.
  • Bad: n, No or N (with a trailing space). The bot treats these as active and downloads the provider (E09).
• Don't run the bot twice on the same day unless you mean to. A second run replaces that day's report and downloads every CSV again (E11).
• You can't check which version is running (see section 10).

4. During a run

• Don't click, type in, or close the Chrome window the bot opened.
• Don't copy, move or open files in data/downloads/ while the bot runs. The bot counts any new CSV appearing there as the current provider's download (E08).
• To stop the bot: close the Chrome window it opened.
  • The run then ends after at most about a minute, and the report is saved with the providers done so far. The rest are missing (E03).
  • This is our best reading of the code. It has not been tested.
  • There is no Stop button.
• A run looks stuck when the Chrome window stays on the same page for more than 10 minutes.
  • Each step normally gives up by itself within 60 seconds.
  • There is no watchdog, so a page that never finishes loading can hold the run.
  • In that case, stop the bot as described above and raise a ticket.

5. Where to look when something goes wrong

Ops can open the output files and folders below. The log file and Task Scheduler history are for the dev team only.

Question	Where to look
Did the run finish?	data/output/ has Download_Report_<today's date>.xlsx, and it has one row per provider in the input. No file means E02. Fewer rows means E03.
Which providers failed?	Report workbook, Status column: red cells (Error), and Login Failed (no colour). Also check every Downloaded row whose Remarks say "portal maintenance - no file" (E04).
Why did one provider fail?	The Remarks column on the same row. For "Report grid did not load", open data/screens/<NPI>.png.
Is the CSV there?	data/downloads/. Files keep the portal's own names, not the provider's, so you can't tell from the file name which provider a file belongs to.
Did the bot already retry?	It retries only after the portal signs it out, and you can only see this in the log. If the Remarks say "Session expired", it already tried 3 times.
Which version is running?	You can't check this (section 10).

6. Statuses

The colour is the fill of the Status cell in the report workbook.

Status	Remarks	Colour	Meaning	What ops does
Downloaded	Report saved	green	A new CSV appeared in data/downloads/ after the export click	Nothing. If the CSV count looks wrong, see E08.
Downloaded	portal maintenance - no file	green	Nothing was downloaded. The portal showed a maintenance banner.	Needs follow-up. Treat it as not downloaded and get it re-run after the maintenance window (E04).
No Data	No remittances in the date range	green	The portal shows no remittances for this provider in its default date range	Nothing
Skipped - inactive provider	Marked N in the input	green	Column C had N, so the bot did not open this provider	Nothing, unless the provider should be active
Error	Report grid did not load	red	The report page did not appear within 30 s	E05
Error	Download did not finish	red	No new CSV appeared within 60 s after the export click	E06
Error	Session expired	red	The portal kept signing the bot out, 3 times in a row for this provider	E07
Login Failed	Check the portal username/password	no colour (white)	The first sign-in failed. Every provider gets this row and nothing is downloaded.	E01

7. Exception catalogue

ID	What you see	How the bot identifies it	Where it is recorded	Type	Who acts	What to do	Escalate when
E01	Every row says Login Failed - "Check the portal username/password" (no colour)	After clicking Sign in, it waits 30 s for the portal dashboard. If the dashboard never appears, it stops. A wrong password and a slow portal look the same.	Report workbook, every row. Nothing is in the log.	Business or System	Ops	Sign in to the portal by hand with the Login sheet details. If they fail, fix the password in the Login sheet (B2). If they work, the portal was slow, so request a re-run.	The details work by hand but the next run fails again. Send: report file name, run date.
E02	No Download_Report_<today>.xlsx in data/output/	Nothing. The bot stopped before it could save: a missing folder, missing input file, Chrome would not start, or the output folder is missing.	Nowhere ops can see. Only the dev team can see it, in Task Scheduler history.	System	Dev	Check the folders listed in section 3 exist, and that the input file is in place.	Always. Send: run date and time, and which folders exist under data/.
E03	The report has fewer rows than the input. The last providers are missing, with no Error row.	Nothing. An unexpected problem stopped the whole run: the sign-in page or the export button changed, a re-login after a sign-out failed, or the Chrome window was closed. The report is saved with the rows done so far.	Missing rows in the report. The cause is not in the report or the log.	System	Dev	Note the first missing provider. A re-run redoes all providers and replaces today's report (E11).	Always. Send: report file name, the first missing provider's NPI, run time, and whether anyone touched Chrome.
E04	Downloaded (green) with Remarks "portal maintenance - no file"	The portal page showed a maintenance banner. The bot writes Downloaded and moves on, without retrying.	Report workbook	System	Ops	No file was downloaded, although the row is green. Re-run after the portal maintenance ends, then check the row again.	Every provider shows it for 2 days in a row. Send: report file names.
E05	Error - "Report grid did not load"	It waits 30 s for the report grid on the provider's page. It does not retry.	Report workbook, plus a screenshot data/screens/<NPI>.png	System	Ops	Open the screenshot. If it shows a portal error or a slow page, request a re-run. If it shows a page you don't recognise (a changed layout, or a new prompt), escalate.	The same provider fails on 2 runs in a row. Send: report file name, NPI, screenshot.
E06	Error - "Download did not finish"	After clicking Export it checks data/downloads/ every second for 60 s. No new CSV appeared. No screenshot is taken.	Report workbook	System	Ops	The file may have arrived late. A late file can be counted as the next provider's download (E08). Check the next provider's row, and request a re-run.	It happens on several providers in one run, or on the same provider twice. Send: report file name, NPIs, run time.
E07	Error - "Session expired"	The portal sent the bot back to the sign-in page. It signed in again and retried, 3 times in total for this provider.	Report workbook. The re-logins appear only in the log.	System	Bot, then Ops	The bot already retried. Request a re-run.	It happens on 2 runs in a row. Send: report file name, NPI, run time.
E08	A provider shows Downloaded - Report saved but its CSV is missing, or the CSV holds another provider's data. Or the number of CSVs doesn't match the number of Downloaded rows.	The bot counts any new CSV in data/downloads/ as the current provider's download. Files are not named per provider.	Not recorded. The row looks green and normal.	System	Dev	Don't trust the CSV-to-provider match for that run. Note which providers look wrong.	Always. Send: report file name, run date, the list of CSV files with their times.
E09	A provider marked inactive was downloaded anyway	Only a capital N in column C counts as inactive. n, No and N are treated as active.	Report workbook: the row is not "Skipped - inactive provider"	Business	Ops	Change column C to exactly N.	Never - this is an input fix.
E10	A provider from the input is missing from the report, while the rows after it are present	A row with an empty NPI (column A) is dropped without a message.	Not recorded	Business	Ops	Fill in the NPI in column A and re-run.	The NPI is filled in and the row is still missing.
E11	Duplicate CSVs such as name (1).csv, or this morning's report changed	A second run on the same day downloads every CSV again (Chrome adds "(1)", "(2)") and replaces that day's report file.	data/downloads/ and data/output/	System	Ops	Copy the day's report somewhere else before a same-day re-run. Use the newest copy of each CSV.	Never, unless files are missing.

8. What the bot recovers by itself

Problem	What the bot does	Limit	After the limit
Portal signs the bot out	Signs in again immediately and retries the provider	3 tries per provider, no pause between them	Row = Error "Session expired", next provider. If one of these re-logins fails, the whole run stops (E03).
Sign-in at the start	Waits for the dashboard	30 s, no retry	Every row = Login Failed, run ends (E01)
Report page slow	Waits for the grid	30 s, no retry	Row = Error "Report grid did not load", next provider
CSV slow to download	Checks the downloads folder every second	60 s, no retry	Row = Error "Download did not finish", next provider
Portal maintenance	Nothing	-	Row = Downloaded "portal maintenance - no file" (E04)
Run stuck, or crashed	Nothing: no watchdog, no restart, no resume	-	Ops stops it (section 4) and escalates. A re-run starts again from the first provider.

9. Known incidents

There is no change history, bug log or release notes for this bot. The only trace of past runs is the log, which shows one run.

When / version	What ops saw	Cause	What to do now	Ops could handle?
2026-09-02 / no version	One provider in Error, right after the portal signed the bot out and it signed in again	The log does not record why. The timing fits "Report grid did not load" or "Download did not finish".	Follow E05 / E06	Partly

10. Releases and version check

• How an update arrives: there is no updater. A developer replaces the bot's files on this machine.
• How to confirm it applied: you can't. The bot has no version number in its files or its output.
• If you suspect an old build: raise a ticket, and ask the dev team to confirm which files are on the machine.

11. Escalating to dev

Raise a ticket in the RPA Support queue. Send:

• the run date and time
• the exception ID from section 7
• the report file name (Download_Report_<YYYYMMDD>.xlsx)
• the NPIs of the affected providers
• the screenshot from data/screens/, if there is one
• whether anyone touched the machine or the Chrome window during the run

Never send: the portal password, the Login sheet, config.yaml, the CSV contents, or patient data in chat or in the ticket text.

12. Failure-class check

• F1 Missing prerequisite on the ops machine: covered in section 3 (Chrome, folders, input file and sheet names) and E02.
• F2 Wrong window or focus: covered in section 4. The bot drives its own Chrome window by handle and does not match windows by title, so the only risk is someone touching that window or its downloads folder (E08).
• F3 Target slower or different than expected: covered in E01, E05, E06 and E03 (a changed page layout), with the limits in section 8.
• F4 Input read differently than ops writes it: covered in section 3 input rules, E09 and E10.
• F5 Marked done when nothing was done: covered in E04 and E08, and Fix before handover #1 and #2.
• F6 Action happened but not confirmed: covered in E06. A late CSV is not recorded and can be credited to the next provider. The bot only reads from the portal, so a re-run cannot double-post anything, but it does duplicate files (E11).
• F7 Business exception shown as success: covered in section 6 ("portal maintenance" shown as green Downloaded), E04, and Fix before handover #1.
• F8 Endless re-runs or watchdog: covered in section 8. There is no re-run loop. There is also no watchdog, so a hang is covered in section 4 and Fix before handover #13.
• F9 Stopping the bot the wrong way: covered in section 4 (close the bot's Chrome window) and Fix before handover #13.
• F10 One stuck item blocks the queue: not applicable. There are no batches, queues or locks. Each run is independent, and a failed provider never blocks another one or the next day's run.
• F11 Cause hidden from ops: covered in section 5, and Fix before handover #3, #4, #5 and #6. The log and the crash messages are outside ops access.
• F12 Update didn't arrive or old build: covered in section 10 and Fix before handover #14. There is no version number and no updater. The bot writes nothing shared on start.

13. Fix before handover (dev team)

#	Gap	Why it hurts ops	Where (file:line)
1	A maintenance banner is recorded as Downloaded (green) with no file	Ops believes the report was fetched	bot.py:54-55
2	Any new *.csv in the downloads folder counts as success for the current provider, and files are never renamed or linked to the NPI	A late download is credited to the wrong provider, and CSVs can't be matched to providers	bot.py:63-68, bot.py:80
3	Login Failed rows get no fill (the RED colour is never applied on that path) and are not logged	They don't stand out in the report, and there is no trace in the log	bot.py:88-91, bot.py:27-28
4	Unhandled errors end the run with no row for the current or remaining providers. The traceback goes to stderr only, not to bot.log.	Ops sees missing rows with no reason (E03)	bot.py:41-43, bot.py:64, bot.py:102, bot.py:85-110
5	Chrome start-up and input loading happen before the try/finally. A missing data/output folder makes the save in finally fail and hides the original error.	No report at all, and no reason (E02)	bot.py:75-81, bot.py:110
6	Remarks are not written to the log, and the log is outside ops access	The reason for an Error is only in the report, and the retries can't be seen	bot.py:105, bot.py:101
7	Folders are not created (logs, data/downloads, data/screens, data/output). A screenshot save into a missing folder fails silently.	The bot stops at start-up, or loses evidence	bot.py:30, bot.py:59, bot.py:110
8	Session-expiry retry: RELOGIN_TRIES = 2 gives 3 tries and 3 re-logins (the last one is wasted), with no pause between tries	The retry limit is misleading, and it hammers the portal	bot.py:24, bot.py:96-104
9	The sign-in failure can't tell a wrong password from a slow portal	Ops changes a password that was correct	bot.py:44-47
10	No retry on a grid timeout or a download timeout. A screenshot is taken only for a grid timeout.	Short portal hiccups become Errors, and download failures leave no evidence	bot.py:56-70
11	The active flag matches only an exact "N" (no trimming, case-sensitive)	Providers ops meant to skip are downloaded	bot.py:77
12	Rows with an empty NPI are dropped silently. A same-day re-run overwrites the report and duplicates CSVs.	Missing providers and lost reports go unnoticed	bot.py:78, bot.py:110
13	There is no watchdog, no page-load timeout and no Stop button	A hung page holds the run indefinitely, and the only way to stop it is to close Chrome	bot.py:51, bot.py:81
14	No version string anywhere, and no update mechanism	Ops can't confirm which build runs	whole repo
15	Portal credentials are stored in plain text in the input Excel. An unused api_token sits in plain text in config.yaml. Provider names are written to the log.	Secrets and identifiers are exposed to anyone with folder access	bot.py:76, config.yaml:2, bot.py:105
16	Every run writes an unexplained BOT_WAS_RUN marker file in the bot folder	Unclear purpose, and leftover clutter	bot.py:74