Rpa_Skills/tests/evals/results/handoff/h-web-portal-full-r5.md

Payer portal downloader - ops handover

Version: not set (the bot has no version number, see section 10) · Written 2026-10-23 · Escalation: RPA dev team, Teams channel #rpa-support

1. What the bot does

Every morning at 07:00 Windows Task Scheduler starts the bot. It signs in to the payer web portal once. Then, for each provider in the input Excel data/input/providers.xlsx, it opens that provider's remittance page and downloads the remittance report as a CSV file. The input file has two sheets: Login (portal username and password) and Providers (NPI, name, active flag). The bot produces three things:

• a report Excel, data/output/Download_Report_<YYYYMMDD>.xlsx, with one row per provider and its Status and Remarks
• the CSV files, in data/downloads/
• a screenshot in data/screens/ when a provider's report page does not load

The bot drives one app: a Google Chrome window that it opens itself.

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 while it runs)
                    ├─ reads  → data/input/providers.xlsx
                    ├─ writes → data/downloads/*.csv  (one CSV per downloaded provider)
                    ├─ writes → data/screens/<NPI>.png (only when a page does not load)
                    ├─ writes → data/output/Download_Report_<YYYYMMDD>.xlsx (saved at the very end)
                    └─ writes → logs/bot.log (one line per provider)

• Task Scheduler starts the bot. The bot has no screen or window of its own.
• The bot works in the background and controls a Chrome window that it opens. It closes that window when it finishes.
• The payer web portal is the website that Chrome shows.
• The input Excel tells the bot who to sign in as and which providers to download.
• data/downloads/ gets one CSV per downloaded provider. The file keeps the name the portal gives it; it is not renamed per provider.
• data/screens/ gets one picture per provider whose report page did not load. It is named by NPI and replaced every day.
• The report Excel is written only when the run ends. A run that is still going, or one that was killed, has no report.
• logs/bot.log gets one line per provider (<NPI> <name> -> <status>) and one warning line each time the bot has to sign in again.

One run, step by step:

1. Read the input Excel.
2. Open Chrome.
3. Sign in to the portal (wait up to 30 s for the dashboard).
4. For each provider:
   • inactive → skip
   • otherwise open its remittance page → wait up to 30 s for the report grid → click Export CSV → wait up to 60 s for a new CSV file
5. Close Chrome and save the report Excel.

3. Before a run

• Google Chrome is installed and up to date on the machine. Python and the bot's packages are installed. If Chrome cannot start, there is no report at all (E02).
• These folders exist inside the bot folder: data/input, data/output, data/downloads, data/screens, logs. The bot does not create them. Without data/output there is no report (E02). Without data/screens the screenshot is silently not saved.
• The settings file config.yaml is in the bot folder.
• Input file data/input/providers.xlsx has sheets named exactly Login and Providers.
• Login sheet: the username is in cell A2 and the password in B2. Both must be filled. If either is blank, the run stops before any provider (E02).
• Providers sheet: one provider per row, starting at row 2, with:
  • Column A = NPI. A row with a blank NPI is ignored and does not appear in the report.
  • Column B = provider name.
  • Column C = active flag. Only a capital N means inactive. Good: N. Bad: n, No, inactive. Those, and a blank cell, all count as active, so the provider is downloaded.
• Move or archive yesterday's CSVs from data/downloads/ if you need to tell today's files apart. The bot never cleans that folder.

4. During a run

• Don't click, type in, close or resize the Chrome window the bot opened. It belongs to the bot. Closing it stops the whole run (E03).
• Don't put any CSV file into data/downloads/ while the bot runs. The bot counts any new CSV there as the current provider's download (E10).
• Don't run the bot twice on the same day without a reason. A second run downloads every provider again and overwrites that day's report.
• To stop the bot:
  1. Open Task Scheduler, right-click the bot's task, and choose End.
  2. Then close any Chrome window the bot left open.
  3. A run stopped this way writes no report.
• A run looks stuck when the Chrome page has not changed for more than 5 minutes.
  • One provider normally takes under 2 minutes.
  • The bot has no watchdog: it never restarts itself.
  • If one portal page keeps loading, the run stops on its own with a crash after about 5 minutes (E03). Wait that long, then stop it as above.

5. Where to look when something goes wrong

Question	Where to look
Did the run finish?	data/output/ has Download_Report_<today>.xlsx, and its row count matches the providers in the input (minus rows with a blank NPI). No file means E02. Fewer rows means E03.
Which providers failed?	The report Excel, Status column: red cells, and white cells ("Login Failed"). Also check the Remarks column for "portal maintenance - no file". Those rows are green but nothing was downloaded (E07).
Why did one provider fail?	The Remarks column on that provider's row. For "Report grid did not load", open data/screens/<NPI>.png.
Did the bot already retry?	logs/bot.log: search for the NPI, then look just above it for lines session expired, re-login 1/2/3. Only an expired session is ever retried. Nothing else is.
Was a CSV really downloaded?	data/downloads/: compare the number of today's CSVs with the number of rows whose remark is "Report saved". The files are not named per provider.
Which version is running?	Not possible today (see section 10).
Why did the run crash?	Not recorded anywhere ops can open. Escalate (E02 / E03).

6. Statuses

All statuses are in the report Excel, in the Status column with the Remarks column next to it.

Status - Remarks	Colour	Meaning	What ops does
Downloaded - "Report saved"	green	A new CSV appeared in data/downloads/	nothing (optionally check the CSV count, E10)
Downloaded - "portal maintenance - no file"	green	Needs follow-up. The portal showed a maintenance banner. Nothing was downloaded.	Download it later (E07)
No Data - "No remittances in the date range"	green	The portal says there are no remittances for this provider	nothing, unless the provider is expected to have payments (E08)
Skipped - inactive provider - "Marked N in the input"	green	Column C was a capital N	nothing
Error - "Report grid did not load"	red	The provider's page did not load in 30 s. No retry.	E04
Error - "Download did not finish"	red	Export was clicked but no CSV appeared in 60 s. No retry.	E05
Error - "Session expired"	red	The portal logged the bot out 3 times on this provider	E06
Login Failed - "Check the portal username/password"	no colour (white)	Sign-in failed. Every provider gets this row and nothing was downloaded.	E01
(provider missing from the report)	-	The NPI was blank in the input, or the run crashed before reaching that provider	E03 / section 3

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" (white)	After signing in, it waits 30 s for the portal dashboard. If the dashboard never appears, it gives up.	Report Excel only. Nothing in the log.	Business (wrong password) or System (portal slow/down)	Ops	Sign in to the portal by hand with the Login sheet's username and password. If that fails, fix the password in the Login sheet (B2) and re-run. If the portal itself is down, re-run later.	The manual sign-in works but the bot still fails. Send the date and the report file.
E02	No Download_Report_<today>.xlsx at all, or a report with only the header row	The bot crashed before or during sign-in. Causes: Chrome could not start, a folder is missing, the input file or a sheet is missing, a blank username or password, or the login page looks different.	Nowhere ops can open. The crash message is lost.	System	Ops, then Dev	Work through the section 3 checklist: Chrome installed, all folders exist, input sheets named right, A2/B2 filled. Re-run by hand.	It still fails after the checklist. Send the date, the time, the input file's sheet names (not the password), and the last lines of logs/bot.log.
E03	The report stops partway: later providers are missing (no row at all)	Something the bot does not handle stopped the whole run. Causes: the Export CSV button was missing, a page kept loading for 5 minutes, the bot could not sign in again after being logged out, or someone closed the Chrome window.	The report has rows up to the crash. logs/bot.log: the last provider line shows where it stopped. The cause is not recorded.	System	Ops, then Dev	Note the last provider in the report. Re-run once (it downloads everyone again). Or download the missing providers by hand.	It stops at the same provider twice. Send the date, the time, the last NPI in logs/bot.log, and the report file.
E04	Error - "Report grid did not load" (red)	It opens the provider's remittance page and waits 30 s for the report grid. If the grid never appears, it saves a screenshot and moves on.	Report Excel. Screenshot data/screens/<NPI>.png. Log line <NPI> ... -> Error.	System	Ops	Look at the screenshot. Open that provider in the portal by hand. If the report is there, download it by hand or re-run later.	More than a few providers in one run, or the same provider every day. Send the date, the NPIs, and the screenshots.
E05	Error - "Download did not finish" (red)	It clicks Export CSV and checks data/downloads/ every second for 60 s for a new CSV. None appeared.	Report Excel. Log line <NPI> ... -> Error.	System	Ops	Look in data/downloads/ first. The file may have arrived late. If it is not there, download it from the portal by hand. A late file can also be counted for the next provider (E10).	It happens on most providers in a run. Send the date, the time, and the NPIs.
E06	Error - "Session expired" (red)	The portal sent the bot back to its login page. The bot signs in again and retries, 3 attempts in all.	Report Excel. Log lines session expired, re-login 1/2/3 just before that provider.	System	Bot, then Ops	Download that provider by hand or re-run later.	Several providers in the same run, or every day. Send the date and the log lines.
E07	Downloaded - "portal maintenance - no file" (green)	The portal page shows a maintenance banner. The bot records Downloaded and moves on without trying.	Report Excel, Remarks column only. The log says just "Downloaded".	System	Ops	Filter the Remarks column for "maintenance" after every run. Re-run after the maintenance window, or download by hand.	Never needed. The fix is in section 13.
E08	No Data - "No remittances in the date range" (green)	The portal shows its "no results" message for that provider	Report Excel	Business	Ops (only if it is unexpected)	If the provider should have payments, check the portal by hand.	The portal shows remittances but the bot says No Data. Send the NPI and the date.
E09	A provider you expected is missing, or "Skipped - inactive provider" for an active provider	A row with a blank NPI is ignored. Only a capital N in column C counts as inactive.	Report Excel (missing row, or the Skipped status)	Business	Ops	Fix the input: fill in the NPI, and use a capital N only for inactive providers.	-
E10	The number of CSVs in data/downloads/ doesn't match the number of "Report saved" rows, or a CSV holds the wrong provider's data	The bot counts any new CSV in the folder as the current provider's download. A late file from the previous provider, or a file someone else dropped there, makes a provider look Downloaded.	Not recorded. Only visible by counting the files and opening them.	System	Ops, then Dev	Open the CSVs and check which provider each belongs to. Download the missing providers by hand.	It happens again. Send the date and the file names.

8. What the bot recovers by itself

Problem	What the bot does	Limit	After the limit
The portal logs the bot out (session expired)	Signs in again and retries the same provider	3 attempts per provider (each sign-in waits up to 30 s)	Row = Error "Session expired", next provider. If the new sign-in itself fails, the whole run stops (E03).
Report grid does not load	No retry. Screenshot, then the next provider.	30 s, once	Row = Error
CSV does not arrive	No retry	60 s, once	Row = Error
Sign-in fails at the start	No retry	30 s, once	Every row = Login Failed
Run is stuck or crashes	Nothing. No watchdog, no restart, no resume.	-	Ops re-runs by hand. A re-run repeats every provider.

The worst case for one provider is about 3 minutes (three sign-ins plus the waits). Anything longer is not normal.

9. Known incidents

There is no change history or bug log for this bot. The only record is logs/bot.log, which covers one run.

When / version	What ops saw	Cause	What to do now	Ops could handle?
2026-09-02 / no version	One provider showed Error, right after a "session expired, re-login" warning	Not recorded: the log doesn't keep the remark. Most likely a slow page right after signing in again.	Follow E04 / E05 / E06 by the remark	Partly

10. Releases and version check

• How an update arrives: there is no updater. The developer replaces the bot files in its folder. The next 07:00 run uses the new files.
• How to confirm it applied: not possible today. The bot has no version number in its files, its log or its report (see section 13).
• If you suspect an old build: ask in #rpa-support for the expected file date of the bot, and compare it with the date modified of the bot's main file in the bot folder.

11. Escalating to dev

Post in the #rpa-support Teams channel and send:

• the run date and the time it failed
• the exception ID from section 7
• the report file data/output/Download_Report_<date>.xlsx
• the relevant lines of logs/bot.log
• for E04, the screenshot data/screens/<NPI>.png

Never send: the portal password, the Login sheet, config.yaml, or provider or patient data in chat. Attach files rather than pasting their rows.

12. Failure-class check

• F1 (missing prerequisite) covered in section 3 (Chrome, folders, input sheets, Login cells) and E02.
• F2 (wrong window or focus) covered in section 4: don't touch the bot's Chrome window. The bot does not match windows by title or take focus, because it opens its own Chrome.
• F3 (target app slower or different) covered in E03, E04, E05 and section 8. Grid and download waits are not retried (section 13).
• F4 (input read differently) covered in section 3 (capital N only, blank NPI ignored, exact sheet names) and E09.
• F5 (marked done when nothing was done) covered in E07 and E10, and section 13 items 1 and 6.
• F6 (action done but not confirmed) covered in E05: check data/downloads/ before downloading again. A late file can be credited to the next provider (E10).
• F7 (business exception shown as success) covered in section 6 ("portal maintenance" shows green), E07, and section 13 item 1.
• F8 (endless re-runs or watchdog kill): there is no rerun loop, so it cannot loop. There is also no watchdog: covered in sections 4 and 8, and section 13 item 2.
• F9 (stopping the wrong way) covered in section 4 (End the task in Task Scheduler, then close Chrome).
• F10 not applicable: there is no batch, completion gate or upload lock; each provider is independent. The nearest risk, a crash stopping all later providers, is E03.
• F11 (cause hidden from ops) covered in section 5 ("why did the run crash" is not recorded) and section 13 items 2, 3 and 4.
• F12 (update didn't arrive) covered in section 10 (no version shown) and section 13 item 8. The bot rewrites no shared resources on start.

13. Fix before handover (dev team)

#	Gap	Why it hurts ops	Where (file:line)
1	The maintenance banner returns "Downloaded" (green) with no file	Ops thinks the report was downloaded	bot.py:54-55
2	No per-provider exception handling, and no watchdog. A missing Export button, a page-load timeout (driver default about 5 min) or a failed re-login ends the whole run.	Later providers are silently missing (E03)	bot.py:51, bot.py:64, bot.py:92-107, bot.py:102
3	Crash messages go to stderr only, which is lost under Task Scheduler. No traceback reaches bot.log.	The cause of E02/E03 is unrecoverable	bot.py:30, bot.py:113-114
4	"Login Failed" is never logged and its row is never coloured (the colour map has red, but it isn't applied). The log line never includes the remark.	Ops can't spot it by colour. The log can't tell the Error types apart (section 9).	bot.py:88-91, bot.py:105
5	The bot never creates data/output, data/downloads or data/screens. If data/output is missing, the report save in finally fails and hides the original error. A screenshot to a missing folder fails silently.	No report at all, and the cause is masked	bot.py:20-21, bot.py:59, bot.py:108-110
6	The download check accepts any new *.csv. Files are not renamed per provider.	A wrong or late file is credited to the wrong provider (E10). CSVs can't be tied to providers.	bot.py:63-68
7	Grid-load and download failures are never retried	Avoidable red rows that ops has to handle by hand	bot.py:56-60, bot.py:65-70
8	No version string anywhere (report, log, file)	Ops can't confirm which build ran	bot.py:1-2
9	The portal password is stored in plain text in the input Excel. config.yaml holds an access token that the code never uses: remove it and rotate it.	Credential exposure	bot.py:76, config.yaml
10	NPI and provider name are written to bot.log on every line, and the log is never rotated	Sensitive data piles up in an ops-visible file	bot.py:30, bot.py:105
11	A same-day re-run overwrites the report. Screenshots are overwritten daily. Downloads are never cleaned. There is no resume.	A re-run after E03 loses the first report and re-downloads everyone	bot.py:59, bot.py:110
12	The active flag is case-sensitive: only "N" counts	Inactive providers marked "n" are downloaded	bot.py:77
13	After the 3rd session expiry the bot signs in once more before giving up. A failed re-login is not caught.	Extra 30 s wait, or a whole-run crash	bot.py:96-104
14	requirements.txt is unpinned. A Selenium or openpyxl upgrade can change behaviour between machines.	"Works on one machine only"	requirements.txt