Rpa_Skills/tests/evals/results/handoff/h-web-portal-screens-r2.md

Payer portal downloader - ops handover

Version: not versioned (no version string in the project, 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 opens Chrome, signs in to the payer web portal, and downloads each provider's remittance report as a CSV file. It reads the input Excel data/input/providers.xlsx: the Login sheet (portal username and password) and the Providers sheet (one provider per row: NPI, name, Active). It produces one result file per day, data/output/Download_Report_<YYYYMMDD>.xlsx, with a Status and Remarks for every provider, puts the CSVs in data/downloads/, and saves a screenshot to data/screens/ when a report page fails to load. It drives one app: Google Chrome (a Chrome window it opens itself).

2. How it works

Windows Task Scheduler (07:00 daily)
   └─ starts → bot (no window of its own) ──drives──> Chrome window → payer portal
                    │                                  (do not touch while it runs)
                    ├─ reads  → data/input/providers.xlsx (Login + Providers sheets)
                    ├─ writes → data/output/Download_Report_<date>.xlsx  (at the end)
                    ├─ writes → data/downloads/*.csv  (one per provider downloaded)
                    └─ writes → data/screens/<NPI>.png  (only when a report page fails)

• Task Scheduler starts the bot at 07:00; nobody needs to click anything.
• The bot has no window. You only see the Chrome window it opens; the bot closes it at the end.
• Chrome is the browser the bot controls. Clicking or typing in it during a run breaks the run.
• The result file is written once, when the run ends (also when the run ends early with a problem). Until then it does not exist.
• The downloads folder collects every CSV. The bot decides "downloaded" by noticing a new CSV appear there.
• The screens folder gets a picture of the portal page when a report did not load.

One run, step by step:

1. Read the input Excel (Login and Providers sheets).
2. Open Chrome and sign in to the portal. If sign-in fails, every provider is marked Login Failed and the run ends.
3. For each provider row, top to bottom:
   • Active = N → marked "Skipped - inactive provider", nothing is opened.
   • Open the provider's remittance page. If the portal has logged the bot out, sign in again and retry.
   • Portal shows a maintenance banner → marked Downloaded with "portal maintenance - no file" (no file was downloaded, see E05).
   • Wait up to 30 s for the report table. Not there → screenshot, Error.
   • Portal says no results → No Data.
   • Click Export CSV and wait up to 60 s for a new CSV in the downloads folder.
4. Close Chrome and save the result file.

3. Before a run

• Google Chrome is installed and up to date on the bot machine. The bot cannot start without it, and no result file is written (E08).
• These folders exist: data/input, data/output, data/downloads, data/screens. If data/output is missing, the result file cannot be saved and the whole day's results are lost (E08).
• The input file has a sheet named exactly Login (username in A2, password in B2) and a sheet named exactly Providers (row 1 = headers; from row 2: NPI in column A, name in column B, Active in column C).
• Providers sheet rules:
  • One provider per row. A row with an empty column A is skipped silently and does not appear in the result file.
  • To skip a provider, put a capital N in column C. Bad: n, No, N, Inactive - these all count as active and the bot will try to download. Good: N. Leave column C empty (or Y) for active providers.
  • NPI as the plain 10 digits, e.g. 1000000000. Bad: NPI 1000000000, 1000-000-000.
• When the portal password changes, update Login!B2 before 07:00, otherwise every provider shows Login Failed (E01).
• Running the bot by hand on the same day overwrites that day's result file. Copy or rename the 07:00 result file first.
• Don't put your own CSV files into data/downloads/ - the bot counts any new CSV there as "downloaded".

4. During a run

• Don't click, type or close tabs in the bot's Chrome window. Don't use that Chrome window for your own browsing.
• Don't open, save or move files in data/downloads/ while the bot runs.
• Don't keep providers.xlsx or today's result file open in Excel during the run. An open result file can block the save at the end (E08).
• To stop the bot: in Task Scheduler, right-click the task → End. Then close any Chrome window the bot left open. Stopping this way writes no result file for that run. Closing Chrome alone also stops it, but the result file may then be missing or cut short.
• There is no stuck detection. Each provider normally takes under 2 minutes (30 s for the page + 60 s for the download, longer if it had to sign in again). If the Chrome window shows the same page for more than 10 minutes, the run is stuck: stop it as above and raise a ticket (E09).

5. Where to look when something goes wrong

Question	Where to look
Did the run finish?	data/output/ → is there a Download_Report_<today>.xlsx? If not, the run crashed before saving (E08). If it exists, compare its row count with the Providers sheet: fewer rows = the run stopped early (E07).
Which providers failed?	Result file → Status column. Red = Error. Login Failed rows have no colour.
Why did one provider fail?	Result file → Remarks column (see section 6 and 7).
What did the portal show?	data/screens/<NPI>.png (only for "Report grid did not load").
Was the file really downloaded?	data/downloads/ → a CSV with a time just after that provider was processed. The CSV name comes from the portal and does not say which provider it belongs to.
Did the bot already retry?	Only for "Session expired": it signed in again up to 3 times before giving up. Nothing else is retried. The retry record is in the bot log, which ops cannot open - ask Dev.
Which version is running?	Not shown anywhere (see section 13).

6. Statuses

Status - Remarks	Colour	Meaning	What ops does
Downloaded - "Report saved"	green	A new CSV appeared in the downloads folder within 60 s	nothing
Downloaded - "portal maintenance - no file"	green	Nothing was downloaded. The portal showed a maintenance banner.	Needs follow-up: re-run this provider later (E05)
No Data - "No remittances in the date range"	green	Portal said there is nothing to download	nothing
Skipped - inactive provider - "Marked N in the input"	green	Column C was N; the bot did not open the portal for it	nothing
Login Failed - "Check the portal username/password"	no colour	Sign-in failed at the start; no provider was processed (every row gets this, even inactive ones)	E01
Error - "Report grid did not load"	red	Report table didn't appear in 30 s	E02
Error - "Download did not finish"	red	No new CSV within 60 s after Export	E03 - check the downloads folder first
Error - "Session expired"	red	Portal kept logging the bot out, even after 3 sign-ins	E04
(provider missing from the result file)	-	Run stopped before reaching it	E07
(no result file for today)	-	Run crashed before or while saving	E08

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: Login Failed - "Check the portal username/password"	After clicking Sign in, it waits 30 s for the portal dashboard; if it never appears, sign-in counts as failed	Result file, Status/Remarks on every row	Business (wrong password) or System (portal down/slow)	Ops	Sign in to the portal by hand with the Login sheet details. If that fails, fix the password in Login!B2. If it works by hand, wait 30 min and re-run (copy the morning result file first).	Manual sign-in works but the bot still gets Login Failed twice in a row
E02	Error - "Report grid did not load"	Waits 30 s for the remittance table on the provider's page	Result file; picture in data/screens/<NPI>.png	System	Ops	Open the screenshot. If it shows a portal error or an empty page, re-run later. If it shows "provider not found" or similar, check the NPI in the input.	Same provider fails on 2 runs and the screenshot shows a normal-looking page
E03	Error - "Download did not finish"	After clicking Export CSV, waits 60 s for a new CSV in the downloads folder	Result file	System	Ops	Check data/downloads/ first - the file may have arrived late. A late file can also be miscounted as the next provider's download (see section 13), so check that provider too. If no file: re-run.	Fails again on re-run
E04	Error - "Session expired"	The portal sent the bot back to the sign-in page; it signed in again and retried, 3 times	Result file	System	Bot, then Ops	Re-run later. If many rows show this, the portal is unstable that day.	More than 3 providers with this in one run, or on 2 days in a row
E05	Downloaded (green) - "portal maintenance - no file"	Portal page shows a maintenance banner	Result file	System	Ops	Treat as not downloaded. Re-run this provider after the maintenance window. Do not trust the green colour.	Banner still there after 24 h
E06	A provider you expected to be skipped was processed, or one you expected is missing	Only a capital N in column C means inactive; rows with empty column A are ignored	Result file (row status, or row absent)	Business	Ops	Fix the input per section 3 and re-run if needed	-
E07	Result file has fewer rows than the Providers sheet; the last row looks normal	The portal logged the bot out and the re-sign-in failed, or a portal button/field was missing. The bot stops at once; providers after that point are not processed	Result file (rows missing); the cause is only in the console output, which ops cannot see	System	Ops, then Dev	Note the first missing provider. Re-run (copy the morning result file first).	Happens again on re-run - send the result file and the time of the run
E08	No Download_Report_<today>.xlsx in data/output/ after the run should have finished	Chrome couldn't start, the input file couldn't be read, data/output is missing, or the result file was open in Excel	Nowhere ops can see	System	Ops, then Dev	Check section 3 (Chrome installed, folders exist, input file present, result file not open). Fix and re-run.	Everything in section 3 is fine and still no file - send the date/time and say whether a Chrome window appeared
E09	Chrome window stuck on the same page for >10 min	No detection - the bot has no watchdog	Nowhere	System	Ops, then Dev	Stop the bot (section 4) and re-run	Stuck again on re-run - send the time and a screenshot of the Chrome window

8. What the bot recovers by itself

Problem	What the bot does	Limit	After the limit
Portal logged the bot out	Signs in again and reopens the provider's page	3 sign-ins per provider (each waits up to 30 s)	Row = Error "Session expired", next provider
Sign-in during that retry fails	Nothing - the run stops	0 retries	Remaining providers missing from the result file (E07)
Report table slow	Waits	30 s, no retry	Row = Error "Report grid did not load", next provider
Download slow	Waits	60 s, no retry	Row = Error "Download did not finish", next provider
First sign-in fails	Nothing	0 retries	All rows Login Failed, run ends

Nothing else is retried. There is no automatic re-run of failed providers; ops re-runs by hand.

9. Known incidents

There is no git history, bug log or release notes for this bot. One event is visible in the bot log:

When / version	What ops saw	Cause	What to do now	Ops could handle?
2026-09-02 07:01 (unversioned)	One provider Error right after the portal logged the bot out once	Unknown - the bot log does not record the Remarks text, only the status	Treat per E02-E04 using the Remarks column	Partly

10. Releases and version check

• How an update arrives: there is no launcher or update process. A developer replaces the files in the bot folder.
• How to confirm it applied: not possible today - the bot shows no version anywhere (section 13, item 7).
• If you suspect an old build: raise a ticket and ask Dev which version is in the folder.

11. Escalating to dev

Raise a ticket in the RPA Support queue. Send: the date and start time of the run, the exception ID from section 7, the result file Download_Report_<date>.xlsx, the NPI of the failed provider, and the screenshot from data/screens/ if there is one. Never send: the portal password, the Login sheet, config.yaml, or downloaded remittance CSVs (they contain patient payment data).

12. Failure-class check

• F1 covered in section 3 (Chrome, folders, sheet names) and E08.
• F2 covered in section 4 (hands off the bot's Chrome window; no files into the downloads folder). The bot does not match windows by title.
• F3 covered in E02, E03, E09 and section 8 (30 s / 60 s waits, no retry).
• F4 covered in section 3 (exact N, plain NPI, no empty column A) and E06.
• F5 covered in E05 and section 13 item 1 (maintenance marked Downloaded with no file).
• F6 covered in E03 and section 13 item 2 (late CSV can be credited to the next provider).
• F7 covered in section 6 (maintenance row green, "needs follow-up"), E05 and section 13 item 1.
• F8 covered in section 8 (re-sign-in limited to 3; no auto-rerun loop) and E09 / section 13 item 5 (no watchdog).
• F9 covered in section 4 (stop via Task Scheduler → End, then close Chrome) and section 13 item 6.
• F10 not applicable for queues: each provider is independent and nothing stays Pending across runs. The one blocker - a failed re-sign-in stops all later providers - is E07.
• F11 covered in section 13 items 3, 4 and 8 (crash cause only on console, remarks not logged, CSV not tied to provider).
• F12 covered in section 10 and section 13 item 7 (no version string). No shared resources are rewritten on start.

13. Fix before handover (dev team)

#	Gap	Why it hurts ops	Where (file:line)
1	Maintenance banner returns status "Downloaded" (green) with no file	Ops thinks the report was downloaded	bot.py:54-55
2	Download check counts any new *.csv in the shared downloads folder; a late file from one provider is credited to the next. CSV is never renamed to the NPI	Wrong provider marked Downloaded; ops can't tell which CSV is whose	bot.py:63-70
3	Re-sign-in failure inside the retry loop (RuntimeError from login) and any NoSuchElementException are not caught; run stops, remaining providers vanish from the report, traceback goes to console only	Silent partial runs (E07); cause not visible anywhere ops can open	bot.py:96-102, bot.py:41-43, bot.py:64
4	Crashes before the try (input load, Chrome start) produce no report at all, and nothing is logged	No result file, no reason (E08)	bot.py:75-81
5	No watchdog / overall run timeout	A hung page holds the run until someone notices (E09)	bot.py:85-109
6	Ending the task kills Python without closing Chrome or saving the report; driver.quit() raising in finally would also skip the save	Stop = lost results, orphan Chrome	bot.py:108-110
7	No version string anywhere	Ops can't confirm which build is running	project-wide
8	Log line records status but not the remark; log file logs/bot.log is not reachable by ops	Incident cause can't be reconstructed (section 9)	bot.py:105
9	Result file is named by date only; a same-day re-run overwrites the 07:00 report	Morning evidence lost	bot.py:110
10	Login Failed rows get no colour fill (and inactive providers are also marked Login Failed)	Inconsistent with the colour legend	bot.py:89-91
11	Active check is != "N": n, No, N count as active	Providers meant to be skipped are processed	bot.py:77
12	data/output (and other data folders) are not created by the bot	Missing folder = whole day's report lost	bot.py:20-21, bot.py:110
13	A live-looking API token is committed in config.yaml (unused by the code); portal password is stored in plain text in the input Excel	Credential exposure	config.yaml:2, bot.py:76
14	requirements.txt has no pinned versions	A Selenium update can break the bot without any code change	requirements.txt:1-3