Data Import Agent
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Key Result: 15 hours/month saved via automation Layer: Data Problem: Manual SSRS Report Ingestion Status: Live
Home · Agent Registry · Results · Roadmap · Campaign & Commercial Projects · Leadership & Strategy · How to Build MOCC ·
Layer: Data
Status: Live
Platform: Microsoft Outlook • Power Automate • SharePoint • HubSpot CRM • HubSpot Import API
Deployment: Veriforce — all brands and products
Last updated: September 2026
Version: 1.4
Business Problem
SSRS reports are delivered daily as an email attachment in legacy XLS format. The existing process required manual downloading, file conversion, spreadsheet transformation, HubSpot import configuration and validation.
The process consumed significant operational effort, introduced unnecessary risk of human error and lacked a repeatable audit trail.
The objective was to establish a fully auditable automated workflow capable of processing daily renewal data with minimal human intervention.
Solution Overview
The Data Import Agent standardises XLS preparation and ingestion. It converts and transforms the file via Excel scripts, and the HubSpot Import API then loads the data into the CRM, enabling governed, repeatable ingestion with clear auditability. Teams messages then post import volumes and email engagement metrics for any subsequent emails triggered by the import to team channels, keeping key stakeholders updated.
Business Value
- Eliminated manual download and import
- Automated XLS → XLSX conversion and data transformation
- Standardised HubSpot contact updates
- Established auditable import history via Excel logging
- Now processes 13 SSRS reports a week (delivered daily), reducing operational effort by approximately 15 hours per month
- Improved data consistency and import reliability
- Created scalable architecture for future API-driven data imports
Methodology: before automation, each daily report required manual download, conversion, transformation, HubSpot import and validation. Every step is now automated end-to-end, from extraction through to audit logging.
Cost Savings
- Time reclaimed: 15 hrs/month = £375/month = £4,500/year at the MOCC’s illustrative £25/hour rate
- Error reduction: Helps prevent CRM data-quality issues. The estimated £10k annual impact avoided (based on an assumed £5k per incident and around two incidents prevented) is a separate risk-avoidance estimate, not hourly capacity value
- Secondary benefit: Data Import Agent is the backbone for all downstream intelligence; ensures all other agents work with clean data
Version History
| Version | Date | Milestone |
|---|---|---|
| v1.0 | June 2026 | SSRS attachment extraction automated |
| v1.1 | July 2026 | Power Automate Desktop transformation process implemented |
| v1.2 | July 2026 | HubSpot Import API integration completed |
| v1.3 | July 2026 | Audit logging |
| v1.4 | September 2026 | Import volumes and email engagement metrics posted to team channels |
Design Insights
The largest efficiency gains came from process orchestration across existing platforms.
A hybrid architecture combining Power Automate, Power Automate Desktop and the HubSpot Import API proved more resilient than attempting to automate browser-based import activities.
The introduction of audit logging provided governance and traceability without materially increasing solution complexity.