Streamlining Data Export with Hive Automate
TABLE OF CONTENTS
Recreated a code script within a no-code platform
Workflow handles large volumes of data -300,000+ records
Custom export of data including users, labels, projects, estimates, and time logs
The Client
Our client is a leading enterprise marketing agency serving over Fortune 500 brands. With a workforce of approximately 300 employees, they specialize in digital marketing services, including SEO and content strategies. The agency utilizes Hive for project management and time logging, demonstrating their commitment to efficient workflow management.
The Problem
The agency faced several challenges with their data management:
- Hive's native export function couldn't provide the specific data format required, especially for time entries and related information such as action cards, projects, and milestones.
- With over 300,000 records, data volume was too large and impractical for manual data handling.
- Previously, they relied on a custom script developed by a former employee to pull data from Hive. Without ongoing support, this solution became unsustainable.
- The agency aimed to consolidate data from various sources (including Hive and other project management tools) into a single platform for building dashboards and analyzing project profitability.
The Solution
To address these challenges, we implemented a robust solution using Hive Automate (powered by Workato). We created two main workflows:
- A weekly scheduled recipe that triggers every Sunday to update the data file.
- A supporting recipe that manages updates and adds new entries to the spreadsheet.
We utilized Workato's Collections feature to reduce API calls and improve efficiency, and implemented a system to process projects individually, avoiding memory overload and timeout issues.
The solution pulls data on:
- users,
- labels,
- projects,
- estimates, and
- time logs,
combining them into a single, coherent dataset. We developed a specialized query to merge data from multiple sources, providing the agency with the exact information they need. The solution accounts for various data anomalies, such as actions with multiple labels, ensuring data accuracy and completeness.
The Results
The implementation of this solution has yielded significant benefits for the agency:
- They now have access to precise data from Hive, boosting confidence in their reporting and analysis.
- The system handles over 300,000 records, with thousands more added weekly.
- It provides insights into 250+ active projects, representing millions of hours of work tracked in the current year alone.
- By leveraging Hive Automate/Workato, the agency now has a solution that's easier to maintain and scale compared to their previous custom script.
- With consolidated, accurate data, they can now build more insightful dashboards and make data-driven decisions about project profitability and resource allocation.
This case demonstrates how automation can solve complex data management challenges, enabling enterprises to focus on their core business while having confidence in their data-driven decision-making processes.
