Export Order Screening: Holds and Releases You Can Trace to a Document

Three reference lists, a stack of documents and orders that wait on both

Every pending export order is screened before it ships. The consignee and end user are checked against a restricted-party list, the destination against an embargo list, and the route against a list of transshipment hubs the company watches for diversion. Under the company's screening policy each list has its own outcome: a possible restricted-party match goes to the trade compliance manager, an embargoed destination stops the order, and a transshipment hub holds it for a signed end-user statement. Controlled goods also wait until a license on file covers both the goods and the ship date.

The orders sit on an export order object in Salesforce. The three lists are Notion pages the compliance analyst maintains, and end-user statements and licenses are filed in Box. The screening policy and the analyst's worksheet are in Google Drive, statement requests go out by Gmail, and logistics posts ship date changes in Slack. The hard part is not the first screen. It is knowing which holds a new document actually releases.

Who works in the room

Screening threads are led by Ada, the default agent, so an unaddressed question about an order's status goes to Ada. Fin handles documents: when a license or statement lands in Box, Fin reads it and mentions Ada with the orders it may cover. Myco reviews the analyst's worksheet and watches Slack for ship date changes, and opens a thread for Ada whenever a slip touches an order that is already cleared.

A screening cycle, from pending to shipped

The policy and the lists apply the same way to every order. Only the trade compliance manager can approve an order for export.

A license can release many holds at once, and a late shipment can bring one back

Holds release in groups. A signed end-user statement clears one order, while a blanket license can clear every order held for a license on the goods and destinations it covers. Ada re-runs each held order against the new document rather than releasing them as a block, because an order can be held for two reasons and the license answers only one. An order bound for a transshipment hub still needs its end-user statement after the license arrives. When forty statements land in Box at once, Fin splits the reading across parallel helpers and brings back one list.

Changes work in the other direction too. When the compliance analyst resolves a watchlist category as a false match, only the orders that matched that category are re-run. A schedule slip is more than a date change: when Myco spots a new ship date in Slack, Fin checks it against the license, and if it falls after the license's end date, Ada proposes putting the order back on hold. The run history keeps every step, including which list entries and documents each check used, for the next audit.

What the checks catch

• Each list applied with its own outcome: a possible party match goes to review, an embargoed destination stops the order, and a hub holds it for a statement
• An order released while another restriction on it still applies
• Orders held for a license that were not re-run when a blanket license arrived
• A ship date that has slipped past the end date of the license covering it
• A worksheet line that marks an order cleared while its end-user statement is unsigned

What stays with people

• Deciding every possible restricted-party match
• Approving every release and every hold before Salesforce changes
• Sending requests for end-user statements, which Fin prepares as Gmail drafts
• Signing the cycle's screening close-out

Integrations in this workflow

Kylon is not trade compliance software, and it does not replace the lists or the people who keep them. It sits across Salesforce, Notion and Box and holds the coordination between them. The Notion and Box connections belong to the trade compliance manager, who approved a lasting grant for this room so Ada and Fin can read the lists and documents.

• Box
• Gmail
• Google Drive
• Notion
• Salesforce
• Slack

• Salesforce holds the export order records, with screening status and hold reasons
• Notion holds the restricted-party, embargoed-destination and transshipment-hub lists
• Box holds end-user statements and export licenses, with their scope and dates
• Gmail carries statement requests to customers, as drafts an account manager sends
• Google Drive keeps the screening policy and the analyst's worksheet
• Slack is where logistics posts ship date changes and sales flags new orders

Where to start

Screen one product family's pending orders first. Connect the Salesforce export order object, share the Notion lists with the room, and point Fin at the Box folder for licenses and statements. The one rule for the room guidelines: an agent may propose a release, but only the trade compliance manager approves an order for export.

“An order leaves hold only when every reason it was held has an answer on file.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.