--- title: "Export Order Screening and License Holds | Kylon" description: "Export orders screened against reference lists, with end-user statements, licenses and held orders re-checked in one Kylon room and every release approved by a person." url: "https://kylon.io/use-cases/export-order-screening" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Export Order Screening: Holds and Releases You Can Trace to a Document Use Case8 min read # Export Order Screening: Holds and Releases You Can Trace to a Document Pending export orders are screened against restricted-party, embargo and transshipment lists, then re-checked as clearances, end-user statements and licenses arrive, all in one Kylon room. The trade compliance manager approves every release and hold. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## 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 People - Trade compliance manager Decides every possible list match, approves each release and hold, and signs the cycle - Compliance analyst Keeps the screening worksheet and maintains the reference lists - Account managers Collect end-user statements from customers and send the requests - Logistics coordinator Owns ship dates and reports any slip Agents - AdaScreening lead Screens each pending order against the three reference lists and the documents on file, and re-runs held orders when something changes Salesforce[Notion](https://kylon.io/integrations/notion)Box - FinDocument desk Reads end-user statements and licenses in Box, checks their scope and dates against each order, and drafts statement requests Box[Gmail](https://kylon.io/integrations/gmail)Google Drive - MycoWorksheet checker Checks the analyst's screening worksheet against approved outcomes and watches Slack for ship date changes Google DriveSalesforce[Slack](https://kylon.io/integrations/slack) 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. ```mermaid flowchart TD orders([Pending export orders
wait in Salesforce]) screen["Ada screens each order against
the three lists and the documents"] tcm["Trade compliance manager
approves every release and hold"] docs([Signed statements or a
blanket license land in Box]) worksheet["Myco checks the worksheet
against approved outcomes"] fin["Fin checks scope and dates
against each held order"] clear([A list category is cleared
as a false match]) correct["Compliance analyst
corrects the worksheet"] rerun["Ada re-runs each order a change
touches, not as a block"] still([An order held for a second
reason stays held]) release["Trade compliance manager
approves the releases"] slip["Myco spots a later ship
date posted in Slack"] hold["Ada proposes a hold if the date
falls after the license ends"] sign["Trade compliance manager
signs the cycle"] orders --> screen --> tcm tcm --> worksheet --> correct tcm -->|held| fin docs --> fin fin & clear --> rerun rerun --> still rerun --> release --> slip --> hold --> sign class screen,worksheet,fin,rerun,slip,hold agent class tcm,correct,release,sign person class orders,docs,clear,still event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Order screening | Each pending order is checked against the restricted-party, embargo and transshipment-hub lists and the documents on file | Ada, from Salesforce, Notion and Box | The trade compliance manager approves every release and hold | | Worksheet audit | The analyst's worksheet is compared with the approved outcomes | Myco | The analyst corrects the worksheet | | Watchlist clearance | A cleared list category re-runs only the orders that matched it | Ada | The trade compliance manager confirms the clearance | | End-user statements | Signed statements in Box are matched to their orders and checked for scope | Fin, then Ada | The trade compliance manager approves the releases | | Blanket license | Every order held for a license is re-run against the license's scope and dates | Ada and Fin | The trade compliance manager approves | | Ship date slip and close-out | A later ship date is re-checked against license validity, and final counts are read from Salesforce | Myco spots the slip, Fin and Ada re-check | The trade compliance manager signs the cycle | A screening cycle in sequence. Order numbers, destinations and documents shown are illustrative. ## 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](https://kylon.io/integrations/gmail) - Google Drive - [Notion](https://kylon.io/integrations/notion) - Salesforce - [Slack](https://kylon.io/integrations/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. Set-up prompt Set up our export order screening desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Box, Gmail, Google Drive, Notion, Salesforce and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the trade compliance manager, the compliance analyst, the account managers and the logistics coordinator. Help me invite them to this Room. 3. Build an Export Screening App with Pending, Hold, Cleared and Shipped columns, one record per order. Pull the pending export orders from the Salesforce export order object. 4. Screen each pending order against our lists in Notion, then check the supporting documents in Box. Flag possible matches against each list, and show me every flag with the list entry and the check used. 5. Draft Gmail statement requests and propose releases or holds. Do not send any Gmail draft and do not write to Salesforce until the trade compliance manager approves each release and each hold. 6. Write which list produces which outcome and who approves what into this Room's guideline, so every new order follows it. 7. After one clean screening cycle, offer to turn the ship date watch in Slack into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. 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