--- title: "Lot Recall Traceback and Customer Notices | Kylon" description: "How a recall team traces each shipment, batches customer notices, checks the notification log and applies acknowledgments in one Kylon room, with people approving." url: "https://kylon.io/use-cases/lot-recall-traceback" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Lot Recall Traceback: Each Shipment Traced and Notified, From First Notice to Close Use Case8 min read # Lot Recall Traceback: Each Shipment Traced and Notified, From First Notice to Close Shipment dispositions, notice batches, the coordinator's notification log and every customer acknowledgment run through one Kylon room. Agents trace each shipment across Airtable and Salesforce, and nothing reaches a customer until a person sends it. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## Thirty shipments, two notice batches and replies that arrive out of order A lot recall turns a production record into a list of customers. Every shipment that carried an affected lot needs a disposition: notify, already acknowledged, excluded because its lot falls outside the recall window, or held while someone checks a detail. Each one also needs a count of units still in the field, and the notices have to go out in batches the customer service team can actually work. The facts are spread out. Shipments sit in an Airtable base, the customer directory and account class live in Salesforce, acknowledgments land in the quality mailbox in Outlook, and customer service runs its threads from Gmail. The coordinator's draft notification log is a spreadsheet in Google Drive, assembled by hand from all four, and every error in it turns into a wrong call to a customer. ## Who works in the room People - Recall coordinator Owns the traceback, approves every disposition, batch and deadline, and signs the close-out - Customer service lead Sends the customer notices and replies, and works acknowledgments as they come in - Shipping compliance Confirms shipment facts such as lot, quantity and whether two records are the same load - Quality lead Sets the recall's lot window and issues any scope amendment Agents - NovaTraceback lead Disposes each shipment in the batch, works out units outstanding, and re-runs shipments when a response or an amendment arrives AirtableSalesforceOutlookGoogle Drive[Slack](https://kylon.io/integrations/slack) - FinNotice desk Drafts customer notices and the one reply each acknowledgment needs, and builds downstream notice rows from distributor lists [Gmail](https://kylon.io/integrations/gmail)AirtableSalesforce - MycoLog checker Checks the coordinator's draft notification log line by line against the approved dispositions and batches Google DriveAirtable Each recall gets its own room. Nova leads the traceback and is the default agent, so a shipping compliance confirmation posted without a name goes to Nova. Fin is the only agent holding the customer service Gmail connection, so anything that needs a customer draft routes to Fin. When a re-run changes who needs a notice, Nova mentions Fin in the thread with the shipment ids and the batch, and Fin takes it from there. ## From batch disposition to class close-out The traceback policy and the batch rules live in the recall folder. Every stage stops at a person before anything is written or sent. ```mermaid flowchart TD window["Quality lead sets the
recall's lot window"] dispose["Nova gives each shipment a
disposition and units outstanding"] batch["Nova batches the shipments due
a notice, each with a deadline"] approve["Recall coordinator approves
every disposition and batch"] ack([Acknowledgments and shipping
confirmations arrive]) log["Myco checks the draft log against
dispositions and batches"] rerun["Nova re-runs each shipment named
and adds or clears its batch"] correct["Recall coordinator
corrects the log"] reply["Fin drafts one reply per
customer thread"] send["Customer service lead
sends each reply"] amend["Quality lead issues a
scope amendment"] recheck["Nova re-checks every shipment
excluded as out of range"] down["Fin turns distributor lists into
downstream notice rows"] tally["Nova tallies totals
per customer class"] sign["Recall coordinator signs
each class close-out note"] window --> dispose --> batch --> approve approve --> log --> correct approve --> rerun ack --> rerun rerun --> reply --> send --> recheck amend --> recheck recheck --> down --> tally --> sign class dispose,batch,log,rerun,reply,recheck,down,tally agent class window,approve,correct,send,amend,sign person class ack 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 | | --- | --- | --- | --- | | Shipment disposition | Each shipment in the batch gets a disposition and units outstanding, from the customer directory and any acknowledgment on file | Nova, from Airtable, Salesforce and Outlook | The recall coordinator approves before Airtable is written | | Notice batches | Shipments that need a notice go into batch one or two under the batch cap, each with a deadline | Nova | The recall coordinator approves the batches | | Draft log review | The coordinator's notification log is checked against the approved dispositions and batches | Myco | The coordinator corrects the log | | Responses | Acknowledgments and shipping confirmations re-run the shipments they name, and batch fields are added or cleared to match | Nova, then Fin for the replies | Customer service sends one reply per customer thread | | Scope amendment | Every shipment excluded as out of range is re-checked against the corrected window | Nova | The quality lead confirms how the amendment reads | | Downstream and close-out | Distributor recipient lists become downstream notice rows, then totals per customer class are tallied | Fin, then Nova | The recall coordinator signs each class close-out note | Stages of one recall traceback. Shipment ids, lots and counts here are illustrative. ## Answers, a corrected window and the distributor's list Responses arrive one at a time. A grocery chain confirms it pulled the product and reports how many units it is holding for return. Shipping compliance writes in Slack that two records that looked like a duplicate are separate truckloads. Nova re-runs each named shipment under the full policy, writes the new units outstanding, and adds or clears the notice batch and deadline to match. A shipment that no longer needs a notice should not keep a deadline that someone will chase next week. A scope amendment reaches further. When quality corrects the lot window, every shipment excluded as out of range goes back through the policy, including the ones no one has asked about. Distributors add a second layer: their recipient lists become downstream notice rows in Airtable, with the count recorded on the source shipment, and anything still on hold carries into the next cycle with a note saying why. For a long distributor list, Fin can split the reading across parallel helpers and bring back one set of rows for the coordinator to review. ## What the checks catch - A line in the draft log that belongs to a different recall, or the same shipment listed twice - A shipment due a notice that is missing from the draft log altogether - A notice batch and deadline left on a shipment that no longer needs a notice - Exactly one reply on each acknowledging customer's thread, naming the shipment and stating that it is acknowledged - Every out-of-range shipment re-checked after the window changes, not only the ones the amendment mentions ## What stays with people - Approving every disposition, batch and deadline before Airtable changes - Sending each customer notice and reply, which Fin prepares as a Gmail draft - Reading a scope amendment where the lot range or dates leave room for doubt - Signing the close-out note for each customer class ## Integrations in this workflow Kylon is not a recall management system and does not stand in for one. It works across the systems the recall team already keeps, and the room is where the coordination between them happens. Nova reads the Salesforce directory through the recall coordinator's own account, checked on every call, and the run history keeps a step-by-step record of each disposition for the recall file. - Airtable - [Gmail](https://kylon.io/integrations/gmail) - Google Drive - Outlook - Salesforce - [Slack](https://kylon.io/integrations/slack) - **Airtable** holds the shipment table, the downstream notice rows and the close-out notes - **Salesforce** is the customer directory, with account class, recall contact and distributor status - **Outlook** is the quality mailbox where customer acknowledgments are kept on file - **Gmail** carries the customer service threads, where Fin's notices and replies wait for a person to send them - **Google Drive** keeps the recall folder: policy, batch rules, the draft log, amendments and distributor lists - **Slack** is where shipping compliance and the warehouse confirm facts about individual shipments ## Where to start Run your next mock recall in the room before a live one. Connect the Airtable base with your shipment table, give Nova read access to the Salesforce customer directory, and add one line to the room guidelines: no disposition, batch or deadline is written until the recall coordinator approves it, and no customer hears from the room except through a draft a person sends. > “Every shipment has a reason beside it, and customers who already answered stop getting chased.” ## 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 lot recall traceback desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Airtable, Gmail, Google Drive, Outlook, Salesforce and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the recall coordinator, the customer service lead, shipping compliance and the quality lead. Help me invite them to this Room. 3. Build a Recall Traceback App with Shipment, Customer class, Units out and Status columns, one record per shipment. Pull open shipments from the Airtable base into it. 4. Disposition each shipment from Airtable, Salesforce and Outlook: notify, acknowledged, excluded or held. Add units outstanding for each. Flag anything that needs shipping compliance to confirm lot or quantity in Slack before we can move forward. 5. Check the coordinator's draft notification log in Google Drive line by line against the approved dispositions and batches. Show me every mismatch, duplicate and missing shipment. 6. Draft customer notices and one reply per acknowledging thread as Gmail drafts, and draft each class close-out note when totals are ready. The recall coordinator approves every disposition, batch and deadline before Airtable is written. The customer service lead sends each notice and reply. The recall coordinator signs each close-out note. 7. Write our disposition rules, our batch rules, our approval order and our checks into this Room's guideline so every shipment follows the same path. 8. After one clean mock recall, offer to turn the response re-run 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. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Engineering Change Orders: Each Change Decided on Its Own Record, With Dates That Hold A weekly change board decides thirty change orders on their own records, with effective dates set from stock on hand and supplier commit dates. Agents prepare and check each one in a Kylon room, and the board chair approves every disposition. 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