Paperwork waiting in the folder
Partner programmes each have their own forms, and some differ by utility. Someone used to find the right blank PDFs and drop them into the job folder by hand. Now, when a job is set up, the forms for that programme are copied in automatically: evaluation and combustion safety forms for one programme, the utility’s own packet for another. The utility is read from the order, and when the order does not say, the script looks for it in the notes and warns the office rather than guessing.
- New jobprogramme and utility on the order
- Which forms?found forms copied in · unclear not sure
- Not surewarns the office, never guesses
- Forms copied inevaluation, safety, utility packet
- Photo portalcompany Google accounts only
- Job folder on Driveby date, technician and task
- Old attachmentschecked byte for byte, then linked
- Linked from NetSuiteone click from the order
Storage freed in the ERP: 40 GB, with a link left in place of every file that moved.
Photos from the field
Technicians send job photos from a small web portal, and they are filed by date, technician and task. The portal only accepts a company Google account, and that is checked on the server for every upload, so a request made outside the portal is refused as well.
Making room
The account was down to its last few gigabytes of file storage. Before moving anything I measured it two ways, a full export and the folder totals, and both agreed: 132,560 files. Small files move with a Map/Reduce job and large ones through Apps Script. Each one is checked byte for byte on Drive before the original is replaced with a link, so nothing anyone had bookmarked breaks.
Systems inside it
- Forms copied into each job folder by programme and utility
- Photo portal behind company Google sign in
- 40 GB of old files moved to Drive, no broken links