Google Docs spreadsheet
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A central location to store photos, notes and history of advertising assets. Using standard Google Apps services including Google Drive and Google Sheets integrated with the XERO accounting system (OPTIONAL) joined using Google Apps Script service. Including use of NFC technology located on the assets to aid in workflow automation.
Stage 1 Desired Outcomes:
Allow for on-site technicians to easily record photos against the relevant asset using an Android smartphone.
Ability to easily share asset photo and note records with external users to the organisation.
Stage 2 Desired Outcomes:
Populate private Google Maps instance with data from Asset spreadsheet and Asset photos for sharing to end users. Privacy option? Can client X see client Y assets?
An asset is produced by an authorised user in the Xero accounting system. Xero accounting system produces a unique ID per asset. Xero API used to access information about asset and trigger events in Google Sheets via Google Apps Script.
Google Apps Script checks Xero assets on a timed basis looking for new unique asset ID. If new ID found produces new line in the Asset Register Spreadsheet hosted in Google Drive. For example:
Asset A001 is created in Xero
Script creates new line for Asset A001 in register
Asset Register Spreadsheet in Google Drive to record information such as Asset ID, last photo recorded date, number of asset photos, condition notes, client installation date, location, etc.
Google Apps Script used to check if new asset has been created in spreadsheet and generate a new Google Drive folder with the Asset ID, name of asset and location i.e.
Asset A001 in register triggers script event for folder creation
Folder created under parent directory with name Asset A001- Name - Location
On-site users take photo of asset and use inbuilt Android application to post the photo to Google Drive. Android application allows users to select what folder they want to post to and pre-highlights the title of the image to be uploaded.
NFC concept to allow user to tap phone against asset and record Asset ID - Name - Location - Timestamp
On-site user saves photo to capture folder for script processing
Google Apps Script to monitor capture folder and look for Asset ID. Asset ID used to trigger script to move photo to relevant Asset Folder for storage. Records date of last photo and number of photos to Asset Spreadsheet.
Using Google Drive share functionality provide read access to external users to the organisation
Example Folder Structure:
FOLDER - Asset Register (parent Directory)
Spreadsheet - Asset Register Spreadsheet
FOLDER - Asset Photo Storage
FOLDER - A001 - Name - Location
FOLDER - A002 - Name - Location
FOLDER - A003 - Name - Location
Image - A003 - Name - Location - Timestamp1
Image - A003 - Name - Location - Timestamp2
Image - A003 - Name - Location - Timestamp3
Image - A003 - Name - Location - Timestamp4
Document - A003 - Condition Notes
Google Apps Script - [url removed, login to view]
Google Maps API - [url removed, login to view]
Xero API - [url removed, login to view]
NFC Tag writer App & Information - [url removed, login to view]?t=W251bGwsMSwxLDEwMiwiY29tLm54cC50YWdpbmZvbGl0ZSJd
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