Collection and central storage of job photos/documents

Purpose

1.1. Centralize job-site images and documents from technicians for air conditioning installation projects, ensuring accessible, organized, auditable, and secure records.
1.2. Automate collection from emails, mobile uploads, and cloud drives, then store with relevant job meta-data in unified folders and document management systems.
1.3. Support compliance, quality control, client reporting, project tracking, and post-installation service with instant access to visual and written job records.

Trigger Conditions

2.1. New file/photo received via email with subject or tag referencing job number.
2.2. Mobile upload to shared cloud folder or app—tagged by GPS, project, or time.
2.3. CRM record update containing new document link.
2.4. Technician marks a checklist item “completed” in a project management app.
2.5. Scheduled batch collection at job-end from designated folders.

Platform Variants

3.1. Google Drive
• API: Files.create, Files.update — Monitor folder for new jobs, auto-organize into subfolders by job ID.
3.2. Microsoft OneDrive
• API: driveItem, delta — Track new file changes, sync with company document structure.
3.3. Dropbox
• API: files/list_folder, files/upload — Poll folder, auto-move new photos to job-specific directories.
3.4. Box
• API: Folders, Uploads — Auto-create job folders, log incoming documents and images.
3.5. SharePoint
• API: Lists.Create, Files.Add — Assign new documents to job-centric document libraries.
3.6. Zoho WorkDrive
• Feature: File Upload Trigger — Ingest technician uploads, rename and store in structured workspace.
3.7. Salesforce
• Feature: Files Connect, ContentDocumentLink — Associate uploaded files to Service records.
3.8. HubSpot
• API: File Uploads — Attach field photos directly to Service Ticket properties.
3.9. ServiceTitan
• API: Jobs/Uploads — Route technician image uploads into job timelines.
3.10. Buildertrend
• API: Document Manager — Sync on-site uploads to specific jobs, notify PMs.
3.11. Smartsheet
• API: Attachments — Drive uploaded content into project or service task rows.
3.12. Airtable
• API: Attachment Fields — Store file URLs indexed by project/journey stage.
3.13. monday.com
• API: Files column — Link photos to installation boards based on status change.
3.14. Slack
• API: Files.upload — Detect shared images, auto-push to central job folders, append with Slack message context.
3.15. Trello
• API: Attachments — Add card attachments to cloud folders, label by checklist task.
3.16. Notion
• API: File Blocks — Insert and index project documents/images into job databases.
3.17. Gmail
• API: Watch, Messages.attachments — Save incoming attachments tagged with project numbers to cloud storage.
3.18. Outlook
• API: Mail.Read, Attachments — Monitor mailbox, push documents with matching subject lines to job folders.
3.19. Jotform
• Feature: Form File Upload — Collect photo uploads from job closeout forms, route files to cloud storage.
3.20. Docusign
• API: Envelopes, Documents — Archive signed installation documents in job folders post-completion.
3.21. Zapier
• Feature: File Utilities — Orchestrate file moves, renaming, and linking between platforms for flow consistency.
3.22. Make (Integromat)
• Module: Watch Files — Automate file flow from mobile/cloud inputs to enterprise storage.
3.23. Amazon S3
• API: PutObject — Store high-resolution images from the field, version control by project.
3.24. Adobe Sign
• API: Signed Agreements — Auto-upload finished service documents to the central repository.

Benefits

4.1. Eliminates lost/misfiled job documentation and streamlines audits.
4.2. Accelerates service-to-invoice workflows by ensuring all records are instantly accessible.
4.3. Reduces manual administrative work; increases technician productivity.
4.4. Supports regulatory and warranty compliance with a reliable, time-stamped document trail.
4.5. Provides instant, organized evidence for client reports or dispute resolution.