The goal of gdrive-automation is to automate processing and tasks related to the C4R Shared Drive, to aid in synchronization of states and content.
Specific actions include:
- check for updates in Unit Roadmaps and process accordingly (send notifications, update files)
- check for updates in the Unit Tracking spreadsheet and process accordingly (send notifications, update files)
- send notifications (via CRM API integraton?)
- log actions
- log todos (actions to be taken by human)
Data Model
Data about a Unit and its Status is shared across two distinct files:
- the Unit Roadmap (“roadmap”) specific to the unit - a google doc
- the overall Unit Tracking spreadsheet (“tracker”) - a google sheet
The data that is unique in the roadmap is:
- metadata about the unit (title, description, mini-units, activities)
Resolving Status Updates
Both the roadmap and the tracker will contain status indicators for various components / phases of a unit. (The technical limitation here is a pulldown item in a google doc cannot be manipulated through the API. Its value can be read by exporting the google doc, however.)
There are 4 states for the status, which generally progresses from:
“Not started” -> “Submitted” -> “Under review” -> “Approved”
The below describes the general procedure for resolving situations where the status for a particular item is different in the roadmap vs. the tracker.
Case 1. Tracker is “further along” than the Roadmap
- Check if a todo already exists for updating the roadmap.
- if NO, then create a new todo for the update
- if YES, then no action needed