OMS Pro: "App Dev" Daily Queues
update 7/9/21: I have spent the past couple weeks automating the parts of this process that can reasonably be automated. I greyed out the old processes but didn't remove them from the post in case an error in the new automation techniques is uncovered in the future and we have to return to the manual processes. I have also adjusted the "Development" dashboard in TrackVia to feature all of the views mentioned in this post in the same place, so they can all be checked for errors at a glance.
QBO Updates
In the "Admin - Products to QBO - Export This" view in the Product Database table, look over the records that have accumulated. Change the value in the "Add Part to QBO" column to "Yes" on every product EXCEPT:
any software-related product, or anything that represents a recurring fee: put a "1" in the Exclude from Tax column in this case
anything that says "Unknown or Missing Part" should be left in the queue: it's part of a EBS workaround and will be handled by Purchasing
API Payments
Check the "API - Payments Received - Not Linked" view in the "Communication Notes" table for any payment records that have been in this queue for over a week. If those payments are still there the next time you check, type "dismiss" in the Update column; they probably don't correspond to a Site Visit. Payments with a four-digit reference number, or a reference number that begins with "LS" can be dismissed as soon as you notice them, as they will never correspond to a Site Visit.
update 7/9/21: I have added a script to After Insert and After Update on "Communication Notes" that automatically types "dismissed by AppScript" into the "Update" field on records with a four-digit reference number or a reference number beginning with "LS".
GPSI Queues
If the "INTEGRATION - Location to Landmark" view is not empty, check the address on each Location record for a mistake (like a missing zip code) that may have preventing the a "Landmark ID" from generating. Once the address is correct with all parts saved correctly, locate the "Landmark ID" field (on Location and Facility Overview Mode, it will be in the purple "Special Facility Updates" box at the bottom right) and type something into the empty box. Save the record, then delete the contents of the Landmark ID field and save it again. The script to link a new record to GPSI and create a Landmark ID is triggered on the creation of a new Location/Facility record or when the contents of the Landmark ID field go from "not blank" to "blank".
update 7/9/21: I have added a Zap called "Location/Facility Error Catcher" that is triggered upon a new Location/Facility record appearing in the "Generate Nearby Landmark IDs" view, which I have renamed "Find Nearby Landmark IDs and Nearest Branch". This Zap uses the TrackVia Python SDK library to add "branch" into the "run update" field and "Updated by 'Location/Facility Error Catcher' Zap" into the "Find Nearby Landmarks" field. The view in question should still be checked out occasionally for errors, but the Zap has been running for two weeks now and I haven't seen a record slip through yet. Every new Location/Facility record that is created (with a landmark ID) will go into the "Generate Nearby Landmark IDs" view first. Because the script that checks our landmark database for other nearby landmarks can take a long time, it is triggered manually through TrackVia input rather than upon creation. When you see a new record in this view, make sure it has a Landmark ID and then type anything into the "Find Nearby Landmarks" field to trigger the script. If you have opened the record, you should then save it to run the script; from the View, the save will happen automatically and the record will disappear after a moment.
update 7/9/21: I have added a Zap called "Run App Dev Daily Queues" that checks TrackVia hourly for Location/Facility records that need to be updated. It also looks into the "Find Nearby Landmark IDs and Nearest Branch" view, as I decided to combine these two processes and have the script judge whether the branch needed to located or if the "find nearbys" AppScript needed to be triggered. If any records are still in that view (that the "Location/Facility Error Catcher" Zap couldn't handle) they are sent to a Lambda function in AWS which also uses the TrackVia Python SDK library, but has a little more time to perform its logic than the Zap does. Since this function runs hourly, it will receive any leftover records the next time it runs and will eventually be able to clear the queue this way. As stated in step two, the view in question should still be checked out occasionally for errors, but the Zap has been running for two weeks now and I haven't seen a record slip through yet. In the "TEMP - Update Branch" View, type "branch" into the "run update" column to trigger the script that links the Location/Facility record to the nearest Loc-Doc office.
update 7/9/21: I have added a Zap called "Run App Dev Daily Queues" that checks TrackVia hourly for "Stopped" GPSI records that need to be updated. It looks into the "Stopped - Needs Review" view, and sends any records it finds to a Lambda function in AWS which uses the TrackVia Python SDK library to type "updated by Lambda function triggered by 'Run App Dev Daily Queues' Zap" into the Force Update field, which checks for missed links to Site Visits, and also changed the Site Visit Link Status field to "No SV" if the record is still in the queue an hour later. If it times out during this process, it will receive any leftover records the next time it runs and will eventually be able to clear the queue this way. The view in question should still be checked out occasionally for errors, but the Zap has been running for two weeks now and I haven't seen a record slip through yet. Any span of time during which a GPSI-equipped company vehicle is Traveling or Stopped is sent to TrackVia as a GPS Record in the Tech GPS History table. If a Stopped record cannot be linked to a known Landmark ID (Loc-Doc Office, Home, Site Visit, etc.) it will go into the "Stopped - Needs Review" View. Once you have updated the Location/Facility records above, go down any records that have accumulated in this queue and type something into the "Force Update" column. This will trigger the script that re-checks the Landmark ID associated with the stop for a Site Visit. If the record does not leave the view (meaning if no Site Visit is found), change the value in "Site Visit Link Status" from blank to "No SV" to dismiss the record.
update 7/9/21: I have updated the "Before Insert" script on the Tech GPS History table (line 207) to check for multiple Site Visits at the same Location in a case where a Stopped GPSI Record matches more than one Site Visit... and to just pick one. As I noted when I wrote the new piece of code, "That's what I've been doing for a year and a half, and nobody has complained yet." In the month or so since I made this change, no Stopped GPSI Records have made it through to the "Stopped- Reviewed" view... but the view in question should still be checked out occasionally for errors. Stopped records that may require a bit of research will go to the "Stopped- Reviewed" View. In this case, the "Force Update" field will have text that says "Auto: multiple matches at Landmark IDs:" followed by a list. Open the Location/Facility records that correspond to the Landmark IDs in that list and look through the attached Site Visits. When you find a Site Visit that has the Driver in question listed as one of the Techs onsite and matches the date of the Stopped record, copy the Site Visit number into the "Site Visit" field on the Stopped record. Once it has linked, change "Stopped" to "On Location", and then change the value is "Site Visit Link Status" to "Manually Linked".