This guide explains how the automated workflow processes completed Sketch PDFs. When a new sketch is uploaded to Google Drive, the system automatically extracts the property address, looks up the corresponding order details, and routes the file to the correct Monday.com board or Rush folder based on the order's status.
How the workflow operates
Because different types of orders require different handling, the system uses branching logic to ensure the Sketch PDF ends up in exactly the right place.
flowchart TD
Trigger["New PDF Uploaded (Completed Sketches)"] --> Extract["Extract Address from Filename"]
Extract --> Lookup["Look up Order Details"]
Lookup --> Branch{"Determine Order Type"}
Branch -->|Standard Order| Monday["Upload to Monday.com (🏠 Orders)"]
Branch -->|Jotform Order| Jotform["Upload to Monday.com (Jotform Board)"]
Branch -->|Rush Order| Drive["Upload to Rush Files Folder"]
Drive --> Email["Send Rush Notification Email"]1. File processing and extraction
When you drop a file into the designated folder, the system reads the filename and strips away the .pdf extension.
Naming convention is critical. The filename must exactly match the property address on the order (e.g., 123 Main St.pdf). If the name does not match, the system will not be able to find the corresponding order in Monday.com.
2. Branching logic and routing
Once the address is extracted, the system checks the order details and routes the file down one of three paths:
| Order Type | Condition | Automated Actions |
|---|---|---|
| Standard Orders | Order exists and is not a "Child" split order. | The PDF is uploaded directly to the 🏠 Orders board in Monday.com, specifically into the "Sketch PDF" column. |
| Jotform Orders | Order originated from Jotform (has MLS subitem). | The system searches the Jotform board for the matching address, loops through the matching items, and uploads the file to the "Sketch" column. |
| Rush Orders | Delivery status is marked as "Rush". | The file is routed to a specific Rush Files folder in Google Drive, bypassing standard Monday.com upload rules. |
3. Rush order notifications
Because Rush orders require immediate attention, the system triggers an automatic email notification whenever a Rush sketch is processed.
The email is sent from orders@harmonps.com to the Client Services team and the user who last modified the file. It includes a direct link to the Rush folder in Google Drive so the team can access it instantly.
Handling Multiple Rush Versions
If multiple versions of a Sketch are uploaded for a Rush order, the automated email will remind the team to manually delete the older versions from the Google Drive folder to prevent confusion.
Step-by-step: Uploading a new sketch
To ensure your sketch is processed correctly by the system, follow these steps:
- 1
Name the file correctly
Save your Sketch PDF using the exact property address as it appears in Monday.com (e.g.,
456 Elm Street.pdf). - 2
Upload to Google Drive
Navigate to the Completed Sketches folder in Google Drive and upload the file.
- 3
Wait for processing
The system takes about 1-2 minutes to extract the text, find the order, and route the file.
- 4
Verify the upload
Check Monday.com (either the 🏠 Orders board or the Jotform board) to ensure the file appears in the correct column. If it was a Rush order, check your email for the confirmation link.
Frequently asked questions
What happens if I misspell the filename?
If the filename does not match an existing order in Monday.com, the automated search will fail. The workflow will stop, and the PDF will remain in the Google Drive folder without being attached to a Monday.com item. You will need to rename the file and re-upload it.
Who receives the Rush Order emails?
Rush notifications are automatically sent to orders@harmonps.com, eric@harmonps.com, and the email address of the team member who last modified the order.
Can I upload multiple files at once?
Yes. You can drag and drop multiple PDFs into the Completed Sketches folder. The system will process each file individually, extracting its unique address and routing it to the appropriate destination.