Validating Media Uploads in Google Drive

The Upload Checker automatically verifies that the media files uploaded to Google Drive match the project requirements specified in your Monday.com board. It counts photos and videos, ensures required data is present, and updates your task statuses so your team knows exactly what is ready for delivery.

flowchart TD
    A["Monday.com Task"] -->|Fetch Targets| B["Upload Checker"]
    B -->|Query Folder| C["Google Drive"]
    C -->|Return File Counts| B
    B -->|Apply Rules| D{"Validation"}
    D -->|All Checks Pass| E["Update Status: ✅ Field"]
    D -->|Errors Found| F["Update Status: Problem"]

How validation works

When the checker runs, it compares the files in your Google Drive folder against the target numbers and checkboxes on your parent task. It ignores subfolders (like "Old Prepped") and only counts recognized file types.

Z3D and Virtual Tours are tracked separately. If a subitem is categorized as Z3D, it will automatically pass the Upload Checker.

Automated checks

The system evaluates several criteria to determine if a project is complete:

Required Fields: The LA (Living Area) field must contain a numeric value. If it is left blank, the entire order is flagged as a problem.
Media Counts: The actual number of photos and reels found in Google Drive must exactly match the Target Photos and Target Reels specified in Monday.com.
Service Confirmations: Services like MLS Data and Matterport will pass only if their respective checkboxes are marked as complete.
Sketch/Measurement: Passes if the calculation is marked "No" or if a sketch file is successfully located.

The "Photo Math" rule

To ensure consistent delivery quality, the Upload Checker enforces a strict mathematical rule for interior photos.

Interior Divisibility Rule
The system calculates interior photos by subtracting Exteriors from Total Photos (Total Photos - Exteriors = Interiors).

The resulting number of interior photos must be evenly divisible by 3. If it is not, or if there are more exteriors than total photos, the task will fail validation.

Supported file types

To ensure accurate counting, the Upload Checker only looks for specific, approved file extensions. Unrecognized files or folders are ignored.

The system recognizes both RAW and standard image formats:

RAW: .cr2, .cr3, .nef, .arw, .dng, .raf, .orf, .rw2
Standard: .jpg, .jpeg, .png, .tif, .tiff, .heic, .webp

The system recognizes the following video formats for reels:

.mp4, .mov, .m4v, .avi, .mkv

Understanding your results

Once the Upload Checker finishes processing, it updates your Monday.com board automatically.

Subitem statuses

Each subitem (Photography, Drone, Reels, Matterport, etc.) will receive an updated QC status:

✅ Pass: The target requirements were met (e.g., 25 photos requested, 25 photos found).
❌ Fail: The target requirements were not met, or required data is missing.

Parent task status

After all subitems are evaluated, the parent task's QC status is updated:

Status	Meaning	Action Required
✅ Field	All subitems passed, math rules are satisfied, and no required fields are blank.	None. The project is ready for the next step.
Problem	One or more subitems failed, the LA field is blank, or the photo math rule was violated.	Review the subitems and correct the missing files or data.

If your parent task is marked as Problem, check the LA column first. A blank LA column is the most common reason for an unexpected failure!