The Upload Checker automatically verifies that all required media files (photos, reels, 3D tours, and sketches) have been successfully uploaded and match the expected quantities in Monday.com. By cross-referencing your uploaded files with your order targets, it automatically updates your Quality Control (QC) statuses to either clear the order for the next step or flag it for manual review.

How the validation process works

When triggered, the system fetches the expected targets from your Monday.com parent item and compares them against the actual files found in your storage (e.g., Google Drive).

flowchart TD
    A["Storage (Google Drive)"] -->|Counts actual files| B["Upload Checker"]
    C["Monday.com"] -->|Fetches target quantities| B
    B -->|Validates rules & math| D{"Are all rules met?"}
    D -->|Yes| E["Set Parent Status to ✅ Field"]
    D -->|No| F["Set Parent Status to Problem"]
    E --> G["Update Subitems to ✅ Pass"]
    F --> H["Update Subitems to ❌ Fail"]

Validation rules

The system performs two levels of checks: Parent-level checks for the overall order, and Subitem-level checks for individual services.

Parent-level checks (Order level)

If any of these checks fail, the entire order is immediately flagged as a Problem.

1. Living Area (LA) Check: The Living Area (LA) column must not be blank.

2. Photo Math Check: The system calculates your interior photos by subtracting exteriors from the total. It enforces two mathematical rules:

   • Positive balance: The number of exteriors cannot be greater than the total number of photos.

   • Divisible by 3: The calculated interior photos (Total Photos - Exteriors) must be evenly divisible by 3 (as interior photos are typically bracketed in sets of 3).

Subitem-level checks (Service level)

Each subitem is evaluated based on its service category. If a subitem fails, its specific QC status is marked as ❌ Fail, which in turn flags the parent order as a Problem.

Supported file formats

To ensure accuracy, the system only counts actual media files and ignores folders (like "Old Prepped" folders). Files are identified by their extensions.

Recognized Photo Formats:
.cr2, .cr3, .nef, .arw, .dng, .raf, .orf, .rw2, .jpg, .jpeg, .png, .tif, .tiff, .heic, .webp

Recognized Reel/Video Formats:
.mp4, .mov, .m4v, .avi, .mkv

Expected results

Once the validation is complete, the system executes the following updates in Monday.com:

1. Subitem QC Statuses: Updates each subitem's QC column to either ✅ Pass or ❌ Fail.

2. Parent QC Status: Updates the main order status to ✅ Field (if everything passed) or Problem (if any errors or mismatches were found).

3. Trigger Reset: Clears the action trigger column (sets it to -) so the automation doesn't run in an infinite loop.

Resolving a "Problem" status

If your order is flagged as a Problem, follow these steps to resolve it:

1. 1

   Check the Parent Order

   Look at the parent item in Monday.com. Ensure the LA (Living Area) column is filled out and that your Total Photos and Exteriors numbers make mathematical sense (interiors must be divisible by 3).

2. 2

   Review the Subitems

   Expand the subitems to see which specific service was marked as ❌ Fail.

3. 3

   Verify File Uploads

   If a photo or reel subitem failed, check your storage folder. Ensure all files have finished uploading, are not hidden in unsearchable subfolders, and use one of the supported file extensions.

4. 4

   Re-trigger the Check

   Once you have corrected the missing data or uploaded the missing files, select Done 🟢 (or your designated trigger action) on the parent item to run the Upload Checker again.

Frequently asked questions