The Challenge: Inconsistent File Naming and Manual File Management

Reci Engineering, like many firms, faced the common challenge of managing engineering documents and drawings. Technicians diligently created files, but the process of organizing, archiving, and ensuring everyone accessed the latest version was manual and prone to error. New files would be placed in a “For Posting” folder, and the administrator would then manually move these files to “Active” and “Archive” directories. This was critical to maintaining version control, but also consumed valuable time. This task was further complicated by a lack of consistent file naming conventions.

I stepped in to help Reci Engineering streamline their file management process through automation. The goal was simple: ensure the team always worked with the most up-to-date revisions of documents, and free up valuable time by automating mundane tasks.

Process Flow and Initial Hurdles

My initial step was to create a process flow diagram, outlining the existing process and identifying potential bottlenecks. I always start with this to set my scope and expectations with my clients. It’s at this stage that I ask them to verify the process and so that the scope only covers this process.

While awaiting confirmation on my assumptions, I began exploring potential solutions. My first thought was Power Automate, due to its intuitive interface. However, I quickly realized its limitations for this task. The workflow involved a large number of actions, many of which were premium features with usage restrictions. Moreover, Power Automate’s limited scalability posed a challenge for future integrations like drawing block checking and PDF signatures.

The Python Solution: Custom Scripting for Flexibility and Scalability

Python emerged as the ideal solution, offering the flexibility and scalability needed for Reci’s evolving needs. The core Python code for file movement was relatively straightforward. The script, designed to run as a scheduled task, would periodically check project folders for new files in the “For Posting” directory and automatically move them to the “Active” and “Archive” directories.

Addressing the File Naming Chaos: A Scripting Deep Dive

The real challenge lay in the inconsistent file naming conventions. Some files had just descriptions; some with a file numbering system. Others had revisions appended while some had partial file numbers, some used spaces between file numbers. I really had to roll my sleeves up on this. To solve this I needed to create a robust script capable of deciphering the various file naming patterns. The final script was a complex series of statements that dissected file names by spaces and dashes, removed revisions, and ultimately extracted the core file name. I then implemented the File Moving script for Reci Engineering through their server. Before doing that I tested it out on a bunch of their current files using VPN access to their files to ensure the workflow works as expected. I then copied over the python file, installed the Python interpreter and tested out the file on their environment directly, making small tweaks on things like using an environment file which wasn’t possible on the Windows Server computer they were running.

MVP Implementation and Future Enhancements

After thorough testing and implementation on Reci Engineering’s server, the file-moving script was live. It wasn’t just about moving files; it was about creating a reliable system that adapted to their unique challenges.

Reci then asked for an additional feature to be implemented, a well needed feature to alert users of files named incorrectly. Because this is a more involved task than modifying a few lines of python code, I’ve let them know that the current development work has been implemented as part of the MVP, to test and find compatibility with. The further alert feature can then slowly be added on once this has provided proven value.

Key Takeaways:

Custom Automation: Tailored solutions address unique challenges that off-the-shelf software can’t solve.
Scalability: Python offers the flexibility to adapt and expand automation workflows as your needs evolve.
Process Understanding: Thoroughly mapping the existing process is crucial for successful automation.

This project with Reci Engineering highlights the power of custom scripting to address specific workflow challenges in the AEC industry. If you’re looking to streamline your document management processes and reclaim valuable time, Construct Digitally can help. Let’s discuss how we can build a custom solution tailored to your unique needs. Contact us today!

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