Automated Plot Plan Delivery

The Problem

Hundreds of jobs a month, managed by hand

A construction services company processing plot plans for dozens of home builders across multiple regions was managing incoming job orders entirely by hand. Each new job from their project management system required a coordinator to:

• Locate the correct builder folder on a network share
• Copy the CAD drawing file to the right destination
• Create a shortcut and a URL file in the project folder
• Log the job as complete

With hundreds of jobs per month across builders operating in Texas, Florida, and beyond, each with their own folder naming conventions and regional subfolder structures, this process was slow, error-prone, and a constant drain on staff time.

The Solution

A fully automated polling system, end to end

Every 10 minutes, the system queries the company's Sage 100 Contractor database for new plot plan jobs. For each job, it:

1. Identifies the correct builder and region using a normalized name-matching system that handles variations, suffixes, and regional designations like "of Austin" or "of DFW"
2. Looks up the correct destination folders from a managed mapping configuration
3. Copies the .dwg file, creates a shortcut, and places the .url file, mirroring exactly what coordinators were doing manually
4. Records the result in a local database and flags anything it cannot resolve automatically

Adapting Mid-Project

Resilient by design

Midway through deployment, IT migrated the builder source folders from one network drive to another with no advance notice. The automation detected the errors, surfaced them cleanly, and was reconfigured and back online within a day, with all affected jobs automatically re-queued.

No jobs were lost.

Results

Coordinators only touch exceptions

• 1,200+ jobs processed automatically during the parallel-run validation phase alone
• Zero manual file operations required for standard jobs
• Self-healing error handling: most flagged jobs resolve without developer intervention
• Team communication reduced to a shared spreadsheet, no custom portal or training required
• System survived a mid-project infrastructure change with same-day recovery