Indexing your job files

Vision

LibreOffice is free and includes Base, a database application. You could easily roll your own that way. Or use Calc, the LibreOffice Excel clone.

I use MS Access because that's what I started with in 1993. But I also now put my job locations in Google Earth, which is great when I want a visual representation.

Jim,

Do you just manually put your projects into GE or do you use a geocoding software?

oh, and I inherited a system in Microsoft "Works" that is basically a front to a typical spreadsheet.

I came up with a system using MS Access in '07 out of pure necessity when I took over for a retiring surveyor who took his elephant's memory with him when he walked out the door. In a nutshell, two of the columns are dedicated to rough state plane coordinates for the job locations. One column for MTRS, One for comments containing FB# PG#, ect.. Using an ODBC connection in autoCAD map 3D, I connect to the Access file and visually plot my survey data base on my land base maps and toggle to the various fields in Access via 'edit style' on the ODBC connection to view whatever notes and other records I've entered in that data base. Allows me to find whatever work has been done in an area in seconds. Works slick.

Andy J, post: 403621, member: 44 wrote: Do you just manually put your projects into GE or do you use a geocoding software?

I've between doing it manually. It's a kludgy approach, and one I'd like to automate someday, but I don't generate so many projects that it's hard to keep up with.

We use QuickBooks for our accounting( proposal, invoice, time tracking, etc.)

When we create a Customer:Job we have the option of creating user definable fields. We do the regular county tax map data but, also include X and Y on the state coordinate system.

I run a monthly report containing basic project information alone with X Y. I save the report as a .CSV file and create a shape file for GIS. Now we can see graphically where all our jobs are or have been relative to whatever base mapping I want.

I've been keeping my job info in a spreadsheet (excell) and import into google earth by address. I can sort in the spreadsheet and/or see the projects geographically in GE

I make a Windows Explorer folder for each job that has the same naming sequence since I started the company. For example S16-109 T4N-R3W SEC 13 PHILLIPS where S means it's a survey job, 16 is the year, 109 is the number of the job I've done that year, T4N-R3W SEC 13 needs no explanation, and PHILLIPS is the client. I add subdivision and Lot number when applicable between section and client. I also give the .dwg the same name. This is so I can use the search feature in either CAD or windows explorer. The job number S16-109 is used in quick books so I have an alternate reference there. So long as I keep the naming convention consistent I can use search features like * to refine my search. it's a throwback from my UNIX days but it works and saves me from maintaining a database. Next year I'm going paperless and saving all my reference material as pdf.

chalk up another for import into Google Earth by address list.

Conrad, post: 403758, member: 6642 wrote: chalk up another for import into Google Earth by address list.

I didn't realize that GE had it's own geocoding.. is that a new function??

I use a program called WinTree that searches thru files on the computer for keywords and points out the files with those words.

From that I get a list of files that may help in the new project.

Andy J, post: 403827, member: 44 wrote: I didn't realize that GE had it's own geocoding.. is that a new function??

HI Andy,
It's a function of Google Earth Pro. GE Pro was free for a while and may still be.
From a GE users group/blog

"Google recently made Google Earth Pro http://www.gearthblog.com/blog/archives/2015/01/google-earth-pro-now-free.html&apos ;">available for free. As a result, we have been having a look at some of the premium features of Google Earth Pro. So far we have looked at the http://www.gearthblog.com/blog/archives/2015/02/google-earth-pro-movie-maker.html&apos ;">movie maker, http://www.gearthblog.com/blog/archives/2015/02/google-earth-pro-viewshed-tool.html&apos ;">Viewshed and http://www.gearthblog.com/blog/archives/2015/02/google-earth-pro-map-making-tool.html&apos ;">map making tools. Today we are looking at how to bulk import addresses into Google Earth Pro.

The bulk address import feature in Google Earth Pro allows you to import a list of addresses from a csv file and it will then geocode the addresses (look up the latitude and longitude) and create appropriate Placemarks in Google Earth Pro.

The relevant Google Earth Pro https://support.google.com/earth/answer/176685&apos ;">help page explains the import process. The help page incorrectly states that it only works in seven specified countries. We tried it with an address in Zambia and it geolocated it correctly. This is however dependent on Google Maps having the correct address information so don‰Ûªt expect it to work flawlessly. You can also import extra columns that are added to the placemarks‰Ûª popup window, and can also be used to set various properties such as the name of the placemark, the icon and the altitude. The import mechanism also offers the option to use latitude and longitude in your import data rather than addresses.

We see this feature being quite useful for businesses with customer or supplier databases.

Index cards? That is old school, but obviously works and sometimes you just have to do what works and what you know.

We just use excel and document each job through a series of very quick entries such as proj #, location and client. I may every job we do in Google earth also and that is now my go-to when new jobs come in.

The rest of the information is kept in our accounting software and is readily available.

yes, it is "old school" for sure, have been in business over 30 years, and that's the way it worked way back then, am trying to be more efficient, but with over 4 thousand jobs indexed, changing the system isn't easy..... Dan

DanBarry, post: 403867, member: 653 wrote: yes, it is "old school" for sure, have been in business over 30 years, and that's the way it worked way back then, am trying to be more efficient, but with over 4 thousand jobs indexed, changing the system isn't easy..... Dan

Jobs go back to the early 1980's in this office, many hand drawn maps and plats still around.

We transitioned to a spread sheet based filing and accounting system. It was painful and probably will never exactly be finished. Each client gets an account #, then Job # (an account may have many job #'s), then it's all tied to location.

Now all the files are getting scanned (almost there) and much of what's in the folder is dumped.

The whole system does make paying bills and payroll way easier, year end taxes are simplified. And there is lots of info you can glean from the data,,,,,,,maybe too much.......

If I was starting out it's the only way to go,,,,,,,, retrofitting it ,,,,,,, not so sure

Ironically, I was paying for GE PRo and didn't even know they had added the geocoding!! I'm still bitter that they made it FREE two days after I paid my $400!! But I just played with it and added a chunk of my db for fun... It limits at 2500 in one upload, but handled it all in about 5 minutes. There were about 30 bad ones (user error in the db) so I just ignored them.

DanBarry, post: 403867, member: 653 wrote: yes, it is "old school" for sure, have been in business over 30 years, and that's the way it worked way back then, am trying to be more efficient, but with over 4 thousand jobs indexed, changing the system isn't easy..... Dan

I wonder if a good scanner with character recognition would work for getting that data into a searchable db?

Jim Frame, post: 403696, member: 10 wrote: I've between doing it manually. It's a kludgy approach, and one I'd like to automate someday, but I don't generate so many projects that it's hard to keep up with.

Its possible to export certain lines to a .kml file (the kind of file GE uses). I usually export just the boundary line and use that as my "polygon boundary" in Google Earth. It's quick and surprisingly accurate.

I use Manifold GIS.
You can make each job with as much detail in the database as suits the needs.
I code the various types of jobs and display them according to their code attributes.

My jobs are year and job number. 1601 etc
One of problems is if you change computer or add a drive then file paths may get messed.
Still easy to find on any drive with search.

I like to see what jobs I've done in same proximity if someone rings and asks about their property and their needs.