WhatsApp and Google API Automation for Order Assignment

# Functional and Requirements Document for WhatsApp API Message Automation Project ## General Description ### Objective The objective of this project is to automate the sending of messages through the WhatsApp API to automatically assign orders to collaborators. Integration with Glide, Zapier or Make, Google Maps (Distance Matrix), and the WhatsApp API is required. ### Description The system must calculate the driving distance from the order location to the photographer's location using the Google Maps API or alternatives like Bing Maps. Notifications will be sent first to nearby photographers and then to those farther away if there is no response. The order acceptance functionality should include state changes in Google Sheets and consider variable rates and costs per km. ## Project Phases ### 1. Requirements Submission, Budget Approval, and Contract - Send this document with detailed requirements. - Acceptance of the budget by the freelance developer. - Create the contract on Upwork with the corresponding milestones. - Implementation proposal by the freelance developer. ### 2. Feature Implementation - Develop the functionalities described in this document. ### 3. Testing and QA - Conduct quality and functionality tests. - Fix any errors and make necessary adjustments. ### 4. Final Validation and Delivery - Final validation by the client. - Project delivery and milestone release on Upwork. ## User Stories ### User Story 1 **Description:** As an administrator, I want the system to calculate the distance from the order location to nearby photographers and send notifications first to the closest ones. **Acceptance Criteria:** - The system should calculate the distance using Google Maps API or Bing Maps. - Notifications should be sent first to nearby photographers and then to those farther away if there is no response within 30 minutes. ### User Story 2 **Description:** As a photographer, I want to receive order notifications with "Accept," "Reject," and "Propose another date" buttons to better manage my assignments. **Acceptance Criteria:** - Notifications should include "Accept," "Reject," and "Propose another date" buttons. - Upon acceptance, the system should update the state in Google Sheets and avoid duplications. ### User Story 3 **Description:** As an administrator, I want the system to consider variable rates and costs per km when sending notifications to ensure the correct prices are included. **Acceptance Criteria:** - The system should include variable rates and costs per km in notifications. - Rates should be extracted from Google Sheets and correctly applied to each notification. ## Definition of Done The project will be considered complete when the following criteria are met: - The distance calculation and prioritized notification sending work correctly. - Notifications include "Accept," "Reject," and "Propose another date" buttons. - The system updates the state in Google Sheets correctly and avoids duplications. - Variable rates and costs per km are correctly applied in notifications. - All functionalities described in the user stories are implemented. - The system passes all quality and functionality tests. - All source files and necessary documentation are delivered. ## Concrete Steps ### 1. Initial Setup - Download and review the existing project files. - Configure the Google Maps API and WhatsApp API keys. - Test current functionality and review the Google Sheets database. ### 2. Implement Features - Calculate the distance using Google Maps API or Bing Maps. - Develop the prioritized notification flow and program the 30-minute timer. - Implement "Accept," "Reject," and "Propose another date" buttons in WhatsApp notifications. - Update the state in Google Sheets upon order acceptance and avoid duplications. - Include variable rates and costs per km in notifications. ### 3. Testing and QA - Conduct exhaustive testing of all implemented functionalities. - Document and fix any errors found. ### 4. Validation and Delivery - Present the completed project for client validation. - Make final adjustments based on client feedback. - Deliver the project and release milestones on Upwork. ## Stack / Technologies to Use - **Frontend:** HTML, CSS, JavaScript - **Backend:** Node.js, PHP - **Storage:** Google Sheets - **APIs:** Google Maps API (Distance Matrix), WhatsApp Business API, Glide API, Zapier or Make - **Libraries:** Axios, [login to view URL] - **Integrations:** Google Cloud, WhatsApp Business API, Glide, Zapier or Make ## Proposed Schedule ### Week 1: Initial Setup - Configure APIs and review the current state of the project. ### Week 2: Feature Implementation - Develop the distance calculation and notification flow. - Implement buttons and state updates in Google Sheets. ### Week 3: Testing and QA - Conduct exhaustive testing and error correction. ### Week 4: Validation and Delivery - Final validation, adjustments based on feedback, and project delivery. ## Frequently Asked Questions 1. **Where will the development take place?** - Development can be done on the developer's local server, but it must be tested and validated on the client's server. 2. **Will access to the necessary APIs be provided?** - Yes, access to the Google Maps API and WhatsApp Business API keys will be provided. 3. **What happens if errors are found during testing?** - Errors must be corrected before final delivery. A support period will be included to resolve any post-delivery issues. ## Important Considerations - **WhatsApp Message Template:** Define the WhatsApp API message template. - **Assignment Verification:** Define the system to know if an order has been accepted and assigned to avoid duplications. - **Notification Priority:** Define the protocol to send notifications first to priority photographers. - **Specific Services:** Define how to handle orders for specific services that not all photographers perform. - **Cancellations and Reassignments:** Define the flow for handling orders that are canceled and re-uploaded to the database. - **Special Rates:** Define how special rates for each photographer for different services are applied. This document will provide the freelance developer with the clarity and details needed to complete the project effectively and efficiently. ## Current State **Phase 1:** [Link to Phase 1]([login to view URL]) **Phase 2:** [Link to Phase 2]([login to view URL])