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ETA Tracker Demo
Preparations:
1. Keep the ETA tracker link open. Minimize all windows until we show Arti’s email box to show the
secondary alert part
2. Keep Arti’s mail box open, but open the window only when we need to show the secondary
alert part
3. Keep the google script windows open, but open the tab only when we need to show the
secondary alert part
4. Keep the demo ads list open in excel, when we need to show the primary alert part
Introduction:
The idea behind creating something like this originated when we had a discussion internally on how to
track ETA requests in real time and prioritize orders based on those request and how long do we take to
respond to such requests. To begin with we first tried to create one internally to see how effectively it
can help us streamlining this part of the work.
The other reason for creating this is that, we use Skype for most of the quick communications internally.
When ETA requests are posted among other internal communications as well, it had been difficult for
the support persons and the production handlers to scroll through the comms now and then and take
action on them.
About the Tracker:
This is created using a google spreadsheet and google scripts for supporting the expected functionality.
The columns highlighted in green are those which the support persons use to feed the data of the ads
for which the ETA request is raised. The columns highlighted in red are those which the production
handlers use to respond to the request.
The columns highlighted in blue are controlled by the google script added at the backed. One will enter
the time stamp of ETA requested time and the other will enter the timestamp of ETA responded time.
All the columns in gray are formulas which calculates the time values wherever present in the tracker, to
determine when it should start alerting the user.
Primary Alert mechanism:
There are two alert mechanisms used in this. Primary Alert and Secondary Alert. We’ll first show how
the primary works. The Primary alert will assign a specific color highlight for the cells in the tracking
number column. Red means Priority 1, Yellow means Priority 2, Green means Priority 3 and Gray means
Priority 4.
The priority set for an order is based on three aspects,
1. The time range of ETA provided
2. The time left for actual deadline of the ad
3. How close is the actual deadline from the current time running in the clock
4. This is predefined in this table. (Show the Formula sheet now)
Showing examples of ETA requests to explain how the primary alert mechanism works:
We have some sample entries, we are feeding it now in the tracker to show how the color codes work.
(Now open the sample ads excel and feed them into the tracker. Explain accordingly further. Wait for
questions. If not asked, ask for it)
Secondary Alert Mechanism:
Primary alert is a visual alert where color are used to highlight the ads nearing deadline. Secondary alert
is an automated email triggering mechanism which will throw an alert email to the user when there is at
least one ad that falls under one of the alert categories defined in the primary alert. The idea of this one
is that, if the user is not looking at the tracker for some time because of working on other applications,
this email alert will prompt the user to take a look once at the tracker to take the necessary action
action and get back to other stuffs.
This script will work once in every 30 minutes between 9 AM CDT and 5 PM CDT. The purpose of keeping
the frequency as 30 minutes is that, as we already have the primary alert, the secondary could work only
when it is required, so that there are not many alert emails triggered in short time.
(Keep Arti’s mail box open and show the email script manually explaining how it works)
(Wait for questions)
Next version alert:
This is the beta version of the tracker and we are working with the team to get suggestions on how
further this can be improved to cater other aspects of delivery management, if it can. There is another
kind of alert which we are working on. From the same idea of secondary alert, we created this alert.
(Run the suspend browser script manually)
This alert works the same way as the secondary alert. But in place of throwing an email, this will open a
alert popup in front of the screen. Currently the popup shows up only in the ETA tracker tab. We are
looking into possibilities in the script if the same popup can display in all open tabs in the browser, so
that it prompts the user to close the ETA action first and continue through other stuffs.
(Wait for questions)