FUNCTIONAL SPECIFICATION
Budget: €30 – €250 EUR
FUNCTIONAL SPECIFICATION
WhatsApp-Based Machine Photos & Document Management System
Global Objective
Use WhatsApp as the single input channel to automatically manage:
General machine photos
Machine identification plates
Logistics documents (Delivery Notes / CMR / Transport Docs)
Each image type must follow a separate, independent workflow, without mixing logic or data.
FLOW 1 — GENERAL MACHINE PHOTOS
Input
Photos of machines sent via WhatsApp:
Front, side, wheels, basket, display, etc.
These images are not identification plates and not documents.
System Logic
The system must automatically detect a machine number visible in the image
(painted number, sticker, marking).
Example: 248
This detected number is used as the machine identifier.
Cloud Storage
If the folder does not exist, it must be created automatically.
/MACHINE_PHOTOS/
└── <machine_number>/
Example:
/MACHINE_PHOTOS/248/
File Naming (MANDATORY)
Each image must be renamed using only:
machine number
incremental photo number
Format
<machine_number>_<counter>.jpg
Example
248_01.jpg
248_02.jpg
248_03.jpg
❌ No descriptive text
❌ No metadata in the filename
❌ No Excel interaction
This flow is visual archiving only.
FLOW 2 — MACHINE IDENTIFICATION PLATE
Input
A photo of the machine identification plate sent via WhatsApp.
System Logic
The system must detect that the image is a technical identification plate
(structured text, CE marking, model, serial number, etc.).
Automatically extract available technical data, including at least:
Brand / Manufacturer
Model
Serial number
Year of manufacture
Load capacities (if present)
Weight
Power
Voltage
Any other readable technical fields
Output
Create or update a single row in a cloud-based Excel file.
Rules
The plate image:
❌ Must NOT be stored in machine photo folders
❌ Must NOT be renamed
❌ Must NOT create folders
The identification plate is the single source of truth for machine data.
FLOW 3 — DOCUMENTS (DELIVERY NOTES / CMR / TRANSPORT)
Input
Photos or PDFs sent via WhatsApp of:
Delivery notes
CMR documents
Transport / logistics documents
Automatic Detection
The system must identify document images based on:
Keywords (“DELIVERY NOTE”, “CMR”, “Consignee”, “Sender”, etc.)
Full-page document layout
Text-heavy structured format
Cloud Storage
Documents must be stored separately from machine photos.
Base Structure
/DOCUMENTS/
├── DELIVERY_NOTES/
└── CMR/
Optional (if date detected):
/DOCUMENTS/DELIVERY_NOTES/2026/
File Naming
If document number and/or date can be detected:
DELIVERY_NOTE_<number>_<date>.jpg
CMR_<number>_<date>.jpg
If not detectable:
DELIVERY_NOTE_<timestamp>.jpg
CMR_<timestamp>.jpg
Rules
❌ Do NOT create machine folders
❌ Do NOT write to Excel
❌ Do NOT mix with machine photos
✔️ Document archiving only
GENERAL SYSTEM RULES
WhatsApp is the only input channel
Users do not write commands or descriptions
The system automatically classifies each image into one flow:
Machine photo → machine folder
Identification plate → Excel
Document → document folder
All flows are fully independent
System must be scalable (ERP, Business Central, databases, etc.)
ONE-LINE SUMMARY (for the developer)
“The system must classify images received via WhatsApp into machine photos, identification plates, or logistics documents, applying a dedicated workflow to each: machine photos to numbered folders, plates to Excel, and documents to document folders, without mixing logic or data.”
WhatsApp-Based Machine Photos & Document Management System
Global Objective
Use WhatsApp as the single input channel to automatically manage:
General machine photos
Machine identification plates
Logistics documents (Delivery Notes / CMR / Transport Docs)
Each image type must follow a separate, independent workflow, without mixing logic or data.
FLOW 1 — GENERAL MACHINE PHOTOS
Input
Photos of machines sent via WhatsApp:
Front, side, wheels, basket, display, etc.
These images are not identification plates and not documents.
System Logic
The system must automatically detect a machine number visible in the image
(painted number, sticker, marking).
Example: 248
This detected number is used as the machine identifier.
Cloud Storage
If the folder does not exist, it must be created automatically.
/MACHINE_PHOTOS/
└── <machine_number>/
Example:
/MACHINE_PHOTOS/248/
File Naming (MANDATORY)
Each image must be renamed using only:
machine number
incremental photo number
Format
<machine_number>_<counter>.jpg
Example
248_01.jpg
248_02.jpg
248_03.jpg
❌ No descriptive text
❌ No metadata in the filename
❌ No Excel interaction
This flow is visual archiving only.
FLOW 2 — MACHINE IDENTIFICATION PLATE
Input
A photo of the machine identification plate sent via WhatsApp.
System Logic
The system must detect that the image is a technical identification plate
(structured text, CE marking, model, serial number, etc.).
Automatically extract available technical data, including at least:
Brand / Manufacturer
Model
Serial number
Year of manufacture
Load capacities (if present)
Weight
Power
Voltage
Any other readable technical fields
Output
Create or update a single row in a cloud-based Excel file.
Rules
The plate image:
❌ Must NOT be stored in machine photo folders
❌ Must NOT be renamed
❌ Must NOT create folders
The identification plate is the single source of truth for machine data.
FLOW 3 — DOCUMENTS (DELIVERY NOTES / CMR / TRANSPORT)
Input
Photos or PDFs sent via WhatsApp of:
Delivery notes
CMR documents
Transport / logistics documents
Automatic Detection
The system must identify document images based on:
Keywords (“DELIVERY NOTE”, “CMR”, “Consignee”, “Sender”, etc.)
Full-page document layout
Text-heavy structured format
Cloud Storage
Documents must be stored separately from machine photos.
Base Structure
/DOCUMENTS/
├── DELIVERY_NOTES/
└── CMR/
Optional (if date detected):
/DOCUMENTS/DELIVERY_NOTES/2026/
File Naming
If document number and/or date can be detected:
DELIVERY_NOTE_<number>_<date>.jpg
CMR_<number>_<date>.jpg
If not detectable:
DELIVERY_NOTE_<timestamp>.jpg
CMR_<timestamp>.jpg
Rules
❌ Do NOT create machine folders
❌ Do NOT write to Excel
❌ Do NOT mix with machine photos
✔️ Document archiving only
GENERAL SYSTEM RULES
WhatsApp is the only input channel
Users do not write commands or descriptions
The system automatically classifies each image into one flow:
Machine photo → machine folder
Identification plate → Excel
Document → document folder
All flows are fully independent
System must be scalable (ERP, Business Central, databases, etc.)
ONE-LINE SUMMARY (for the developer)
“The system must classify images received via WhatsApp into machine photos, identification plates, or logistics documents, applying a dedicated workflow to each: machine photos to numbered folders, plates to Excel, and documents to document folders, without mixing logic or data.”