Vertex Surveys
Portal user guidebook
The Vertex Portal is a secure web app that connects everyone involved in a survey job: installers who book surveys, Vertex staff who schedule and quality-check them, and the design team who deliver the final pack. It’s one place to book jobs, see where each job is in the pipeline, and get your PDF and photos when they’re ready.
In short: installers submit jobs here; Vertex staff link surveys, generate PDFs, and publish packs; installers (and customers) get deliverables through the portal.
Every booking moves through: Booked → Scheduled → Survey → Quality check → Design → Ready → Delivered. Your job as operator is to keep the flow moving: link surveys, generate PDFs, publish to installer, send customer emails, and troubleshoot when something doesn’t link or an installer can’t download.
Bookings — Link survey record (“Find survey” or paste record ID), Generate PDF, Publish to installer. Check deliverables and status.
Link survey — Connects the survey record to the portal booking. If the webhook didn’t link, use Find survey or paste the survey record ID (e.g. if the survey was saved before the booking existed).
Generate PDF — Turns linked survey data into the branded installer pack. Run after linking.
Publish to installer — Makes the PDF and photos visible and downloadable to the installer. Until you publish, the deliverable is internal only.
Emails — Admin → Emails or “Emails ready to send” → send installer-paid confirmation where needed. SMTP must be configured (see EMAIL_TROUBLESHOOTING).
Installer can’t download — Usually “Publish to installer” not done, or user is installer_rep (no download), or wrong org. See INSTALLER_DOWNLOAD_FLOW.
Your role: Admin plus day-to-day ops. Use the same login as Admin. You run pre-launch checks, keep the system and email working, and handle the daily flow: link surveys, generate PDFs, publish to installer, send customer emails.
Before launch: Run PRE_LAUNCH_DELIVER_TO_INSTALLERS — confirm deliver-to-installer flow end-to-end. Check environment (API/Portal URLs, survey sync, PDF generation, DB, Railway), email (SMTP/app password), and at least one installer org with installer_master and installer_design. Test once: Link survey → Generate PDF → Publish to installer → log in as installer_design → Download PDF and photos ZIP.
After launch (daily / weekly): Link surveys (Find survey or paste record ID if webhook didn’t link) → Generate PDF → Publish to installer → send customer emails from Admin → Emails where needed. Survey not found? Use “Paste record ID”. Installer can’t download? See INSTALLER_DOWNLOAD_FLOW.
Useful docs: INSTALLER_DOWNLOAD_FLOW, PRE_LAUNCH_DELIVER_TO_INSTALLERS, PORTAL_RAILWAY_CHECKLIST, DEPLOY_FROM_GITHUB, EMAIL_TROUBLESHOOTING.