Project Management Function

Purpose: This document defines the internal operational logic of the Project Management 📋 Function. It governs the entire project execution process, from initial setup after a contract is signed to final handover and warranty.

Why This Matters

This 📋 Function provides a unified, transparent, and structured environment for managing complex interior design and construction projects. It replaces scattered information across different tools with a single source of truth for project timelines, budgets, tasks, and communications. Strategically, this enables real-time project health monitoring, precise budget control, and improved client satisfaction through predictable delivery. For project managers and teams, it clarifies responsibilities, automates progress tracking, and ensures a consistent workflow for every project.

The Big Picture

Architecturally, this 📋 Function is the operational core of the business, activated once a deal is closed in the CRM 📋 Function. It is built on a sophisticated data model involving five interconnected 🧊 Objects. The structure is hierarchical, with the 🧊 Project as the central container. 🧊 Construction Categories and 🧊︎︎ Tasks form a work breakdown structure, while 🧊 Materials and 🧊 Construction Logs are linked in to manage procurement and daily progress respectively. This interconnected system provides a comprehensive, 360-degree view of all project activities.

OBJECT TYPES & WORKFLOWS

1. 🧊 Project (Standard Object)

Process Description: The main container for all project-related activities, information, and financials, from the design phase through to the warranty period.
Example: The project for the main client is named “Project - Sarah & Michael Westbrook”. Another example from the list is “Project - Boutique Hotel Riviera”.

Workflow
Status Details
Data Fields

Project Workflow

KICK OFF → DESIGN → CONSTRUCTION → COMPLETED → WARRANTY → CLOSED
                      └───┬───┘
                          ↓
                  ON HOLD / CANCELLED

Status	Business Logic	Advanced Settings
1. KICK OFF	The project has been officially created and assigned to a Project Manager following the customer’s first payment.	Automation: Triggers the creation of a linked `Design & Build/🧊 Design` Object for the design team.
2. DESIGN	The interior design and technical drawing phase is underway.	Transition Permissions: Project Manager, Lead Architect.
3. CONSTRUCTION	On-site construction and installation are in progress. This corresponds to the `UNDER CONS` status in the video.	Condition: Requires the main `Design` Object to be in an `APPROVED` state before starting.
4. ON HOLD	The project has been temporarily paused for any reason (e.g., awaiting client feedback, supply chain issues).	Condition: Can be moved back to `DESIGN` or `CONSTRUCTION` to resume work.
5. COMPLETED	All construction and installation work is finished, and the project has been handed over to the client.	Automation: Triggers the `After-Sales Workflows` (updates `Voucher` in CRM, creates `After-Sales Care` Object).
6. WARRANTY	The project is in the post-handover warranty period.	Data Input: Warranty expiration date is set.
7. CLOSED	The warranty period has ended, and the project is officially closed and archived.	This is a terminal success status.
8. CANCELLED	The project was terminated prematurely before completion.	This is a terminal failure status.

Group	Field Name (Type)
Project Information	Project Code (Text), Project Name (Text), Client (Object Reference), Address (Text)
Financials	Contract Value (Currency), Total Cost (Rollup), Profit Margin (Formula)
Timelines	Planned Start Date (Date), Planned End Date (Date), Actual Start Date (Date), Actual End Date (Date)

Pro Tip: Expanding Your Project BlueprintThe current Project Management blueprint is streamlined for clarity. As your operational complexity grows, you can easily expand it by adding more specialized 🧊 Objects to manage finer details. For example, you could add:

🧊︎ Construction Category and 🧊︎︎ Task sub-objects to create a detailed work breakdown structure (WBS) for each project.
🧊 Material objects to track the procurement lifecycle for all necessary equipment and supplies.
🧊 Construction Log objects for daily on-site progress and issue tracking.

This modular approach allows you to build a system that is as simple or as detailed as your business requires.

2. 🧊︎ Construction Category (Sub-Object)

Process Description: Manages a major work package within a 🧊 Project, such as electrical, plumbing, or furniture installation. It groups related tasks together.
Parent Object: 🧊 Project
Example: “Electrical Work” for Project P-101. “Furniture & Decor” for Project P-101.

Workflow
Status Details
Data Fields

PLANNING → IN PROGRESS → ACCEPTANCE → COMPLETED

Status	Business Logic	Advanced Settings
1. PLANNING	Tasks and resources for this category are being planned.	-
2. IN PROGRESS	Work on the tasks within this category has started.	Automation: Automatically updates the `Actual Start Date`.
3. ACCEPTANCE	The work is complete and awaiting quality inspection and acceptance.	Automation: Creates an `Acceptance Record`.
4. COMPLETED	The category has been inspected and officially marked as complete.	Condition: The related `Acceptance Record` must be `COMPLETED`.

Group	Field Name (Type)
Category Details	Category Name (Text), Person in Charge (User), Budget (Currency)
Scheduling	Planned Start Date (Date), Planned End Date (Date), Progress % (Rollup)

3. 🧊︎︎ Task (Sub-Object)

Process Description: Represents an individual, actionable work item that needs to be completed. It is the smallest unit of work tracking.
Parent Object: 🧊︎ Construction Category
Example: “Install living room ceiling lights”. “Assemble kitchen cabinets”.

Workflow
Status Details
Data Fields

TO DO → DOING → DONE

Status	Business Logic
1. TO DO	The task has been created but not yet started.
2. DOING	The task is currently being worked on.
3. DONE	The task has been completed.

Group	Field Name (Type)
Task Details	Task Name (Text), Assignee (User), Due Date (Date), Priority (Dropdown)

4. 🧊 Material (Standard Object)

Process Description: Manages the procurement lifecycle of a specific material or piece of equipment required for a project.
Example: “Request for 20L of White Interior Paint”. “Order for Nordic-style Sofa”.

Workflow
Status Details
Data Fields

REQUESTED → APPROVED → PURCHASED → DELIVERED → USED / CANCELLED

Status	Business Logic	Advanced Settings
1. REQUESTED	A request for a material has been submitted.	-
2. APPROVED	The request has been approved by the project manager.	Automation: Sends a notification to the purchasing department.
3. PURCHASED	The material has been ordered and paid for.	Input Screen: Upload invoice and related documents.
4. DELIVERED	The material has been delivered to the construction site.	-
5. USED	The material has been consumed in the project.	-
6. CANCELLED	The material request has been cancelled.	-

Group	Field Name (Type)
Material Information	Material Name (Text), Quantity (Number), Unit (Text), Unit Price (Currency), Total Price (Formula), Supplier (Text)

5. 🧊 Construction Log (Standard Object)

Process Description: A daily log entry to record progress, issues, and activities on the construction site.
Example: “Log for 2025-08-20: Completed wall painting for master bedroom. Heavy rain caused minor delay.”

Workflow
Status Details
Data Fields

DRAFT → SUBMITTED

Status	Business Logic
1. DRAFT	The log entry is being written by the site supervisor.
2. SUBMITTED	The log has been finalized and submitted for the official project record.

Group	Field Name (Type)
Log Details	Log Date (Date), Author (User), Weather (Dropdown), Progress Update (Paragraph), Issues Encountered (Paragraph), Photos (Attachment)

OBJECT RELATIONSHIPS

Relationship	Type	Description
`🧊 Project` → `🧊︎ Construction Category`	Parent-Child	A project is broken down into major work categories.
`🧊︎ Construction Category` → `🧊︎︎ Task`	Parent-Child	Each category is further broken down into specific tasks.
`🧊 Material` → `🧊 Project`	Reference	Materials are requested and tracked for a specific project.
`🧊 Construction Log` → `🧊 Project`	Reference	Daily logs are recorded against a specific project.

AUTOMATIONS

Within-Function
Cross-Function
Cross-System Automations

These rules run entirely within the Project Management Space to provide project visibility and automate calculations.

Sequence	ID	Rule Name	Trigger	Action	Description
4	IP-01	Update Project Health	Time-based: Daily check	Update: `🧊 Project`	A daily automation checks key metrics (budget variance, schedule delays) to update a `Project Health` field (e.g., On Track, At Risk), providing at-a-glance status.
5	IP-02	Calculate Schedule Delays	Update: `Launch Date` field	Update: `🧊 Project`	When the `Launch Date` is changed, a formula automatically calculates the difference against a `Planned End Date` to update the `Delays (days)` field seen in the video.

These rules describe the critical handoffs between the Project Management ⏹️ Space and other functions.

Sequence	ID	Direction	Rule Name	Trigger	Action
1	CF-06	`Incoming`	Project Kick-off	Status Change: `Contract & Invoice/🧊 Invoice` to “PAID”	Creates a new `Project Management/🧊 Project` Object to officially begin the implementation phase. This happens for Sarah’s project after her first payment.
2	CF-07	`Outgoing`	Assign Design Work	Create: `🧊 Project`	Creates a linked `Design & Build/🧊 Design` Object, pre-loading it with all historical data for the designer, Max.
6	CF-09	`Outgoing`	Trigger After-Sales Workflows	Status Change: `🧊 Project` to “COMPLETE”	Updates the `Sales & CRM/🧊 Customer` with a loyalty voucher. Creates a `Customer Success/🧊 After-Sales Care` Object.

This rule connects the Project Management function with external collaboration platforms.

Sequence	ID	Rule Name	Trigger	Action	Description
3	CS-03	Create Shared Client Folder	Create: `🧊 Project`	Http Request: n8n/Google Drive	When a new project for a client is created, the system automatically generates a shared Google Drive folder for all project documents and links it to the `🧊 Project` Object.

WORKVIEWS & DASHBOARDS

Workviews
Dashboards
Filters

Workview	Description
1. Project Gantt Chart	A timeline view of all projects and their `🧊︎ Construction Categories`, showing dependencies and overall project schedule.
2. Task Kanban Board	A board view showing all `🧊︎︎ Tasks` for a selected project, organized by status (`TO DO`, `DOING`, `DONE`).

Widget	Description
1. Project Health Overview	A dashboard with counters and charts showing the status of all active projects, budget variance, and schedule adherence.
2. Resource Allocation	A view showing how many tasks are assigned to each user across all projects to manage workload.

Filter	Criteria
1. Overdue Tasks	`Status` is not `DONE` AND `Due Date` is in the past.
2. Projects Over Budget	`Total Cost` (Rollup) > `Contract Value`.

ROLES, PERMISSIONS & NOTIFICATIONS

Roles
Permissions
Notifications

Role	Description	Permissions & Notifications
1. Project Manager	Manages the overall project and coordinates the different teams.	Permissions: Full control over the `🧊 Project` and its roadmap. Notifications: Receives all notifications regarding project progress.
2. Design Lead	Responsible for the design phase of the project.	Permissions: Can update the design roadmap. Notifications: Receives notifications for new design requests.
3. Construction Manager	Manages the on-site construction and installation phase.	Permissions: Can update the construction roadmap. Notifications: Receives a notification when the design phase is complete.

Approach Used: Moderate Permissions

View ⏹️ Space: All roles assigned to the project can view the Space.
View & Update 🧊 Object: Only users directly assigned to a specific 🧊 Project can view and update it.
Object Chat: Anyone who can view the 🧊 Project can participate in its chat.

General Notification Scheme

Approach Used: Notify Relevant People Only

All actions on a 🧊 Project will send a notification to the Project Manager and the assigned team.
Roadmap updates send a notification to the assignee and the Project Manager.
Milestone completions send a notification to the entire project team.

What’s Next?

Contract & Invoice Function: Understand how the initial Contract Value is determined and how client invoicing is managed alongside project progress.
CRM (Business) Function: See the preceding stage where the client relationship and initial project scope are defined before being handed over to this function.

Introduction

Flagship Casestudy

Common Solutions

Advanced Techniques

Why This Matters

The Big Picture

OBJECT TYPES & WORKFLOWS

1. 🧊 Project (Standard Object)

2. 🧊︎ Construction Category (Sub-Object)

3. 🧊︎︎ Task (Sub-Object)

4. 🧊 Material (Standard Object)

5. 🧊 Construction Log (Standard Object)

OBJECT RELATIONSHIPS

AUTOMATIONS

WORKVIEWS & DASHBOARDS

ROLES, PERMISSIONS & NOTIFICATIONS

General Notification Scheme

What’s Next?

​Why This Matters

​The Big Picture

​OBJECT TYPES & WORKFLOWS

​1. 🧊 Project (Standard Object)

​2. 🧊︎ Construction Category (Sub-Object)

​3. 🧊︎︎ Task (Sub-Object)

​4. 🧊 Material (Standard Object)

​5. 🧊 Construction Log (Standard Object)

​OBJECT RELATIONSHIPS

​AUTOMATIONS

​WORKVIEWS & DASHBOARDS

​ROLES, PERMISSIONS & NOTIFICATIONS

​General Notification Scheme

​What’s Next?

Why This Matters

The Big Picture

OBJECT TYPES & WORKFLOWS

1. 🧊 Project (Standard Object)

2. 🧊︎ Construction Category (Sub-Object)

3. 🧊︎︎ Task (Sub-Object)

4. 🧊 Material (Standard Object)

5. 🧊 Construction Log (Standard Object)

OBJECT RELATIONSHIPS

AUTOMATIONS

WORKVIEWS & DASHBOARDS

ROLES, PERMISSIONS & NOTIFICATIONS

General Notification Scheme

What’s Next?