> ## Documentation Index > Fetch the complete documentation index at: https://docs.luklak.com/llms.txt > Use this file to discover all available pages before exploring further. # 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 `🧊ī¸Žī¸Ž 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". **Project Workflow** Laika Project Workflow Pn ``` KICK OFF → DESIGN → CONSTRUCTION → COMPLETED → WARRANTY → CLOSED └───â”Ŧ───┘ ↓ 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 Blueprint** The 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: * `🧊ī¸Ž Construction Category` and `🧊ī¸Žī¸Ž 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. 🧊ī¸Ž 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. `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. 🧊ī¸Žī¸Ž 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**: `🧊ī¸Ž Construction Category` * **Example**: "Install living room ceiling lights". "Assemble kitchen cabinets". `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". `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." `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` → `🧊ī¸Ž Construction Category` | Parent-Child | A project is broken down into major work categories. | | `🧊ī¸Ž Construction Category` → `🧊ī¸Žī¸Ž 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 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` `⏚ī¸ 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 | Workview | Description | | :------------------------- | :-------------------------------------------------------------------------------------------------------------------------- | | 1. **Project Gantt Chart** | A timeline view of all projects and their `🧊ī¸Ž Construction Categories`, showing dependencies and overall project schedule. | | 2. **Task Kanban Board** | A board view showing all `🧊ī¸Žī¸Ž 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 | 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 ⏚ī¸ 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**](https://claude.ai/chat/path/to/contract-function): Understand how the initial `Contract Value` is determined and how client invoicing is managed alongside project progress. * [**CRM (Business) Function**](https://claude.ai/chat/path/to/crm-function): See the preceding stage where the client relationship and initial project scope are defined before being handed over to this function.