Projects

A project represents one client engagement from initial brief through construction and completion. All drawings, tasks, vendor coordination, and meeting records belong to a project.

The project list

The Projects page shows all your active projects as cards. Each card shows the project name, client, current phase, priority, and drawing completion percentage (drawings at Completed or Final status divided by total drawings).

Admins see all firm projects. Managers and Contributors see only projects they are on the project team for.

Creating a project

Anyone in the firm can create projects. Click New project and fill in:

• Project name — the client or building name (e.g. "Riverside Villa")
• Client name — for display and reporting
• Project code — a short prefix used in all drawing reference numbers (e.g. RV01). Keep it short, unique, and uppercase. Once set, the project code cannot easily be changed as it becomes part of all drawing numbers.
• Priority — Low, Medium, High, or Critical
• Drawing list template — optionally pre-populate the drawing list from a firm template. Recommended for any project that follows your standard workflow.
• Team manager — the Manager or Admin responsible for this project's day-to-day operation

Project statuses (lifecycle)

A project moves through a firm-managed status catalog. Defaults cover nine stages from Intake to Completed. The Team Manager or Admin changes the status manually as the project progresses. Your firm can rename, archive, or add custom statuses in Firm settings → Project status labels.

Project tabs

Each project detail page has six tabs:

• Work — all drawings, general tasks, vendor coordination, and reviews on this project. The daily working view.
• Log — site visit MOMs and meeting notes for this project, in chronological order.
• Studio — canvases, Jot documents, and inspiration links.
• Vault — the project's files in the firm's pooled storage (folders, uploads, trash).
• Deliverables — packages of Vault files shared externally (clients, vendors, others).
• Info — project metadata: status management, team handoff, sprint summary, site information, plot details, timeline, and project settings.

Project access

Admins see all firm projects. Managers and Contributors only see projects they are on the project team for. When creating a project, choose Who will have access to the project — check Entire firm to include everyone currently in the firm, or uncheck individuals as needed. New firm members are not added to existing projects automatically; add them from the project's Info tab → Project actions → Project team.

Optional review gate

By default, drawing tasks require an approved review before they can be marked Done. If your project workflow doesn't require formal review, turn this off in the Info tab under Project settings → Require drawing reviews. When off, drawings can be moved to Done directly.

Note: Admins and Managers can always move drawings to Done regardless of this setting. The gate applies to Contributors only when the setting is on.

A separate Info setting, Require a file before marking tasks Done, can require at least one Vault file linked to the task. See Vault.

Archiving and restoring projects

Archive a completed or paused project from the Info tab → Project actions. Archiving frees an active project slot on your plan and makes the project read-only; Vault files still count toward firm storage. Archived projects are hidden from the default list but remain accessible via the "Show archived" toggle. Only Admins can restore an archived project.

Deleting a project permanently

Admins can permanently delete a project from the Info tab (red section at the bottom). You must type the exact project name to confirm. Deletion removes all project data — drawings, tasks, Studio, Vault files, and shared links — immediately. This cannot be undone and there is no grace period (unlike firm deletion). To free Vault storage without losing everything, delete individual Vault files or archive the project instead.

Handing off a project

Transfer the Team Manager assignment to another manager from the Info tab → Hand off. The new manager receives a notification. The handoff is recorded in the project history.

Before you start

• Confirm you can open the relevant page and that your role has permission to perform the action.
• Identify the project, drawing, or task context before you start so updates are recorded in the right place.

Workflow checks and quality guardrails

• ✓

  Checklist item 1: Follow the Projects process in order and save frequently after each meaningful update.

• ✓

  Checklist item 2: Write enough context in notes or comments so another teammate can understand the change without asking you.

Common mistakes to avoid

• Skipping ownership or due-date details, which makes reporting and follow-up unreliable.
• Updating status without adding context, which creates confusion during reviews and handovers.

Troubleshooting

1. 1
   Troubleshooting step 1

   If an action is unavailable, verify role permission and whether required upstream fields are completed.

2. 2
   Troubleshooting step 2

   If expected results are not visible, check page filters and refresh to confirm synced state.

What to do next

1. Open /docs/home and continue with the next workflow.
2. Open /docs/reports and continue with the next workflow.
3. Open /docs/troubleshooting and continue with the next workflow.