Managing multiple projects simultaneously in a dynamic organization can be challenging. Manual creation of projects, task assignments, and maintaining standard workflows often leads to inconsistency, delays, and data duplication.
The Project Management System is a Salesforce-based solution that automates project creation and task management using Salesforce Flows, Custom Objects, and Record Templates. It reduces repetitive manual work, ensures consistent execution, and enhances productivity.
- Organizations face difficulties in managing multiple projects simultaneously.
- Manual task creation and assignment are time-consuming and error-prone.
- Lack of standardized project templates leads to inconsistencies across teams.
- Template-Based Project Creation: Create reusable project templates with predefined tasks.
- Automated Task Assignment: Automatically generate tasks under a project using Salesforce Flows.
- Controlled Access: Use Permission Sets to allow only authorized users to execute flows and access project templates.
- Scalability: Easily create multiple projects from a template without repeating manual steps.
| Object | Description |
|---|---|
| Project__c | Main project record, containing project name, owner, deadline, status, and description. |
| Project_Template__c | Stores reusable templates for projects, including default tasks. |
| Task_Template__c | Defines standard tasks for project templates, including subject, status, and priority. |
| Project_Task__c | Represents tasks created under a specific project from templates. |
| Flow Variables & Collections | Used in Flows for loops, assignments, and bulk record creation. |
| Permission Set | Controls which users can access, edit, or execute flows and templates. |
- User selects a Project Template or chooses to create a blank project.
- Flow triggers to create a new Project record.
- If using a template, associated Task Templates are cloned as Project Tasks.
- Flow handles looping, assignments, and bulk creation for all tasks.
- Permission Sets ensure only authorized users can manage templates and trigger flows.
- Automated Project & Task Creation using Salesforce Flows.
- Template-Based Reusability for quick project setup.
- Permission-Controlled Access for secure workflow execution.
- Scalable and Consistent Project Management across teams.
- Add task dependencies and progress tracking.
- Integrate email notifications for task assignments.
- Implement dashboards for project overview and analytics.
- Platform: Salesforce
- Automation: Salesforce Flows
- Objects: Custom Salesforce Objects (Project, Project Template, Task Template, Project Task)
- Access Control: Permission Sets
- Open the Project Management App in Salesforce.
- Click Create New Project.
- Select Blank Project or Template Project.
- If using a template, choose the desired template and account.
- The Flow will automatically create the project and all associated tasks.
- Monitor tasks and project progress using standard Salesforce views and reports.
For full project documentation including screenshots of flows, objects, and permission sets, see the Documentation folder: https://docs.google.com/document/d/1rcHchNW2-11AIRQ79B7q-7Lo-HLY0NhsieJ61O7e504/edit?usp=sharing