Proof hub / Workflow sample

Turn a form submission into files, calendar work, team alerts, and a live KPI sheet.

Goal: every submitted form should create one clean operating record, route files to the right folder, create the right follow-up event, notify the right owner, and leave a run log that proves what happened.

1. Start with the operating contract

The first pass should define the source form, required fields, file rules, owner-routing logic, calendar rules, notification channel, duplicate key, and dashboard fields. That prevents the workflow from turning into a pile of disconnected steps.

2. Use one canonical event shape

{
  "event_id": "form_20260523_001",
  "submitted_at": "2026-05-23T09:15:00-04:00",
  "source_form": "new_client_intake",
  "request_type": "quote",
  "owner_team": "operations",
  "priority": "normal",
  "drive_folder": "Client Intake / 2026 / May",
  "calendar_action": "create_follow_up",
  "notify": ["email", "teams"],
  "dashboard_status": "new"
}

3. Build the first paid slice

  • Capture the form row in Sheets with a stable `event_id`.
  • Move uploads into the agreed Drive folder and store the folder link.
  • Create or skip the calendar event based on the request type.
  • Send the owner alert with the source, owner team, and next action.
  • Write a run-log row for success, skipped, duplicate, and failed states.

4. Acceptance checks

  • Submitting the same `event_id` twice updates the same operating record.
  • Missing required fields are logged and routed for review instead of guessed.
  • Files without a valid folder rule stay in a review queue.
  • The dashboard can show new, waiting, scheduled, completed, and failed work.