@Present research and planning findings
Overall Outline & Approach
Here’s an updated approach to leverage separate documents with Coda.io’s Cross Doc and Sync for role-specific visibility and access control across the Admin Hub, Team Hub, and Client Dashboards:
1. Separate Documents by Role
Full access to all data, metrics, and task management. Contains key project overviews, task tracking, milestones, and communication logs. Uses Cross Doc to pull in summaries from Team Hub and Client Dashboards for centralized oversight. Individualized task views, personal notes, and filtered project access. Syncs project updates and relevant tasks from Admin Hub. Customizable space for team members, with filtered views for client communication and tasks only relevant to their assignments. Client Dashboards Document Dedicated dashboard per client, providing visibility into their project progress. Pulls data on tasks, milestones, and communications related to each client. Admin controls visibility to limit client access to only their project data. 2. Establishing Cross Doc Syncs
Admin Hub ↔ Client Dashboards
Client and Project Overviews: Pull data from each Client Dashboard (project stages, task status, communication logs) into the Admin Hub to monitor client progress. One-Way Sync for Visibility: The Admin Hub can push high-level project updates or milestone completion status back into the Client Dashboards as a read-only view. Communication Log Sync: Cross Doc sync from Client Dashboards into the Admin Hub, centralizing all client communications for high-level tracking and visibility. Admin Hub ↔ Team Hub
Master Task Sync: Sync critical tasks from the Admin Hub to the Team Hub, filtered by assignee, so team members only see tasks relevant to them. Milestone Alerts and Updates: Push milestone alerts and progress tracking to the Team Hub for context on critical deadlines. Cross-Linked Metrics: Use Cross Doc to pull in completion metrics from Team Hub into the Admin Hub to gauge individual productivity and workload distribution. Team Hub ↔ Client Dashboards
Task Assignments: Sync specific task statuses and updates relevant to each client’s project from the Team Hub to the Client Dashboards. Team members can update tasks within their Team Hub, which reflects in the Client Dashboard. Communication Context: Link communication updates from Client Dashboards to relevant tasks in the Team Hub for team member visibility on client feedback. Filtered Views by Project or Client: Limit visibility in each Client Dashboard to only the projects they’re associated with, ensuring no crossover between clients. 3. Data and Role-Specific Controls
Role-Based Permissions Using Cross Doc: Admins: Full access to all documents. Syncs and Cross Doc setup from all sources for overarching control and insights. Team Members: Access only to the Team Hub document with personalized task views and filtered access to client project data relevant to their work. Clients: View-only access to their specific Client Dashboard document, restricted to their project’s milestones, tasks, and communication. Controlled Syncs for Visibility: One-Way Syncs: For sensitive or admin-only updates (e.g., milestone delays), use one-way sync from Admin Hub to prevent team or client access to internal updates. Read-Only Views: For client-specific data on the Admin Hub, limit edit access to prevent changes outside of the assigned team. 4. Setting Up Document-Specific Automations
Milestone Alerts: Automatically push milestone updates to Team Hub for each team member’s dashboard. Critical Task Updates: Notify team members of task changes via the Team Hub’s synced tasks section. Personal Task Notifications: Automatic notifications for assigned tasks or approaching deadlines, synced with the Admin Hub’s priority levels. Comment Sync: Sync comments or updates between tasks in the Team Hub and the Client Dashboards, so client feedback reaches team members in real-time. Client Dashboard Automations: Weekly Progress Summaries: Automated summaries of task and milestone progress sent to clients based on data from synced tasks in the Admin Hub. Feedback Loop: Sync client feedback or comments on specific tasks to the Team Hub’s communication log. 5. Cross Doc-Enabled Navigation & Linked Pages
Navigation Links Between Documents: Provide links at the top of each hub document (Admin Hub, Team Hub, Client Dashboards) for easy cross-navigation. Create a “Home” navigation page in each document that links to relevant sections across documents, utilizing Coda’s hyperlinking features. Consistent Page Layouts and Headings: Use uniform page layouts in each document to simplify navigation and ensure familiarity across hubs. Label pages consistently (e.g., "Client Project Overview," "Team Tasks," "Milestone Tracker") to keep the experience seamless. By structuring each role’s hub as a separate document with Cross Doc syncing, you gain control over visibility and update permissions. This approach allows your team and clients to access only the data they need, streamlining workflows and maintaining the clarity and transparency your company values.
Planning & Audit
