Add complete automation SOP system for BlackRoad ERP

This implements the "Automate The Company" initiative with comprehensive Standard Operating Procedures for GitHub + Salesforce + Asana integration. New directory: sop/ ├── workflows/ - End-to-end process documentation │ ├── new-client-kickoff.md - Flagship workflow from deal → repos → Asana │ └── release-pipeline.md - Deploy → update Salesforce + Asana ├── playbooks/ - Human-friendly checklists │ └── brenda-new-client-checklist.md - Non-technical operator guide ├── salesforce/ - Salesforce automation specifications │ ├── flows/opp-automation-onstagechange.md - Trigger on Closed Won │ └── orchestrations/new-client-kickoff-orchestration.md - Multi-stage process ├── integrations/ - API integration specifications │ ├── salesforce-to-github.md - Create repos from Salesforce │ ├── github-to-salesforce.md - Update Salesforce after deploy │ └── salesforce-to-asana.md - Create Asana projects from Salesforce └── templates/ - Reusable templates ├── github-actions/ - CI/CD workflows (ci.yml, deploy.yml, safety.yml) └── repo-template/ - Standard repo config (PR template, labels, branch protection) Key Features: - Event-driven automation (Closed Won → repos + Asana creation) - GitHub Actions templates for CI/CD baseline - Salesforce Flow & Orchestration specs - Complete API integration documentation - Operator-friendly playbooks - Two-view approach (operator + engineer) - No manual status syncing across systems This provides the complete backbone for next-gen ERP automation.
2026-03-17 05:57:21 -05:00 · 2025-11-17 08:17:51 +00:00
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+# New Client Kickoff Checklist (Brenda Edition)
+
+**For:** Operations, Customer Success, Account Managers
+**Time:** 30 minutes of your time, 5-10 minutes of robot time
+**Last Updated:** 2025-11-17
+
+---
+
+## What This Is
+
+This is your **simple, step-by-step guide** for onboarding a new client after a deal closes. Most of the work happens automatically, but you need to:
+
+1. Make sure everything kicks off correctly
+2. Fill in a few details the robots can't know
+3. Verify everything worked
+4. Communicate with the customer
+
+**No technical knowledge required.** If something breaks, there are clear instructions for who to ask for help.
+
+---
+
+## Before You Start
+
+You'll need:
+
+- [ ] Access to Salesforce
+- [ ] Access to Asana
+- [ ] Client's primary contact info (name, email, phone)
+- [ ] Client's domain preference (if custom)
+- [ ] Package type they purchased (OS / Console / Custom)
+
+---
+
+## The Checklist
+
+### 📋 **Part 1: Mark the Deal Closed (Day 0)**
+
+**Where:** Salesforce
+
+1. Open the **Opportunity** record for this deal
+2. Click **Edit**
+3. Change **Stage** to: `Closed Won`
+4. Fill in these fields if they're empty:
+   - **Account Name:** Company name
+   - **Primary Contact:** Main person at the company
+   - **Domain/Subdomain:** What they want their site to be called (e.g., `acme-portal`)
+   - **Package Type:** OS / Console / Custom (what they bought)
+   - **Service Tier:** Starter / Pro / Enterprise
+   - **Start Date:** Today (or agreed start date)
+5. Click **Save**
+
+**What happens next (automatically):**
+- A **Project** record gets created in Salesforce (within 2 minutes)
+- Repos appear in GitHub (within 5-10 minutes)
+- An **Asana project** gets created with all tasks (within 5-10 minutes)
+- You get a **Slack notification** in #ops saying everything is ready
+
+**⏱️ Wait 10 minutes**, then move to Part 2.
+
+---
+
+### ✅ **Part 2: Verify the Magic Happened (Day 0)**
+
+**Where:** Salesforce → Project record
+
+1. Go back to the **Opportunity** in Salesforce
+2. Scroll down to **Related** → **Projects**
+3. You should see a new **Project** record with a name like `ACME-X7K9`
+
+**Click into the Project record and check:**
+
+- [ ] **Project Key** is filled in (e.g., `ACME-X7K9`)
+- [ ] **Status** says: `Setup In Progress`
+- [ ] **Backend Repo URL** is filled in (a GitHub link)
+- [ ] **Frontend Repo URL** is filled in (a GitHub link)
+- [ ] **Ops Repo URL** is filled in (a GitHub link)
+- [ ] **Asana Project URL** is filled in (an Asana link)
+
+**If any of these are empty after 15 minutes:**
+→ Something broke. Skip to "Troubleshooting" section below.
+
+**If everything is filled in:**
+→ 🎉 You're golden! Move to Part 3.
+
+---
+
+### 📝 **Part 3: Add Client-Specific Details (Day 0)**
+
+**Where:** Asana
+
+1. Click the **Asana Project URL** from the Salesforce Project record (opens Asana)
+2. You should see a project with sections: Discovery, Architecture, Build, Testing, Go-Live
+3. Go to the **Discovery** section
+4. Click the task: **"Confirm domain + DNS with client"**
+5. Assign it to **yourself**
+6. Add a comment with:
+   - Client's preferred domain/subdomain
+   - Any special requests (custom branding, integrations, etc.)
+   - Primary contact info
+7. Click the task: **"Gather branding assets"**
+8. Assign it to **Design team**
+9. Add a comment with:
+   - "Client: [Company Name]"
+   - "Contact: [Name, Email]"
+   - "Need: Logo, brand colors, fonts"
+
+**Where:** Salesforce Project
+
+1. Go back to the **Project** record in Salesforce
+2. Click **Edit**
+3. Fill in:
+   - **Primary Contact:** Lookup the Contact record
+   - **Technical Owner:** Assign to a developer (or leave blank for now)
+   - **Customer Notes:** Any special context about this client
+4. Click **Save**
+
+---
+
+### 📧 **Part 4: Notify the Client (Day 0-1)**
+
+**Where:** Email / Phone
+
+Send the client a friendly kickoff message:
+
+**Template:**
+
+> Subject: Welcome to BlackRoad! Your Project is Live 🚀
+>
+> Hi [Client Name],
+>
+> Great news! We've kicked off your project. Here's what's happening:
+>
+> **Your Project:** [Project Key, e.g., ACME-X7K9]
+> **Package:** [OS / Console / Custom]
+> **Next Steps:**
+> 1. Our team will reach out within 24 hours to confirm your domain and branding.
+> 2. We'll send you a staging link within 3-5 business days for initial review.
+> 3. Your primary point of contact is [Technical Owner Name] for technical questions, and me for everything else.
+>
+> **Need anything?**
+> Just reply to this email or call me at [your number].
+>
+> Looking forward to building something great together!
+>
+> [Your Name]
+> [Your Title]
+> BlackRoad
+
+---
+
+### 👀 **Part 5: Monitor Progress (Ongoing)**
+
+**Where:** Asana (check daily)
+
+1. Open the **Asana project** for this client
+2. Look at tasks:
+   - ✅ **Green checkmarks** = Done automatically or by the team
+   - ⏳ **In Progress** = Someone's working on it
+   - 🔴 **Overdue** = Needs attention
+
+**What to watch for:**
+
+- Tasks marked "blocked" → Check the comments, see what's blocking, help unblock
+- Tasks overdue by > 2 days → Ping the assignee in Slack or Asana
+- Client reaches out with questions → Add a task in Asana under "Discovery" section
+
+**Where:** Salesforce Project (check weekly)
+
+1. Open the **Project** record
+2. Look at **Last Deploy At** field:
+   - Should update every few days (means engineers are deploying)
+   - If it's been > 1 week with no deploys → Ask in #ops "Is [Project Key] blocked?"
+
+---
+
+### 🎯 **Part 6: Final Review & Go-Live (Day 14-30)**
+
+**Where:** Asana → "Go-Live" section
+
+When you see the task **"Final client walkthrough"** assigned to you:
+
+1. Schedule a 30-minute call with the client
+2. Walk them through their staging environment
+3. Get their final approval:
+   - [ ] Design looks good
+   - [ ] Functionality works as expected
+   - [ ] They're ready to go live
+4. In the Asana task, add a comment: "Client approved on [Date]. Ready for production."
+5. Assign the task **"Deploy to production"** to **DevOps**
+
+**What happens next (automatically):**
+- Engineers deploy to production
+- Your Asana task auto-completes when deploy succeeds
+- Salesforce updates with production URL
+- You get a Slack notification: "✅ [Project Key] is live!"
+
+**Where:** Email the client
+
+Send the go-live notification:
+
+> Subject: You're Live! 🎉
+>
+> Hi [Client Name],
+>
+> Exciting news – your BlackRoad site is now **live in production**!
+>
+> **Your URL:** https://[their-domain].blackroad.app
+> **Login credentials:** [sent separately via secure method]
+>
+> **What's next:**
+> - We'll monitor the site 24/7 for the first week
+> - If you notice anything unusual, email support@blackroad.com or reply here
+> - We'll check in with you in 1 week to see how things are going
+>
+> Congratulations! 🚀
+>
+> [Your Name]
+
+---
+
+## Troubleshooting
+
+### Problem: "Project record was created, but repos/Asana are empty after 15 minutes"
+
+**Fix:**
+
+1. Go to the **Project** record in Salesforce
+2. Copy the **Project Key** (e.g., `ACME-X7K9`)
+3. Go to GitHub: https://github.com/blackboxprogramming
+4. Search for repos with that Project Key in the name
+5. **If repos exist but URLs aren't in Salesforce:**
+   - Manually copy the repo URLs into the Salesforce Project fields
+   - Post in #ops: "Automation hiccup for [Project Key] – repos created but didn't sync to Salesforce"
+6. **If repos DON'T exist:**
+   - Post in #ops: "Urgent: GitHub repos not created for [Project Key]. Need manual setup."
+   - Tag @devops
+
+---
+
+### Problem: "Asana project was never created"
+
+**Fix:**
+
+1. Manually create an Asana project:
+   - Go to Asana
+   - Click **+ New Project**
+   - Name it: `[Account Name] - [Project Key]`
+   - Choose **Board** view
+2. Copy the project URL
+3. Paste it into the Salesforce **Project** record → **Asana Project URL** field
+4. Add these sections manually:
+   - Discovery
+   - Architecture
+   - Build
+   - Testing
+   - Go-Live
+5. Post in #ops: "Asana automation failed for [Project Key] – created manually"
+
+---
+
+### Problem: "Engineers are asking me technical questions I don't understand"
+
+**Fix:**
+
+1. **Don't guess.** It's okay to say "I don't know, let me find out."
+2. Ask the client for clarification
+3. Post the question + client's answer in the **Asana project** under the relevant task
+4. Tag the engineer who asked
+
+---
+
+### Problem: "Client is frustrated / things are taking too long"
+
+**Fix:**
+
+1. Look at the **Asana project** → find which tasks are overdue
+2. Post in #ops: "[Project Key] is delayed – [Task Name] is overdue. Can someone help?"
+3. Schedule a call with the client to explain:
+   - What's blocking us
+   - New timeline
+   - What we're doing to unblock
+4. Follow up in **Salesforce** → Project record → add a note in **Customer Notes**
+
+---
+
+## Pro Tips
+
+**Tip 1: Check Asana every morning**
+Spend 5 minutes scanning all your active client projects. Catch issues early.
+
+**Tip 2: Use Slack for quick questions**
+If a task is blocked, post in #ops or #dev with the Asana task link. Much faster than email.
+
+**Tip 3: Keep clients in the loop**
+Send a quick "Hey, we deployed X this week" update every Friday. Clients love visibility.
+
+**Tip 4: Use the Salesforce Activity feed**
+Log every client call, email, or decision in Salesforce. Future-you will thank you.
+
+**Tip 5: Trust the automation**
+The robots are good at their job. If something doesn't auto-complete, it's probably because it's waiting on something manual (like your approval or client input). Check the task comments.
+
+---
+
+## Quick Reference
+
+| I need to... | Go here... |
+|-------------|-----------|
+| Mark a deal closed | Salesforce → Opportunity → Change Stage to "Closed Won" |
+| Check if automation worked | Salesforce → Project record → Check if URLs are filled |
+| See what tasks need doing | Asana → Open the project for that client |
+| Find GitHub repos | Salesforce → Project record → Click the repo URL links |
+| See latest deploys | Salesforce → Project record → "Last Deploy At" field |
+| Report a broken automation | Slack → #ops → Tag @devops |
+| Ask a technical question | Slack → #dev → Include Asana task link |
+
+---
+
+## Who to Ask for Help
+
+| If you need... | Ask... | Where... |
+|---------------|--------|----------|
+| Automation isn't working | @devops | Slack #ops |
+| Task is blocked / unclear | The task assignee | Asana comment or Slack |
+| Client has technical questions | @technical-owner (from Salesforce Project) | Slack or tag in Asana |
+| Client is unhappy / escalation | Your manager | Slack DM or meeting |
+
+---
+
+## Remember
+
+**You are the glue between the client and the robots.**
+
+Your job is NOT to understand how GitHub Actions work or what a "CI pipeline" is.
+
+Your job IS to:
+- Make sure clients feel heard and informed
+- Catch things that fall through the cracks
+- Keep Asana and Salesforce up to date with client context
+- Escalate technical issues to technical people
+
+**The system is designed to make your life easier.** If it's not, tell us and we'll fix it.
+
+---
+
+**Questions?**
+Post in #ops or email ops@blackroad.com