Project Management

Project Management — Standard Operating Procedure

Triggers: Human says "project management", "create project", "new project", "manage project", "project plan", "PRD", "project requirements", "project document".

Overview

A project is any workspace folder that contains a PROJECT.md file. That file is the PRD (project resource document) — the single source of truth. Projects live under ~/sulla/projects/ by default.

One size does not fit all. A small task gets a small PRD. A large task gets a comprehensive PRD. Choose the right template tier based on complexity.

Discovery Tools

• search_projects — Search by name, description, status, or tags
• load_project — Load the full PROJECT.md content for a project

How to Create a Project

1. Call create_workspace("my-project-name") — this creates the folder and returns its absolute path.
2. Write a PROJECT.md file in that folder using your filesystem tools. This is what makes the folder a project.
3. Optionally create a README.md for getting-started / structure overview.
4. Add the project to ACTIVE_PROJECTS.md in the root of the projects directory (see below).

Use the appropriate PRD template tier below based on task complexity.

How to Edit a Project

Read and write the PROJECT.md file directly with your filesystem tools. No special tools needed — just edit the file.

ACTIVE_PROJECTS.md

There is exactly one ACTIVE_PROJECTS.md file and it lives in the root of the projects directory — NOT inside any individual project folder. This file is the master list of all projects currently in-flight.

• Add a project here when it is created and active.
• Remove a project when the human says it is completed, archived, or no longer relevant.
• When the human reprioritizes — e.g., "focus on X, drop Y" — update this file to reflect the new priorities.
• This file does NOT exist inside individual project folders. Each project folder only has PROJECT.md (and optionally README.md).

Project Lifecycle

1. Discovery

Always start by searching for existing projects:

search_projects("relevant keywords")

2. Size Assessment

Before creating a PRD, classify the task:

• Small — Single-step or trivial task (a quick config change, a bug fix, a one-liner). Use the Minimal PRD.
• Medium — Multi-step task with clear scope (a feature, a script, a single integration). Use the Standard PRD.
• Large — Complex multi-system project (multiple integrations, research, architecture decisions, credentials, templates). Use the Full PRD.

3. Creation

Call create_workspace then write the PROJECT.md with the appropriately sized template (see below). Add the project to ACTIVE_PROJECTS.md.

4. Iteration

Edit the PROJECT.md directly — update specific sections as work progresses.

5. Completion

Update the status field in the frontmatter to "completed" or "archived". Remove the project from ACTIVE_PROJECTS.md.

PRD Template Tier 1: Minimal (Small Tasks)

Use for: bug fixes, config changes, quick scripts, single-file edits.

---
schemaversion: 1
slug: fix-thing-name
title: "Fix/Change Brief Title"
section: Projects
category: "relevant category"
tags:
  - project
  - quick-fix
owner: sulla
status: active
start_date: YYYY-MM-DD
workspace_path: /path/to/workspace
---

# Fix/Change Brief Title

**Goal**: One-sentence goal.

**Owner**: sulla
**Status**: active

## Must Haves
- The one or two things that must happen

## Execution Checklist
- [ ] Step 1
- [ ] Step 2

PRD Template Tier 2: Standard (Medium Tasks)

Use for: features, scripts, single integrations, moderate scope work.

---
schemaversion: 1
slug: feature-name
title: "Feature Title"
section: Projects
category: "relevant category"
tags:
  - project
  - relevant-tags
owner: sulla
status: active
start_date: YYYY-MM-DD
workspace_path: /path/to/workspace
github_url: https://github.com/org/repo
---

# Feature Title

**Ultimate Project Goal**: One or two sentences describing the end state.

**Owner**: sulla
**Start Date**: YYYY-MM-DD
**Status**: active

## User Stories
- As a ..., I want ..., so that ...

## Must Haves
- ...

## Should Haves
- ...

## Nice-to-Haves
- ...

## What Has Been Tried and Didn't Work
None documented yet.

## Architecture
- ...

## Execution Checklist
- [ ] Step 1
- [ ] Step 2
- [ ] Step 3

PRD Template Tier 3: Full (Large/Complex Projects)

Use for: multi-system integrations, automation workflows, projects requiring credential resolution, template research, multiple teams or services.

---
schemaversion: 1
slug: project-name
title: "Project Title"
section: Projects
category: "relevant category"
tags:
  - project
  - relevant-tags
order: 5
locked: false
author: sulla
created_at: YYYY-MM-DDTHH:MM:SSZ
updated_at: YYYY-MM-DDTHH:MM:SSZ
mentions:
  - related-concept
related_entities:
  - Related System
---

# Project Title

**Ultimate Project Goal**: Comprehensive description of what success looks like — cover all integrations, data flows, and end-user outcomes.

**Owner**: Name
**Start Date**: YYYY-MM-DD

**User Stories**
- As a ..., I want ..., so that ...
- As a ..., I want ..., so that ...
- As a ..., I want ..., so that ...

**Checklist of Completed Items**
None documented yet.

**Must Haves**
- ...

**Should Haves**
- ...

**Nice-to-Haves**
- ...

**What Has Been Tried and Didn't Work**
None documented yet.

## Requirements
- **Trigger type**: (webhook, cron, manual, event-based)
- **Error handling**: Describe retry logic, alerting, and partial-failure strategy.

## Template Research
- Categories explored: ...
- Search queries used: ...
- Top candidates:
  - Template ID XXXXX: "Name" (fit X/10 — reasoning)
  - Template ID XXXXX: "Name" (fit X/10 — reasoning)
- Selected template: Template ID XXXXX ("Name")
- Rationale: Why this template was chosen and what modifications are needed.

## Credential Resolution
| Integration   | Required | Status     | Notes / Action Needed                  |
|---------------|----------|------------|----------------------------------------|
| Service A     | Yes      | Ready      | API key configured                     |
| Service B     | Yes      | Missing    | Need user to provide credentials       |

## Workflow Details
- **Workflow name**: project-name
- **High-level node flow**: Step A → Step B → Step C → Step D
- **Nodes**: N | **Connections**: M

## Architecture
- System diagram or description of how components interact
- Data flow description
- Key technical decisions and rationale

## Execution Checklist
- [ ] Health check passed
- [ ] Project article created
- [ ] Requirements documented
- [ ] Template research completed
- [ ] Credentials resolved
- [ ] Implementation started
- [ ] Core functionality working
- [ ] Full test run completed successfully
- [ ] Project article fully updated
- [ ] Delivery confirmed

Full PRD Example

Here is a real example of a Tier 3 (Full) PRD for reference. This is what a user request like "Build an n8n workflow that processes new leads from our Typeform" would produce:

---
schemaversion: 1
slug: workflow-typeform-lead-qualification
title: "Typeform Lead Qualification and Routing"
section: Automations
category: "Sales"
tags:
  - n8n
  - workflow
  - automation
  - typeform
  - linear
  - mailchimp
  - slack
order: 5
locked: false
author: sulla
created_at: 2026-02-23T23:00:00Z
updated_at: 2026-02-23T23:00:00Z
mentions:
  - n8n-workflow
  - lead-generation
related_entities:
  - AI Agent
  - Sales
---

# Skill: Automation Workflow (n8n) Project

**Ultimate Project Goal**: Automatically qualify every new Typeform lead submission, create a Linear ticket for high-quality leads, add them to the correct Mailchimp audience, and notify the responsible sales rep in Slack with a personalized message.

**Owner**: Jonathon Byrdziak
**Start Date**: 2026-02-23

**User Stories**
- As a sales rep, I want qualified leads automatically created in Linear so I don't miss hot prospects.
- As a marketing manager, I want new leads added to the right Mailchimp list for nurturing.
- As a sales lead, I want to be notified instantly in Slack when a good lead comes in with all key details.

**Checklist of Completed Items**
None documented in current context or memory.

**Must Haves**
- Typeform webhook trigger on new submission
- Qualification logic based on company size and budget
- Create Linear ticket for qualified leads
- Add lead to correct Mailchimp audience
- Send personalized Slack message to the assigned sales rep
- Full logging of every decision

**Should Haves**
- Score lead on a 1-10 scale
- Different Mailchimp lists based on lead quality
- Attach form responses to Linear ticket

**Nice-to-Haves**
- AI-generated personalized first message to the lead
- Auto-assign sales rep based on region
- Daily lead digest summary

**What Has Been Tried and Didn't Work**
None documented in current context or memory.

## Requirements
- **Trigger type**: Typeform webhook (new submission)
- **Error handling**: If any integration fails, log the full error, send alert to #sales-alerts Slack channel, and do not create partial records. Retry up to 3 times.

## Template Research
- Categories explored: Typeform, Lead Qualification, Linear, Mailchimp, Slack
- Search queries used: "typeform lead qualification linear mailchimp n8n", "typeform to linear ticket n8n"
- Top candidates:
  - Template ID 14567: "Typeform to Linear Ticket" (fit 8/10 — good ticket creation but no Mailchimp)
  - Template ID 13289: "Typeform Lead Router" (fit 9/10 — excellent qualification and routing logic)
- Selected template: Template ID 13289 ("Typeform Lead Router")
- Rationale: This template already handles Typeform webhook, scoring logic, and routing. We only need to add Mailchimp subscription and Slack notification nodes.

## Credential Resolution
| Integration   | Required | Status     | Notes / Action Needed                  |
|---------------|----------|------------|----------------------------------------|
| Typeform      | Yes      | Ready      | Webhook already configured             |
| Linear        | Yes      | Ready      | API key ready                          |
| Mailchimp     | Yes      | Ready      | API key ready                          |
| Slack         | Yes      | Ready      | Bot token ready                        |

## Workflow Details
- **Workflow name**: workflow-typeform-lead-qualification
- **High-level node flow**: Typeform Webhook → Qualify Lead → Conditional Router → Create Linear Ticket → Subscribe to Mailchimp → Send Slack Notification
- **Nodes**: 8 | **Connections**: 10 (based on selected template + 2 added nodes)

## Execution Checklist
- [ ] Health check passed
- [ ] Project article created
- [ ] Requirements documented
- [ ] Template research completed
- [ ] Credentials resolved
- [ ] Template imported and modified
- [ ] Workflow created and nodes configured
- [ ] Workflow activated
- [ ] Full test run completed successfully
- [ ] Project article fully updated
- [ ] Delivery confirmed

README.md Conventions

Optionally create a README.md alongside PROJECT.md. It should contain:

• Project title and description (pulled from PROJECT.md)
• Getting Started section
• Project Structure section
• Development section

Best Practices

1. Always search first — avoid duplicate projects
2. Use kebab-case slugs — e.g., daily-intelligence-monitor
3. Match PRD size to task complexity — don't over-document a bug fix, don't under-document a multi-system integration
4. Keep PROJECT.md as the single source of truth — all project details live here
5. Edit PROJECT.md directly — just read and write the file with your filesystem tools
6. Set status accurately — active, paused, completed, or archived
7. Include workspace_path — so you can locate the project folder
8. Tag consistently — always include "project" plus relevant domain tags