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Team & operations

Signed contract to project kickoff automation

Project kickoff automation starts when a client contract is fully signed. It creates the project from the right template, sets up a shared folder with the signed contract inside and opens a Slack channel with the team and the links they need.

An example of how the studio would build it. No live services are connected.

From a signed contract to a project ready to start.

  1. Step 01

    Contract signed

    DocuSign reports that every party has signed, and the envelope is matched to the client and the service sold.

  2. Step 02

    Template chosen

    Pick the Asana project template for that service, with its usual tasks, owners and due dates.

  3. Step 03

    Project created

    Create the project in Asana from the template, named consistently and dated from the agreed start.

  4. Step 04

    Folder shared

    Create the client folder in Google Drive, file the signed contract inside and share it with the project team.

  5. Step 05

    Team invited

    Open a Slack channel for the project, invite the team and post links to the project and the folder.

The result

Day one starts on day one.

Each signed contract sets up one project, however many times the notification arrives. External guests are invited only after a person checks the list.

Before we connect it.

Where this is useful

Useful for agencies, consultancies and trades that sell a few repeatable types of work and set each project up by hand. A sensible first version handles one service with one Asana template, then adds more once the naming and permissions feel right.

What we need to connect

  1. 01Completed-envelope events from DocuSign, plus a reliable way to identify the client and the service.
  2. 02Asana project templates, a naming convention and the team for each type of work.
  3. 03The Google Drive folder structure, sharing rules and Slack channel conventions.

What needs careful handling

A completion notice can arrive more than once, and a contract is sometimes corrected and re-sent. Store the envelope ID against the project so a repeat updates it rather than creating a second one. Internal folders and channels can be set up automatically, but inviting the client should follow a person’s check.

Questions people ask.

Can the client be invited to the Slack channel and the folder?

Yes, if your Slack plan supports guests or shared channels and your Google Drive settings allow external sharing. We usually suggest a person confirms external invitations before they go out.

What if the project needs details that aren’t in the contract?

The workflow creates the project with what it knows and adds a task for the account owner to fill the gaps, such as a start date or budget code. Nothing is guessed.

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