Platform: SmartSuite
Solution ID: 699225cda340fb883df01ba1
Solution Name: Unlikely Ops (renamed from UP.CertOps)
Workspace: sg7ix02n
Version: v1.9
11 tables, ~350 fields (updated 2026-02-23, v1.9), 54 products across 11 divisions, designed for the full lifecycle of structural engineering certification projects.
| # | Table | Purpose | Volume |
|---|---|---|---|
| 1 | Projects | One record per certification job. Master lifecycle record. | ~100–300/yr |
| 2 | SOW Lines | One record per product per project. Scope, quantities, rates, inspection coverage. | ~300–900/yr |
| 3 | Products | Reference table. Product types, rates, deliverable requirements. | 54 records (11 divisions) |
| 4 | Accounts | Contractor companies with billing and contact defaults. | ~5–15 records |
| 5 | Contacts | People within accounts. Field Crew and Office Staff with roles. | ~30–100 records |
| 6 | Site Visits | One record per trip to the job site. Scheduling, outcome, products inspected. | ~200–600/yr |
| 7 | Field Submissions | Photos, driving logs, voice notes from the field. | ~1000–3000/yr |
| 8 | Crew Deliverable Requests | Field-side follow-up tracker with escalation chain. | ~200–600/yr |
| 9 | RFIs | Client-side information requests with escalation and response routing. | ~100–300/yr |
| 10 | Cert Packages | Generated cert documents with versioning, delivery tracking, audit trail. | ~100–400/yr |
| 11 | Communication Log | Significant project communications across all channels. | ~500–1500/yr |
One record per certification job. This is the master record that ties everything together. All other tables link back to Projects.
| Field | Type | Description | Read/Write By |
|---|---|---|---|
| Project ID | Text | Record origin identifier. Convention: PMS.OPS.{CustomerNumber} for Jan 2026+ migrations, blkhse.{CustomerNumber} for pre-2026 backlog, UP.{x} for future native UPO projects (pending approval). Field slug: sy0pvamk. | Migration scripts / Manual |
| Request Title | Text | Human-readable label, typically address-based | Intake / Manual |
| Linked Account | Link → Accounts | Which contractor company | Intake / Chatwoot webhook |
| Site Address | Text | Full street address, must be geocodable | Intake / Chatwoot |
| Address Slug | Formula | Auto-generated filesystem-safe address for file naming | System (formula) |
| Subdivision | Text | Subdivision or community name | Intake / Permit parsing |
| Lot | Text | Lot number from plat/permit | Intake / Permit parsing |
| Block | Text | Block number from plat/permit | Intake / Permit parsing |
| Property Owner | Text | Name of the homeowner | Intake / Permit parsing |
| Jurisdiction | Text | Governing jurisdiction for code compliance | Intake / Permit parsing |
| State | Select: MD/VA/CT | State where work is performed | Intake |
| Permit Number | Text | Permit number issued by jurisdiction | Intake / Permit parsing |
| Permit Classification | Text | Type of permit (residential, commercial) | Intake / Permit parsing |
| Permit Issue Date | Date | When the permit was issued | Intake / Permit parsing |
| Code Cycle | Text | Which code cycle applies (e.g., 2018 IRC) | Intake / Permit parsing |
| Permit Expiration Date | Date | When the permit expires. Critical for cert timing. | Intake / Permit parsing |
| Permit Days Remaining | Formula | Countdown to expiration. Negative = expired. | System (formula) |
| Permit Expiration Warning | Formula | 30-day early warning on open projects | System (formula) |
| Permit Expired | Formula | Hard flag. Blocks certification, triggers escalation. | System (formula) |
| Permit Expiration Exempt | Checkbox | Manual override for old jobs | Manual (certifier) |
| Permit Exemption Reason | Long Text | Why this project was exempted | Manual |
| Request Status | Select | Master lifecycle: New / Intake / SOW Draft / SOW Confirmed / Scheduling / Scheduled / In Progress / Field Complete / Partially Inspected / Pending Deliverables / Pending RFI / Ready for Cert / Certified / Delivered / Re-Opened / On Hold / Cancelled | Multiple systems |
| Requested Date | DateTime | When project was submitted by client | Chatwoot / Manual |
| Requested Date & Time | DateTime | Client’s preferred inspection date/time | Chatwoot / Manual |
| Construction End Date | Date | When contractor finished installation | Field tech / Client |
| Certification Status | Select | Not Started / In Progress / Complete / Revised. Setting to Complete triggers F1 Cert Delivery Email Zap (sends cert PDF to account contacts via Zapier). | blackhouse-docs skill |
| Cert Completed Date | Date | When cert package was finalized | blackhouse-docs skill |
| Current Cert Version | Text | Latest version (v1.0, v2.0, v1.0-A) | blackhouse-docs skill |
| Invoice Status | Select | Not Invoiced / Invoiced / Sent / Paid / Overdue / Partial | Stripe / Manual |
| Invoice Total | Currency | Total invoiced. Rollup from SOW Lines + fees. | blackhouse-docs / Stripe |
| Stripe Invoice ID | Text | Stripe invoice identifier | blackhouse-docs skill |
| Drive Photos Link | URL | Google Drive folder for this project | blackhouse-docs / Apps Script |
| Total Site Visits | Rollup | How many trips to this job site | System (rollup) |
| Inspection Coverage | Formula | Percentage of products inspected. 100% = ready for cert. | System (formula) |
| Open Deliverables Count | Rollup | Outstanding deliverables not received or waived | System (rollup) |
| Open RFI Count | Rollup | Outstanding RFIs remaining | System (rollup) |
| Certification Blocked | Formula | Prevents cert while items outstanding or permit expired | System (formula) |
| Review Type | Select | Field Inspection (default) or Office Review (post-production cert from photos/docs, no site visit). Maps to PMS Post Construction field. | Intake / Manual |
| Last Production Date | Date | Client-supplied date when construction completed. Drives Office Review queue priority. | Intake / Manual |
| Cert Review Assignee | People | Admin assigned to Office Review certification (Dustin or Jacob). | Manual |
| Open RFI Count (filtered) | Count | Count of linked RFIs with status Open, Sent, or Escalated. Drives automation: >0 triggers Pending RFI status. | System (count with filter) |
| Unresolved RFI Count | Count | Count of linked RFIs with status Open, Sent, Responded, or Escalated. Everything not Resolved/Closed. | System (count with filter) |
| RFI Status Summary | Lookup | Shows all linked RFI statuses at project level for quick visibility. | System (lookup) |
| Additional Inspections Count | Number | Mirror of Additional Inspections Required rollup (rollups can't be used in view filters). Synced via automation. | System (automation) |
| Emergency + Missed Service Count | Number | Mirror of rollup counting Site Visits with Visit Purpose = Emergency or Missed. Synced via automation. | System (automation) |
Automations (2 active):