Documentation System Overview

Obsidian-Based Project Documentation System

Introduction

This guide documents a comprehensive system for managing complex projects using Obsidian, a powerful markdown-based knowledge management tool, combined with web publishing via Quartz and AI-assisted documentation workflows.

What You’ll Learn:

• How to structure an Obsidian vault for project management
• Best practices for documentation organization
• Publishing your documentation as a static website
• Leveraging AI tools (like Claude Code) for documentation assistance
• Real-world workflows from a garage construction project

Why This System?

Traditional project management often involves scattered documents across multiple platforms:

• Email threads with decisions buried in conversations
• Photos stored separately from context
• Vendor information in spreadsheets
• Meeting notes in various formats
• No single source of truth

This system solves these problems by:

1. Centralized Knowledge Base: All project information in one place
2. Rich Cross-Referencing: Link related documents, decisions, and resources
3. Version Control: Track changes using Git
4. Web Publishing: Share progress with stakeholders via a static website
5. AI Assistance: Leverage AI for documentation, analysis, and automation
6. Future-Proof: Plain markdown files that work anywhere
7. Powerful Queries: Dynamic content aggregation with Dataview

Real-World Example: Garage Construction Project

Throughout this guide, we’ll reference a real garage construction project that demonstrates:

• 24’ x 40’ x 10’ three-car garage with second-floor workshop
• Multiple contractors and vendors
• Complex technical specifications
• Hundreds of photos and time-lapse videos
• Detailed decision tracking
• Product specifications with manufacturer links
• HVAC, electrical, and structural planning
• $68,400 budget tracking

The project vault includes:

• 100+ markdown documents
• 50+ photos with detailed descriptions
• Time-lapse construction videos
• Vendor contacts and orders
• Design specifications
• Meeting notes
• Decision logs

System Components

1. Obsidian Vault

Purpose: Local knowledge base and editing environment

Key Features:

• Markdown-based documents with YAML frontmatter
• Bidirectional linking between documents
• Dataview plugin for dynamic queries
• Templates for consistency
• Tags and metadata for organization

Learn More: 01 - Obsidian Setup and Configuration

2. Structured Organization

Purpose: Logical folder hierarchy that scales with project complexity

Implementation:

00-Index.md                    # Project dashboard
10-Planning/                   # Planning phase documents
20-Design/                     # Design specifications
30-Vendors & Contacts/         # Vendor and product information
40-Meetings/                   # Meeting notes
50-Build/                      # Construction documentation
60-After Build/                # Post-construction tasks
90-Reference/                  # Reference materials
Templates/                     # Document templates
pictures/                      # Photo documentation

Learn More: 02 - Vault Structure and Organization

3. Web Publishing with Quartz

Purpose: Share documentation as a public or private website

Benefits:

• Static site generation from markdown
• Fast, searchable, responsive design
• No database or complex hosting required
• Can be hosted on GitHub Pages (free)
• Full-text search
• Graph view of document relationships

Learn More: 03 - Web Publishing with Quartz

4. AI Integration

Purpose: Accelerate documentation and improve quality

Use Cases:

• Generate photo descriptions from images
• Create meeting summaries
• Analyze decisions and trade-offs
• Draft technical specifications
• Maintain consistency across documents
• Automated tagging and categorization

Learn More: 05 - AI Integration and Automation

5. Version Control

Purpose: Track changes, collaborate, and maintain history

Implementation:

• Git repository for the entire vault
• Meaningful commit messages
• Branch-based workflows
• GitHub/GitLab hosting for backup and collaboration

Who This System Is For

This documentation system is ideal for:

• Construction Projects: Track progress, decisions, vendors, and specifications
• Renovation Projects: Document before/after, materials, contractors
• Software Development: Technical documentation, decision logs, architecture docs
• Research Projects: Literature reviews, methodology, findings
• Business Planning: Strategy documents, market research, financials
• Personal Projects: Any complex undertaking requiring organization

System Benefits

For Individual Project Managers

• Single source of truth for all project information
• Quick search and retrieval of any document
• Visual graph of relationships between concepts
• Easy to maintain and update
• Portable - your data isn’t locked in proprietary formats

For Teams

• Share context with stakeholders via web publishing
• Asynchronous collaboration through Git
• Clear documentation of decisions and rationale
• Onboarding new team members with complete project history

For Future Reference

• Complete project archive
• Product specifications for maintenance/repairs
• Decision rationale for similar future projects
• Lessons learned and best practices
• Vendor contacts and performance notes

Getting Started

Follow this guide in order:

1. 01 - Obsidian Setup and Configuration - Install Obsidian and configure plugins
2. 02 - Vault Structure and Organization - Set up your folder structure and conventions
3. 04 - Documentation Workflows - Learn workflows for different document types
4. 03 - Web Publishing with Quartz - Publish your vault as a website
5. 05 - AI Integration and Automation - Leverage AI for documentation assistance
6. 06 - Advanced Features and Best Practices - Master advanced techniques

Success Metrics

After implementing this system, you should achieve:

• Reduced Context Switching: All information in one tool
• Faster Information Retrieval: Find any document in seconds
• Better Decision Making: Clear documentation of options and rationale
• Improved Stakeholder Communication: Shareable web documentation
• Complete Project Archive: Nothing lost or forgotten
• Reusable Knowledge: Templates and patterns for future projects

Quick Start Example

Here’s how to document a simple vendor interaction:

---
title: ABC Roofing Company
type: vendor
tags: [vendor, roofing]
status: active
---
 
# ABC Roofing Company
 
**Contact**: John Smith
**Phone**: (555) 123-4567
**Email**: john@abcroofing.com
 
## Services
- Metal roofing installation
- Roof repairs
- Gutter installation
 
## Quote History
- [[40-Meetings/2025-10-15 - ABC Roofing Quote]]: $12,000 for metal roof
- Products: [[30-Vendors & Contacts/Products Used#roofing|Roofing]]
 
## Notes
- Very responsive, returned call within 2 hours
- Provided detailed written quote
- 10-year workmanship warranty

This simple document demonstrates:

• Structured frontmatter (YAML)
• Clear headings and sections
• Cross-references to related documents
• Contact information readily available
• Historical tracking

Document Conventions

Throughout this guide, you’ll see:

• Example from Garage Project: Real examples from the garage construction
• Implementation Notes: Technical details and configuration
• Best Practices: Proven approaches that work well
• Common Pitfalls: Mistakes to avoid
• Pro Tips: Advanced techniques for power users

Next Steps

Start with 01 - Obsidian Setup and Configuration to install and configure Obsidian for project documentation.

Additional Resources

• This Vault’s Configuration: CLAUDE.md - Instructions for AI assistants working with this vault
• Vault Index: Main Project Index - See the documentation system in action
• Products Documentation: Products Used - Example of comprehensive product tracking

---

This guide is based on a real-world garage construction project. All examples are from actual project documentation.