Documentation Workflows

This guide covers practical, step-by-step workflows for common documentation tasks. Each workflow is based on real usage from the Garage Project.

Meeting Documentation Workflow

Before the Meeting

Create meeting note:
- Ctrl/Cmd + N for new note
- Insert meeting template (Ctrl/Cmd + P → Templates)
- Name: YYYY-MM-DD - Meeting - [Subject].md
- Move to 40-Meetings/ folder
Populate frontmatter:

---
title: 2025-10-22 - Site Visit - Foundation Crew
type: meeting
date: 2025-10-22
attendees: [Dan, Marcus, Concrete Crew]
tags: [meeting, foundation, site-visit]
---

Prepare agenda:

## Agenda
1. Review foundation prep progress
2. Discuss PEX installation timeline
3. Confirm pressure test procedures
4. Review concrete pour schedule

During the Meeting

Take freeform notes - don’t worry about structure yet:

## Discussion
- Forms look good, level and square
- PEX will go in tomorrow if weather holds
- Pressure test needs 24 hours minimum
- Pour scheduled for Friday if test passes
- Marcus suggests adding sensor conduit now vs later retrofit

Capture action items as they arise:

## Action Items
- [ ] Decide on slab sensor conduit by EOD
- [ ] Order sensor conduit if approved
- [ ] Confirm concrete truck schedule
- [ ] Take photos of foundation prep

Note decisions immediately:

## Decisions Made
- Install ½" PEX conduit for future slab temperature sensor
- Lift bay will be level; other 2 bays will have grade to central drain

After the Meeting

Review and clean up notes (within 24 hours):
- Expand abbreviations
- Add context where needed
- Clarify unclear points
Link to related documents:

## Related Documents
- [[10-Planning/Decisions - Slab Sensor Conduit]] (created from this meeting)
- [[50-Build/Initial Build]] (updated with progress)
- [[20-Design/Interior/HVAC Strategy]] (sensor relates to radiant control)

Create follow-up documents:
- Decision documents for major choices
- Update To-Do list with action items
- Update project timeline
Update project dashboard:
- Add date to Timeline.md
- Update status in relevant documents

Example Complete Meeting Note

See the pattern in practice:

---
title: 2025-10-22 - Site Visit - Foundation Status
type: meeting
date: 2025-10-22
attendees: [Dan, Marcus, Concrete Crew Lead]
tags: [meeting, foundation, site-visit]
---
 
# Foundation Status Site Visit
 
## Attendees
- Dan Gahagan (Owner)
- Marcus (Hershberger's)
- Concrete Crew Lead
 
## Agenda
1. Review foundation prep
2. Discuss PEX installation
3. Confirm testing procedures
 
## Discussion
 
### Foundation Forms
- Forms installed, level and square
- Rat wall trench at proper depth (42")
- Perimeter foam in place
- Ready for insulation
 
### PEX Installation Timeline
- Creatherm insulation going in today
- PEX installation tomorrow (weather dependent)
- Manifold to be positioned near mechanical room location
 
### Pressure Testing
- System will be tested at 60-70 PSI
- Must hold pressure for 24 hours minimum
- No concrete pour until test passes
 
### New Opportunity: Slab Sensor
Marcus suggested installing ½" PEX conduit now for future slab temperature sensor.
Would enable smart thermostat integration for radiant heat. Minimal cost now vs.
expensive retrofit later.
 
## Decisions Made
1. **Approved**: Install ½" PEX conduit for slab sensor
2. **Approved**: Floor grading - lift bay level, other 2 bays graded to central drain
 
## Action Items
- [x] Decide on slab sensor conduit → APPROVED
- [ ] Document sensor conduit decision rationale
- [ ] Update HVAC strategy with sensor plan
- [ ] Confirm concrete pour schedule for Friday
- [ ] Take progress photos when insulation complete
 
## Next Steps
- Insulation installation (today)
- PEX loops installed (tomorrow)
- 24-hour pressure test
- Concrete pour (Friday, pending test)
 
## Related Documents
- [[10-Planning/Decisions - Slab Sensor Conduit]] (created from this decision)
- [[50-Build/Initial Build]] (progress updated)
- [[20-Design/Interior/HVAC Strategy]] (sensor integration noted)
- [[10-Planning/Timeline]] (updated with today's date)

Decision Documentation Workflow

Major decisions deserve detailed documentation beyond meeting notes.

When to Create a Decision Document

Create a dedicated decision document when:

Decision impacts budget significantly (>$500)
Decision affects multiple systems
Multiple options with trade-offs
Future reference will be valuable
Decision requires stakeholder approval

Decision Document Template

Create document:
- Location: 10-Planning/
- Name: Decisions - [Topic].md
Structure:

---
title: Decision - Slab Temperature Sensor Conduit
type: decision
tags: [decision, hvac, radiant-heat, smart-home]
date: 2025-10-22
status: approved
---
 
# Decision: Install Slab Temperature Sensor Conduit
 
## Context
During foundation preparation, opportunity arose to install ½" PEX conduit
for future slab temperature sensor. Decision needed immediately as concrete
pour scheduled within 48 hours.
 
## Problem Statement
Radiant floor heating systems benefit from slab temperature monitoring for:
- Precise temperature control
- Energy efficiency optimization
- Integration with smart thermostats
- System diagnostics
 
Without sensor: Manual thermostat control only
With sensor: Smart automation, better efficiency, system monitoring
 
## Options Considered
 
### Option 1: No Sensor Conduit (Do Nothing)
**Pros**:
- No additional cost now
- Simpler installation
 
**Cons**:
- Retrofit extremely expensive (jackhammer concrete)
- Limits future smart home integration
- Less precise temperature control
- Missing optimization opportunity
 
**Cost**: $0 now, $2,000+ retrofit later
 
### Option 2: Install Sensor Conduit Now
**Pros**:
- Minimal cost during construction
- Enables future smart thermostat integration
- Allows slab temperature monitoring
- Future-proofs the system
- Easy sensor installation later (pull through conduit)
 
**Cons**:
- Small added cost now (~$50)
- Slightly more complex installation
 
**Cost**: ~$50 now, sensor ~$100-200 later when needed
 
### Option 3: Install Sensor Conduit + Sensor Now
**Pros**:
- Complete solution immediately
- No future installation needed
 
**Cons**:
- Higher cost now
- Sensor may be outdated when boiler installed
- Don't yet know exact thermostat model
 
**Cost**: ~$150-250 now
 
## Decision
**Selected: Option 2 - Install Sensor Conduit Now**
 
Install ½" PEX conduit during slab prep. Purchase and install actual sensor
later when boiler and thermostat selected (~1 year from now).
 
## Rationale
- Low cost now vs. prohibitive retrofit cost
- Provides maximum flexibility for future
- Sensor technology may improve; conduit remains useful
- Can match sensor to final thermostat choice
- Common best practice in modern radiant systems
 
## Implementation
- Install ½" PEX conduit from slab to mechanical room location
- Cap both ends to prevent concrete intrusion
- Document conduit location
- Purchase sensor when boiler/thermostat selected
 
## Budget Impact
- Estimated cost: $50 (conduit and installation)
- Approved by: Dan (Owner)
- Budget category: HVAC Infrastructure
 
## Timeline
- Decision made: 2025-10-22
- Implementation: 2025-10-22 (during slab prep)
- Sensor purchase: TBD (~2026 when boiler installed)
 
## Related Documents
- [[40-Meetings/2025-10-22 - Site Visit - Foundation Status]]
- [[20-Design/Interior/HVAC Strategy]]
- [[50-Build/Initial Build]]
- [[10-Planning/Decisions Log]] (add entry)
 
## Follow-up Actions
- [x] Confirm conduit installation with crew
- [x] Document in HVAC Strategy
- [x] Add to Timeline
- [ ] Research compatible sensors when selecting thermostat

Update the Decisions Log

After creating detailed decision document:

# Decisions Log
 
| Date | Area | Decision | Status | Details |
|------|------|----------|--------|---------|
| 2025-10-22 | HVAC | Install slab sensor conduit | ✅ Approved | [[10-Planning/Decisions - Slab Sensor Conduit]] |
| 2025-10-22 | Foundation | Floor grading strategy | ✅ Approved | Lift bay level, other 2 bays graded |

Photo Documentation Workflow

Photos are critical documentation. The Garage Project includes 50+ documented photos.

Capturing Photos

Best Practices:

Take photos at consistent times (daily, weekly, at milestones)
Capture wide shots for context
Take detail shots of important elements
Include a reference object for scale (if helpful)
Multiple angles of the same subject
Before/after pairs

Organization:

Use descriptive original filenames OR
Keep camera-generated filenames (consistent pattern)
Transfer to pictures/ folder immediately

Creating Photo Documentation

For each important photo, create a matching markdown file:

File: pictures/PXL_20251022_190752216.md

---
title: Radiant Heating System Pressure Test Gauge
type: photo-documentation
tags: [construction, radiant-heat, pex, testing, quality-control]
date: 2025-10-22
time: 19:07
phase: foundation
status: system-testing
---
 
# Radiant Heating System Pressure Test Gauge
 
![Pressure Test Gauge](PXL_20251022_190752216.jpg)
 
## Photo Details
- **Date**: October 22, 2025
- **Time**: 7:07 PM
- **Phase**: Foundation - Pressure testing
- **Location**: 309 E. 7th St., Clare, MI
 
## Description
Close-up photo showing pressure gauge attached to radiant floor heating
system, documenting critical pressure test before concrete pour.
 
## Visible Elements
- **Pressure Gauge**: Analog gauge reading 60-70 PSI
- **Gauge Mounting**: Blue hose fitting connected to PEX manifold
- **Background**: Orange Creatherm insulation surface, PEX tubing
 
## Significance
This pressure test is a critical quality checkpoint. System must maintain
60-70 PSI for 24 hours to verify no leaks before concrete pour. Finding
leaks now prevents catastrophic repairs later.
 
## Technical Context
- Test pressure: 60-70 PSI (typical for PEX systems)
- Duration: 24 hours minimum
- Failure = pressure drop indicates leak
- Success = concrete pour approved
 
## Construction Timeline
This photo represents the checkpoint between:
- ✓ Foundation forms complete
- ✓ Under-slab insulation installed
- ✓ PEX tubing laid out
- **→ Pressure test in progress** (this photo)
- ⧖ Pressure test verification
- ⧖ Concrete slab pour
 
## Related Documents
- [[Email Imports/Hershberger's Contract]] - PEX specification
- [[Email Imports/Delivery invoice for hydronic heating]] - Materials
- [[20-Design/Interior/HVAC Strategy]] - System design
- [[50-Build/Initial Build]] - Construction progress

AI-Assisted Photo Documentation

Using Claude Code or similar:

Take photo and transfer to pictures/

Use AI to generate description:

"Please analyze this photo and create a detailed description
document following the template in pictures/PXL_20251022_190752216.md"

Review and enhance AI output with:
- Specific technical details
- Decision context
- Related documents
Save as matching .md file

See: Photo Documentation

Vendor Documentation Workflow

Adding a New Vendor

Determine category:
- Service provider → 30-Vendors & Contacts/Services/
- Product order → 30-Vendors & Contacts/Orders/
Create vendor document:

---
title: ABC Roofing Company
type: vendor
tags: [vendor, roofing, contractor]
status: potential  # or: contacted, quoted, selected, active, completed
phone: (555) 123-4567
email: contact@abcroofing.com
website: https://abcroofing.com
---
 
# ABC Roofing Company
 
**Contact**: John Smith
**Title**: Sales Manager
**Phone**: (555) 123-4567
**Email**: john@abcroofing.com
**Website**: https://abcroofing.com
**Address**: 123 Main St, City, State
 
## Services Provided
- Metal roofing installation
- Roof repairs
- Gutter systems
 
## First Contact
**Date**: 2025-10-15
**How**: Referral from neighbor
**Response time**: Called back within 2 hours
 
## Quotes Provided
- [[40-Meetings/2025-10-18 - ABC Roofing Quote]]: $12,000 for standing seam metal roof
 
## Orders
- None yet
 
## Performance Notes
### Responsiveness
Very responsive, professional communication
 
### Quality
TBD - haven't used yet
 
### Pricing
Competitive with other quotes
 
### Would Use Again?
TBD
 
## Related Documents
- [[40-Meetings/2025-10-18 - ABC Roofing Quote]]
- [[20-Design/Exterior/Roofing]]

Update vendor list (if you maintain one)

Tracking an Order

When placing an order, create order document:

---
title: Metal Roofing Order
type: order
tags: [order, roofing, materials]
vendor: ABC Roofing
order_id: ABC-2025-1234
status: ordered  # planning, ordered, shipped, delivered, installed
stage: 4
key_dates:
  quoted: 2025-10-18
  ordered: 2025-10-25
  eta: 2025-11-15
  delivered:
  installed:
totals:
  subtotal: 11000.00
  tax: 880.00
  shipping: 120.00
  total: 12000.00
related:
  vendor: "[[30-Vendors & Contacts/Services/ABC Roofing]]"
  design: "[[20-Design/Exterior/Roofing]]"
---
 
## Items Ordered
- 1,200 sq ft Burnished Slate standing seam metal roofing
- Trim and flashing
- Snow guards (front eave)
- Underlayment
 
## Delivery Details
- Ship to: Jobsite
- Delivery window: Nov 10-20
- Special instructions: Call 2 days ahead
 
## Checklist
- [x] Quote received
- [x] Quote approved
- [x] Order placed
- [ ] Shipment tracking received
- [ ] Delivery confirmed
- [ ] Materials inspected
- [ ] Installation completed
 
## Notes
Includes 35-year warranty on finish

Product Specification Workflow

When specifying a product, document in Products Used:

Adding a Product Entry

Research product:
- Manufacturer website
- Technical specifications
- Installation requirements
- Warranty information

Find or create category in Products Used.md:

## Roofing
 
### Burnished Slate Metal Roofing

Document thoroughly:

### Burnished Slate Metal Roofing
- **Manufacturer**: Western States Metal Roofing
- **Product**: Standing Seam Metal Roofing
- **Color**: Burnished Slate
- **Material**: Galvalume with PVDF coating
- **Gauge**: 24ga
- **Features**: Snow guards on front eave
- **Warranty**: 35 year finish warranty
- **Product Links**:
  - [Burnished Slate Information](https://sheffieldmetals.com/learning-center/burnished-slate-metal-roofing/)
  - [Western States - Burnished Slate](https://www.westernstatesmetalroofing.com/burnished-slate)
- **Installation**: Over solid substrate with underlayment
- **Energy Rating**: SRI 33, 25.1% reflectivity
- **Related Documents**:
  - [[Email Imports/Hershberger's Contract]]
  - [[30-Vendors & Contacts/Orders/Metal Roofing Order]]
  - [[20-Design/Exterior/Roofing]]

Add inline links in relevant documents:
- Contract: Link product names to Products Used page
- Design docs: Link to specifications
- Orders: Link to product details

Product Research Checklist

When documenting products:

Progress Update Workflow

Regular cadence (daily, weekly, or at milestones):

Daily Updates (Construction Phase)

Update 50-Build/Initial Build.md:

## Construction Progress (Updated 2025-10-23)
- ✓ Excavation completed (Oct 20)
- ✓ Foundation forms installed (Oct 20)
- ✓ 2" Creatherm insulation installed (Oct 22)
- ✓ PEX radiant loops installed (Oct 22)
- ✓ Pressure test passed - held 65 PSI for 24 hours (Oct 23)
- ⧗ Rebar placement in progress (Oct 23)
- ⧖ Pending: Concrete pour (Oct 24)

Photo Updates

Take photos of progress
Select best photos for documentation
Create markdown descriptions (full or abbreviated)
Link from progress document:

### Photo Documentation (Oct 23, 2025)
- [[pictures/PXL_20251023_140532.md|Rebar Installation Complete]]
- [[pictures/PXL_20251023_165421.md|Ready for Concrete Pour]]

Timeline Updates

Add to 10-Planning/Timeline.md:

- 2025-10-23: Pressure test successful (held 65 PSI for 24+ hours); rebar installed; ready for concrete pour scheduled for tomorrow morning.

Stakeholder Updates

For web publishing (Quartz):

Update content/index.md with latest milestone
Commit and push to Git
Build and deploy (see 03 - Web Publishing with Quartz)
Share link with stakeholders

Time-Lapse Video Workflow

Innovation from Garage Project: Document construction with time-lapse videos.

Creating Time-Lapse

Capture:
- Use phone camera time-lapse mode, OR
- Compile photos into video (many free tools)
- 30-60 minute periods compressed to 30-60 seconds
Upload to YouTube:
- Unlisted (not public, but shareable via link)
- Descriptive title: “Garage Construction - Creatherm & PEX Installation - Oct 22, 2025”
Get embed code:
- YouTube → Share → Embed
- Copy embed URL from src="..."
Document in 50-Build/Construction Videos.md:

## 2025-10-22 — Under-Slab Insulation & PEX Installation
 
Creatherm foam insulation and radiant heating PEX loops.
 
**YouTube Link**: [https://www.youtube.com/embed/VIDEO_ID]
 
<iframe width="560" height="315" src="https://www.youtube.com/embed/VIDEO_ID" title="Creatherm & PEX Installation - Oct 22, 2025" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" allowfullscreen></iframe>
 
**Progress shown**:
- 2" Creatherm insulation installation (110 sheets)
- PEX radiant heating loop layout
- Manifold system installation
- Utility sleeve positioning
- Pressure testing setup
 
**Related documentation**:
- [[50-Build/Initial Build]]
- [[30-Vendors & Contacts/Products Used#creatherm|Creatherm]]

Embedding in Other Pages

Copy iframe code to embed in:

Main index page
Specific build phase pages
Progress reports

Next Steps

With these workflows in place, learn about:

03 - Web Publishing with Quartz - Share your documentation as a website

05 - AI Integration and Automation - Accelerate documentation with AI

Workflow Quick Reference

Task	Template	Location	Key Links
Meeting	Meeting.md	40-Meetings/	Attendees, decisions, action items
Decision	Decision.md	10-Planning/	Options, rationale, impact
Photo	Photo doc	pictures/	Description, significance, related docs
Vendor	Vendor.md	30-Vendors & Contacts/Services/	Contact, quotes, performance
Order	Order.md	30-Vendors & Contacts/Orders/	Items, dates, status, totals
Product	Add to Products Used	30-Vendors & Contacts/	Specs, links, related docs
Progress	Update Initial Build	50-Build/	Status, photos, next steps

These workflows evolved through real project use. Adapt them to your needs.

Garage Construction Project

Explorer

Documentation Workflows

Documentation Workflows

Meeting Documentation Workflow

Before the Meeting

During the Meeting

After the Meeting

Example Complete Meeting Note

Decision Documentation Workflow

When to Create a Decision Document

Decision Document Template

Update the Decisions Log

Photo Documentation Workflow

Capturing Photos

Creating Photo Documentation

AI-Assisted Photo Documentation

Vendor Documentation Workflow

Adding a New Vendor

Tracking an Order

Product Specification Workflow

Adding a Product Entry

Product Research Checklist

Progress Update Workflow

Daily Updates (Construction Phase)

Photo Updates

Timeline Updates

Stakeholder Updates

Time-Lapse Video Workflow

Creating Time-Lapse

Embedding in Other Pages

Next Steps

Workflow Quick Reference

Graph View

Table of Contents

Backlinks