Add PROCESS.md — end-to-end job workflow documentation

Maps the full 8-stage job lifecycle with per-step actions, current
page assignments, status of each feature (built / missing / needs
config), and open questions to resolve before implementation.

Also surfaces the immediate quick wins: action bar on client-brief,
saving Drive folder ID back to DB, renaming misnamed pages, stage
indicator on dashboard, and back-to-dashboard nav links.

Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>

PROCESS.md

@@ -0,0 +1,322 @@
+# Modulos Design — Job Process Flow
+
+This document maps the end-to-end workflow for a new architectural job, from first contact through to final documentation. It also identifies which pages handle each step, flags gaps in the current system, and asks questions where the intended process is unclear.
+
+Items marked **> ❓** are questions that need answers before that section can be finalised.
+
+---
+
+## Job Lifecycle Overview
+
+```
+New Enquiry
+    │
+    ▼
+Stage 1 — ENQUIRY         Record client contact, assign DRG
+    │
+    ▼
+Stage 2 — SETUP           Physical folder, Drive folder, send LOA
+    │
+    ▼
+Stage 3 — BRIEF & SITE    Site visit, scope, planning data from LIST
+    │
+    ▼
+Stage 4 — ONBOARDING      Client signs LOA, pays deposit, sends documents
+    │
+    ▼
+Stage 5 — PLANNING        Assess zones/codes, prepare council request
+    │
+    ▼
+Stage 6 — DESIGN          Floor plans, 3D concepts, renders
+    │
+    ▼
+Stage 7 — APPLICATIONS    DA / BA submissions, council forms
+    │
+    ▼
+Stage 8 — POST-APPROVAL   Tender set, quantity survey, construction docs
+```
+
+---
+
+## Stage 1 — New Enquiry
+
+**Trigger:** Phone call, email, or website form from a potential client.
+
+**Goal:** Create a job record and capture enough information to call them back or begin scoping.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 1.1 | Click **Create Enquiry** on the dashboard | `dashboard.php` | ✅ Built |
+| 1.2 | System assigns the next DRG number | `create_enquiry.php` | ✅ Built |
+| 1.3 | Enter client name, phone, email | `client-brief.php` | ✅ Built |
+| 1.4 | Enter site address (Google Maps autocomplete fills lat/lng) | `client-brief.php` | ✅ Built |
+| 1.5 | Record how the enquiry came in (referral, web, etc.) | — | ❌ Not built |
+| 1.6 | Note any initial scope mentioned on the call | `client-brief.php` → Scope field | ✅ Built |
+
+> ❓ **Q1.1** — Is there a source/referral field needed (e.g. "Google", "word of mouth", "past client")? If so, should this feed into HubSpot?
+
+> ❓ **Q1.2** — Should a new enquiry automatically create a HubSpot deal, or is that done manually later once the job is more certain?
+
+---
+
+## Stage 2 — Initial Setup
+
+**Trigger:** Enquiry logged, decision made to proceed with a site visit or formal scope.
+
+**Goal:** Set up the physical and digital job infrastructure.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 2.1 | Print manila folder label — file physical folder | `manilla_folder.php?drg=XXXX` | ✅ Built |
+| 2.2 | Create Google Drive job folder | `client-brief.php` → **Create Job** button | ✅ Built (needs API key) |
+| 2.3 | Generate LOA and send to client for signing | `client-brief.php` → LOA section | ✅ Built |
+| 2.4 | Set `PROJECTS_PARENT_FOLDER_ID` so Drive folder lands in the right place | `.env` | ⚠️ Needs config |
+
+**Currently missing from this stage:**
+- There is no navigation shortcut from `client-brief.php` to the manila folder page — you have to remember the URL (`manilla_folder.php?drg=XXXX`). A button should be added.
+- After the Drive folder is created, the folder link is shown in an `alert()` dialog and then lost. It should be saved back to the job record.
+
+> ❓ **Q2.1** — What is the folder naming convention in Google Drive? Currently the code uses `DRG - Site Address Street`. Is that correct?
+
+> ❓ **Q2.2** — Is the LOA sent as a link (via the contracts system) or printed and posted/scanned back?
+
+---
+
+## Stage 3 — Brief & Site Visit
+
+**Trigger:** LOA sent; site visit arranged.
+
+**Goal:** Capture the full project brief and pull accurate property/planning data.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 3.1 | Complete site visit, take photos | — | ❌ No site visit notes field |
+| 3.2 | Tick **Site Visit** checkbox | `client-brief.php` | ✅ Built |
+| 3.3 | Confirm and enter site address if not already done | `client-brief.php` | ✅ Built |
+| 3.4 | Click **Planbuild** to fetch property data from THE LIST | `client-brief.php` → Planbuild | ✅ Built |
+| 3.5 | Confirm PID, Title ID, zone, planning codes are populated | `client-brief.php` | ✅ Built |
+| 3.6 | Record design style, build type, scope, budget | `client-brief.php` | ✅ Built |
+| 3.7 | Record registered owner (matches title) | `client-brief.php` | ✅ Built |
+| 3.8 | Record total site area (auto-filled from LIST) | `client-brief.php` | ✅ Built |
+
+**Currently missing from this stage:**
+- No site visit notes or photo upload field.
+- No prompt to run Planbuild after address entry — it requires manual button click with no reminder.
+
+> ❓ **Q3.1** — Is there information captured during the site visit that isn't currently in the system (e.g. existing building dimensions, contours, setbacks, easements)?
+
+> ❓ **Q3.2** — Do you need to record the date the site visit happened, or just a checkbox?
+
+---
+
+## Stage 4 — Client Onboarding
+
+**Trigger:** Scope agreed, client ready to formally engage.
+
+**Goal:** Get LOA signed, collect required documents, receive deposit.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 4.1 | Confirm LOA signed — tick checkbox | `client-brief.php` → Brief Checklist | ✅ Built |
+| 4.2 | Send payment/deposit request to client | `payment_request.php?drg=XXXX` | ⚠️ Sandbox only |
+| 4.3 | Record payment plan stages | `progress.php?drg=XXXX` | ✅ Built (see note) |
+| 4.4 | Request title copy | `client-brief.php` → Brief Checklist | ✅ Checkbox only |
+| 4.5 | Request original plans / survey if existing building | `client-brief.php` → Brief Checklist | ✅ Checkbox only |
+| 4.6 | Tick documents received as they arrive | `client-brief.php` → Brief Checklist | ✅ Built |
+
+**Notes:**
+- `progress.php` is the payment plan tracker (milestone payments). It is currently titled "Client Onboarding Form" in the browser title — this is confusing.
+- `payment_request.php` is the Square payment form, also titled "Client Onboarding Form" — equally confusing.
+- The Square integration is still using sandbox credentials — live payments not yet enabled.
+- There is no link from `client-brief.php` to either `progress.php` or `payment_request.php`. You have to know the URL.
+
+> ❓ **Q4.1** — When is the deposit invoiced vs. when is the Square form sent? Is the deposit always the same amount or does it vary per job?
+
+> ❓ **Q4.2** — How many payment milestones does a typical job have? (e.g. Deposit, DA lodgement, BA lodgement, Final)
+
+> ❓ **Q4.3** — Is `progress.php` still being used, or has it been superseded by something else?
+
+---
+
+## Stage 5 — Planning Assessment
+
+**Trigger:** Site data collected, brief confirmed.
+
+**Goal:** Understand what planning approvals are needed and prepare council communications.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 5.1 | Review planning zones and codes (populated from LIST) | `client-brief.php` | ✅ Built |
+| 5.2 | Generate planning report | `classes/generate_planning_report.php` | ✅ Built (API) |
+| 5.3 | Use email template to draft planning request to council | `client-brief.php` → Planning request text modal | ✅ Built |
+| 5.4 | Determine if DA is required | `client-brief.php` | ✅ Field only |
+| 5.5 | Determine if BA is required | `client-brief.php` | ✅ Field only |
+| 5.6 | Lodge planning inquiry with council | — | ❌ No tracking |
+| 5.7 | Tick DA/BA fields once lodged | `client-brief.php` | ✅ Built |
+
+> ❓ **Q5.1** — When you tick DA/BA in the checklist, does that mean "we have the application" or "it has been submitted to council"? Both states may need to be tracked separately.
+
+> ❓ **Q5.2** — Are there cases where neither a DA nor a BA is needed (e.g. exempt development)? If so, how is that recorded?
+
+---
+
+## Stage 6 — Design Phase
+
+**Trigger:** Planning confirmed, client brief locked.
+
+**Goal:** Produce drawings, 3D models, and documentation for approval.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 6.1 | Draft floor plans | `planner/index.html` (in-browser editor) | ✅ Built |
+| 6.2 | Tick Draft Floor Plan received | `client-brief.php` | ✅ Checkbox |
+| 6.3 | 3D concepts | External software | ❌ No integration |
+| 6.4 | Tick 3D Concepts received | `client-brief.php` | ✅ Checkbox |
+| 6.5 | Renders | External software | ❌ No integration |
+| 6.6 | Tick Render Set received | `client-brief.php` | ✅ Checkbox |
+| 6.7 | Upload all files to Google Drive job folder | Google Drive (via browser) | ⚠️ No direct link from job |
+| 6.8 | Energy assessment | External consultant | ✅ Checkbox to track receipt |
+| 6.9 | Fire report (if required) | External consultant | ✅ Checkbox to track receipt |
+
+**Currently missing from this stage:**
+- No direct link to the job's Google Drive folder from the client brief page (the folder ID is created but not stored back to the DB).
+- No link from `client-brief.php` to the in-browser floor plan planner.
+
+> ❓ **Q6.1** — Is the in-browser planner (`planner/`) used in practice, or is design done in external software (e.g. Archicad, Chief Architect)? If it's external, is there value in keeping the in-browser planner?
+
+---
+
+## Stage 7 — Applications
+
+**Trigger:** Design documentation complete, ready to lodge with council.
+
+**Goal:** Prepare and submit DA and/or BA applications.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 7.1 | Fill in council application forms | `council_forms/form_XX.php` | ✅ Built |
+| 7.2 | Compile drawing set for submission | — | ❌ No bundling tool |
+| 7.3 | Lodge DA with council | External (council portal) | ❌ No tracking |
+| 7.4 | Lodge BA with council | External (council portal) | ❌ No tracking |
+| 7.5 | Track council reference numbers | — | ❌ No field for this |
+| 7.6 | Track approval status | — | ❌ No field for this |
+
+> ❓ **Q7.1** — Are the council forms (Form 2, 20, 39, etc.) pre-filled from the job data currently, or are they blank templates that get printed and filled manually?
+
+> ❓ **Q7.2** — After DA/BA is lodged, what information do you need to track? (council reference number, lodgement date, expected decision date, approval date?)
+
+---
+
+## Stage 8 — Post-Approval
+
+**Trigger:** DA/BA approved by council.
+
+**Goal:** Prepare final construction documentation package.
+
+### Steps
+
+| # | Action | Page / Tool | Status |
+|---|--------|------------|--------|
+| 8.1 | Prepare tender set | External software | ✅ Checkbox to track |
+| 8.2 | Quantity survey (if required) | External consultant | ✅ Checkbox to track |
+| 8.3 | VR concepts (if requested) | External software | ✅ Checkbox to track |
+| 8.4 | Final billing | `payment_request.php` | ⚠️ Sandbox only |
+| 8.5 | Archive job | — | ❌ No archive/close mechanism |
+
+> ❓ **Q8.1** — Is there a formal job close-out step? (e.g. final invoice issued, drawings archived, job marked complete on dashboard?)
+
+> ❓ **Q8.2** — Is the tender set prepared in-house or sent to a builder? What format?
+
+---
+
+## Current Page Inventory
+
+| Page | What it actually does | Linked from |
+|------|-----------------------|-------------|
+| `dashboard.php` | Lists all active jobs with status flags | — (entry point) |
+| `create_enquiry.php` | Creates next DRG, inserts DB row, redirects | Dashboard "Create Enquiry" button |
+| `client-brief.php` | Central job record — all data, documents, planning, actions | Dashboard row click |
+| `manilla_folder.php` | Prints physical folder label (PDF) | **Not linked — URL must be typed** |
+| `progress.php` | Payment plan / milestone tracker | **Not linked — URL must be typed** |
+| `payment_request.php` | Square payment form for clients | **Not linked — URL must be typed** |
+| `draft_page.php` | Site drafting view | **Not linked — URL must be typed** |
+| `planner/index.html` | In-browser floor plan editor | **Not linked — URL must be typed** |
+| `council_forms/form_XX.php` | Tasmanian council application forms | **Not linked — URL must be typed** |
+| `classes/generate_planning_report.php` | Planning report JSON API | Called internally by Planbuild button |
+| `g_letter.php` / `google.php` | Google Drive auth test pages (prototypes) | Not linked |
+| `old_g_letter.php` | LOA document creation via Google Docs | Not linked (prototype) |
+
+---
+
+## Immediate Improvements Needed
+
+The following are quick wins that don't require major new features — just wiring up pages that already exist.
+
+### 1. Add a Job Action Bar to `client-brief.php`
+
+A persistent button row (or sidebar) on the client brief that links directly to all job-related pages, pre-filled with the current DRG:
+
+```
+[ Manila Folder ]  [ Payment Plan ]  [ Payment Request ]  [ Floor Planner ]  [ Draft Page ]
+[ Form 2 ]  [ Form 20 ]  [ Form 39 ]  [ Form 80 ]
+```
+
+All of these pages already exist — they just aren't linked.
+
+### 2. Save Google Drive Folder ID back to the job record
+
+When the "Create Job" button creates the Drive folder, save the returned folder ID and web link to the `details` table. Then show a "Open Drive Folder" button on the client brief.
+
+### 3. Rename pages to reflect their actual function
+
+| Current title | Should be |
+|---|---|
+| `progress.php` — "Client Onboarding Form" | Payment Plan Tracker |
+| `payment_request.php` — "Client Onboarding Form" | Payment Request Form |
+
+### 4. Add a stage indicator to the dashboard
+
+The dashboard shows boolean checkboxes but no overall stage. A computed "current stage" label (based on which flags are set) would give an at-a-glance view of where each job is up to.
+
+### 5. Add a "Back to Dashboard" nav link
+
+No page (other than the dashboard itself) has a link back to the dashboard. Adding it to every page's navbar would take 5 minutes.
+
+---
+
+## Questions Summary
+
+For reference, all open questions in one place:
+
+| # | Stage | Question |
+|---|-------|----------|
+| Q1.1 | Enquiry | Is a referral/source field needed? |
+| Q1.2 | Enquiry | Auto-create HubSpot deal on new enquiry, or manual? |
+| Q2.1 | Setup | Correct Drive folder naming convention? |
+| Q2.2 | Setup | Is LOA sent as a link or printed? |
+| Q3.1 | Brief | What site visit info is captured that's not in the system? |
+| Q3.2 | Brief | Date of site visit or just a checkbox? |
+| Q4.1 | Onboarding | When is deposit invoiced vs. Square form sent? |
+| Q4.2 | Onboarding | How many payment milestones typically? |
+| Q4.3 | Onboarding | Is `progress.php` still in use? |
+| Q5.1 | Planning | Does DA/BA tick mean "received" or "lodged"? |
+| Q5.2 | Planning | How is exempt development recorded? |
+| Q6.1 | Design | Is the in-browser planner used, or is design done externally? |
+| Q7.1 | Applications | Are council forms pre-filled from job data? |
+| Q7.2 | Applications | What needs tracking after DA/BA is lodged? |
+| Q8.1 | Post-approval | Is there a formal job close-out step? |
+| Q8.2 | Post-approval | Tender set format and destination? |