SFO Resource Tracker — Production Walkthrough

Walkthrough projects and direct links

Each project has an internal record link (requires a Salesforce login) and a project-specific guest link (no login). Guest links are single-project and expire 90 days after they are generated. These links were generated on Sep 29, 2026 and are valid until about Dec 28, 2026.

Internal users need the SFO Resource Tracker Internal permission set. Lock and unlock require SFO Resource Tracker CAS. Older guest links from earlier sessions still work until they expire, but use the links above.

Which emails are sent, to whom, and when

There are three automated emails. All of them come from demo@citiri.com, the organization-wide address. Check that the From line shows demo@citiri.com and that the message isn't flagged in the recipient's spam folder. That confirms DKIM signing is working.

Contractor submits from the public site

The contractor opens the link from the intake email (or one of the guest buttons above). No Salesforce login is needed. They enter their contact details and plan weekly resources for the rolling window, one month tab at a time. Then they certify that their ACS worksheet is current and submit.

• Month tabs with a status for each month: Draft, Submitted, or Locked.
• A weekly grid with nine metrics. All are whole numbers ≥ 0, except Wayfinding Support, which is 0–3.
• A required Access Control (ACS worksheet) checkbox before Submit.
• After CAS locks the plan, the guest page is read-only and shows a lock message.

• On Electrical, submit a first set of values. This is the baseline, so no variance is recorded.
• On G7, change a few values that were already submitted and submit again. A variance row is recorded for each changed week and metric.
• Use a real mailbox you can check as the submitter email. Document Control will receive the Submission Notice within a minute.

CAS reviews, locks, and unlocks in Salesforce

Open the project record, or the internal Resource Plan Intake page, and select the project. The internal view shows the previous month, the current month, and the months ahead, so CAS can check the numbers against the ACS worksheet.

• Copy Intake Link and Email Intake Link buttons, shown only in internal views (project page and internal intake page). Copy creates a fresh 90-day guest link; Email sends the Intake Request to the project's contractor recipients.
• Lock works at any time, even before the contractor has submitted. A "Lock this resource plan?" confirmation appears first. After you confirm, intake closes for the rest of the cycle, submitted months are marked approved, and unsubmitted months stay blank.
• Unlock requires a reason, which is saved for audit. After unlocking, the contractor can edit and resubmit through the same link.

• Open G7, click Lock, and confirm. Refresh the G7 guest link and confirm the month is now read-only.
• Unlock with a reason such as "Correct week 3 ASO trips", then edit and resubmit from the guest link.
• Click Copy Intake Link and paste the URL in a private browser window to prove it works without a login.

Dashboards and reports that show progress

Each chart covers one activity type, so trips, inspections, and tests are never added together. Dashboards refresh when opened. Click Refresh after a live submission to pick up new values.

Variance: what changed between submissions

Variance shows how much a contractor's forecast moved between submissions. The first value saved for a given week and metric is the baseline, and no variance is recorded for it. Each later submission that changes that week's value records one variance row:

Variance = New Value − Prior Value

• Positive variance means the forecast increased (more trips, inspections, or tests than previously planned).
• Negative variance means the forecast decreased or work was pushed out.
• Zero net can still mean movement. For example, +2 one week and −2 another week nets to 0 but shows two rows. Look at the row count, not just the sum.
• Each row records the project, metric, month number, week, prior value, new value, and submitted date.

The nine metrics

G7 variance in production today

Variance dashboard and reports

• Variance by Project (column chart) shows net variance per project by submitted date. Use it to see which projects' forecasts are least stable.
• Variance by Metric (line chart) shows net variance per metric by submitted date. Use it to see which resource type is being re-forecast the most.
• Actuals and Variance Summary shows the sum of prior value, new value, and variance for each project and metric. Use this report for the numbers behind the charts.

Automation schedule and production configuration

Oct 16 is the first automated production cycle, and it emails real contractor contacts on every project with a deadline. Clear the walkthrough data and confirm Contractor Stakeholder contacts before then. Monitor runs in Setup: Scheduled Jobs · Apex Jobs · Organization-Wide Addresses.

Limited test-email script

scripts/apex/send-resource-tracker-emails.apex sends the real Intake Request, Reminder, and Submission Notice templates to a fixed list of named recipients only. It never emails contractors, project CAS contacts, or Document Control. The sender is demo@citiri.com. Intake and Reminder emails each contain a fresh, working 90-day guest link for that project.

• Cathryn Deberry — cathryn.deberry@citiri.com
• Lynette Gude — lynette@citiri.com
• Faizan Shaik — faizan.shaik@citiri.com
• Farhan Shaik — farhan.shaik@citiri.com
• Ben Wilson — ben.wilson@citiri.com
• Ivy (Yingyi) Chen — yingyi.chen@citiri.com

sf apex run --target-org SFO --file scripts/apex/send-resource-tracker-emails.apex

By default it sends 9 emails: 3 projects × 3 email types, each addressed to all six people. To narrow the send, edit the three lists at the top of the script:

List<String> RECIPIENTS  = ...;  // who receives the emails (max 10)
List<Id>     PROJECT_IDS = ...;  // G7, Electrical, Safety
List<String> EMAIL_TYPES = new List<String>{ 'Intake', 'Reminder', 'Submission' };

• Only G7, all three emails: keep only a3Fiv00000001LLEAY in PROJECT_IDS.
• Only the reminder: set EMAIL_TYPES to { 'Reminder' }.
• Only yourself: set RECIPIENTS to your address.

Each run logs a SENT or FAILED line per email, plus a summary. Salesforce allows 10 email sends per run, so the script stops if projects × types exceeds 9. The method behind the script is SFO_ResourcePlanEmailService.sendLimitedEmail, which caps each send at 10 recipients.

Capture adjustments for Citiri

• Email content, subject lines, and recipient routing (contractor vs CAS vs Document Control).
• Intake and reminder timing: 3rd and 4th Friday at 6:00 AM Pacific.
• Guest intake UX: month tabs, rolling window, ACS certification.
• Lock and unlock workflow, and unlock-reason audit needs.
• Dashboard layout, variance interpretation, subscriptions, and Excel export cadence.
• Who receives the Internal and CAS permission sets.