Winning a deal is the start of the work, not the end of it. When Northwoods Outfitters closed a corporate outfitting contract with Bayou & Co., Priya moved that deal into a structured project in Execution the same afternoon. The contact record stayed linked throughout delivery so every task and note landed in one visible place.
Here's the complete workflow, from pipeline to project kickoff.
Modules and permissions required
| Module | Minimum role needed |
|---|---|
| CRM | admin, owner, or advisor (edit deals, log activities) — contributor can view deals but not edit them |
| Execution | admin, owner, or advisor (create projects, add milestones) |
Both modules must be enabled under Settings → Modules.
Step 1: Mark the deal as won
Open CRM → Pipeline and locate the deal. Drag it into your "Closed won" stage (or whichever stage has the commission trigger flag enabled). The move is saved immediately and the deal is excluded from the Forecast page.
If you need to log a note recording the win terms, open the deal detail page (/crm/deals/:id), click Edit, and add or update the Notes field.
Step 2: Note the deal's key details
Before leaving the CRM, collect the information you'll carry into the project:
- Deal title — will become the project name (you can adjust it)
- Linked contacts — the people you'll be working with
- Company — the client organization
- Close date — useful as the project target date
- Owner — the person responsible for delivery
Open the deal detail page and keep it available in a second browser tab while you set up the project.
Step 3: Create the project in Execution
Navigate to Execution → Projects in the sidebar. Click + New project (top right).
Fill in the project dialog:
| Field | What to enter |
|---|---|
| Title | Mirror or refine the deal title — for example, "Bayou & Co. — Corporate Outfitting Q3 2026" |
| Description | Paste the deal's key win conditions or scope from the deal notes |
| Owner | The same member who owned the deal, or whoever leads delivery |
| Target date | The deal's close date or first delivery milestone |
Click Create project. You land directly on the new project's detail page.
Step 4: Add project members
Click Add member in the Members section. Add everyone who has a delivery role. Match these to the contacts on the deal where there's overlap — for example, Diego is your internal delivery lead; Priya (external) is the Bayou & Co. contact you'll track separately in CRM.
| Project role | What they can do |
|---|---|
| Owner | Edit settings, manage members, create milestones |
| Member | Create and edit tasks |
| Viewer | Read-only |
Step 5: Create tasks linked back to the deal's contacts
Here's where the CRM–Execution integration lives. Tasks can be linked to a CRM contact directly, which means they appear on the contact's detail page under Tasks and can be managed from either module.
To create a contact-linked task from the project, navigate to Execution → Tasks and click + New task. In the task create dialog:
- Set Project to the project you just created
- Set Contact to the Bayou & Co. contact from the deal (start typing their name — the field searches CRM contacts)
- Add title, priority, owner, and due date
Repeat for each deliverable tied to a specific contact. Tasks with no contact link are tracked at the project level only.
Alternatively, open the contact's detail page in CRM (/crm/contacts/:id) and create the task directly from the Tasks panel there — it pre-links to the contact automatically.
Step 6: Add milestones to structure the project phases
On the project detail page, click Add milestone (admin, owner, or advisor role required). Map the deal's delivery phases to milestones. Northwoods Outfitters typically uses three: Discovery, Fulfillment, and Handover.
Each milestone gets a title and an optional target date. Milestones appear in order on the project page and give stakeholders a phase-level progress view without drilling into individual tasks.
Step 7: Log the kickoff activity on the contact record
Keep the CRM record current throughout delivery. After your kickoff meeting with Bayou & Co., open the contact's detail page in CRM and log an activity:
- Scroll to the Activity section and click Log activity
- Set type to Meeting
- Add a title ("Kickoff call — Q3 outfitting project") and notes
- Click Save
This keeps the full customer relationship history in CRM while the delivery work lives in Execution.
Keeping both records in sync
Throughout the project:
- Update the deal stage if you have additional phases (for example, a renewal pipeline stage after initial delivery)
- Add new tasks to the contact in CRM as new deliverables emerge
- Keep project status current in Execution (
active,on-hold,completed) so any team member can see project health without asking
Variations
What if the deal has multiple contacts? Create tasks linked to each contact individually. All tasks appear under both the project and the respective contact's CRM detail page.
What if the project was already created (for example, from a quarterly priority)? Navigate to the existing project and manually add the relevant contacts via the Tasks panel. There is no UI to link an existing project to a CRM deal — the connection is made via contact-linked tasks and cross-module navigation.
What if you don't need full project structure — just a few tasks?
Skip the project and create tasks linked to the contact directly from /crm/contacts/:id → Tasks panel. They appear in Execution → Tasks under the cross-project task list and remain associated with the contact.
What if your team uses a contacts-kind pipeline (B2C mode)? The deal-to-project flow does not apply in pure B2C mode (no deal records). Use the contact's pipeline stage to track relationship progression and create contact-linked tasks directly.