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allentitieslifecyclerecordsatlas

Entity Lifecycle Atlas

Track where Deucalion’s core record types are created, edited, consumed, and turned into downstream work or outputs.

Before you start

  • You need to understand where a record type lives across admin and engineer surfaces.

Expected outcome

Teams can identify the owning desk for each record and avoid trying to manage the same entity from the wrong page.

Operational records

EntityPrimary tablesKey child or linked tablesPrimary create surfacesMain edit/review surfacesField-facing surfacesDownstream outputs or consumers
Customercrm_accountscrm_contacts, crm_opportunities, crm_tasks, crm_activities, crm_documents, crm_invoicesCustomers, staged CRM importsCustomers, Finance, Quotes, Work OrdersIndirect only through quote and work-order contextReceivables, quotes, work-order follow-up, service-policy snapshots
Sitesitessite_industries, systems, assets, inspectionsSites, site imports, mobile Add SiteSites, Map, Reports scope, Site DetailsSites list, Site Details, Site Briefing, SearchScheduling, inspections, certificates, reports, exports
Systemsystemsassets, pds_system_configs, scheduler_tasksSystems, Site Details, inspection discovery modeSystems, Site Details, Schedule Inspection, System DetailsSystem Details, Inspection discovery bindingAsset grouping, inspection binding, exports, reports
Assetassetsasset_inspection_status, inspection_items, defects, flow_rate_measurementsAssets, Add Asset, import flows, inspection asset add/copyAssets, System Details, Asset Details, Inspection workspaceAsset Details, Asset History, Search, live inspection checklist contextChecklist generation, defects, history, reports
Inspectioninspectionsinspection_items, inspection_visit_notes, defects, flow_rate_measurements, pds_test_sessionsScheduling, Inspections, Schedule InspectionScheduling, Inspections, Site Details, mobile inspection flowsDashboard, Inspections list, Calendar, Inspection, Fire Damper InspectionCertificates, reports, defects, quotes, activity history
DefectdefectsLinked by inspection_id and optional asset_id; also reused by quote_line_items and work_order_itemsInspection and defect capture flowsDefects desk, Defect Resolution, SearchDefect Resolution, Site Briefing contextWork orders, reports, activity history
Quotequotesquote_line_items, crm_documents, crm_invoicesQuotes, CRM opportunity actions, Certificate Viewer follow-up, mobile Quote CreateQuotes desk, Quote Detail, Quote SettingsQuote List, Quote Detail, Quote CreateWork orders, receivables, account follow-up
Work Orderwork_orderswork_order_items, work_order_assignments, crm_invoices, scheduler deployment fieldsWork Orders desk, accepted quote flow, importsWork Orders desk, Work Order Detail, SchedulingDashboard stops, Search, Work Order List, Work Order DetailReceivables, activity history, assignment state

Output and support entities

EntityPrimary tablesPrimary create surfacesMain review surfacesDownstream consumers
CertificateInspection-level certificate fields on inspections, plus template/branding tablesInspection completion pipeline and reports export logicCertificate Viewer, Inspections, ReportsCustomers, quote creation, report packs
Report draftgenerated_reportsReport Writer, Composer-backed template flowsReport Writer, Reports preview dialogsFinal PDF exports and customer delivery
Template and branding assignmentdocument_templates, document_template_versions, organization_document_template_assignments, organization_pdf_branding, document_render_historyComposerComposer, Reports preview dialogs, output troubleshootingFinal PDFs and certificate styling
Import runintegration_import_runs, integration_import_rowsConnected Systems imports and contextual import entry pointsConnected Systems imports workspaceSites, systems, assets, customers, work orders
API keyapi_keysAPI Keys or Connected Systems hubAPI KeysExternal automation and integrations
Webhook endpointwebhooks, webhook_deliveriesWebhooks or Connected Systems hubWebhooksExternal subscribers to record changes
Activity eventpage_history_events, page_comments, mention_notificationsAny live record mutation across customer-facing desksActivity Feed, notification bellOffice triage, audit-style collaboration history
AI conversationai_conversations, ai_messages, ai_pending_confirmations, ai_usage_logAI Assistant, AI ChatSame route or screen familyHuman follow-up in owning routes and screens

Multi-tenant rules behind the lifecycle

PatternWhy it changes the docs story
Required organization_id on CRM and org-admin tablesCustomer accounts, tasks, invoices, invitations, and feature policies are always workspace-scoped.
Nullable organization_id on many operational tablesSites, work orders, reports, collaboration records, scheduler rows, and AI rows can still exist in personal-first or detached states.
User-owned operational recordssites.user_id, quotes.user_id, work_orders.user_id, and many AI/API records explain why some flows still work outside a strict org-only model.
Role and scheduler eligibility live in membership rowsorganization_members.role, can_manage_schedule, and can_be_scheduled explain who can see office desks and who can receive deployed work.

Local-first exceptions

  • Draft Manager is not the owner of a dedicated server draft table. It represents local work that later becomes inspections, inspection_visit_notes, defects, and other persisted rows after sync.
  • Evidence is usually stored on the owning records, such as assets.photo_urls, inspection_items.photo_urls, defects.photo_urls, and asset_inspection_status.photo_urls, rather than inside one shared media table.
  • Certificates are mostly inspection-backed outputs rather than a separate certificate record family.

Ownership rules that reduce confusion

  1. Use Sites, Systems, and Assets to keep the register clean before expecting inspections to read cleanly.
  2. Use Scheduling to make work live for engineers rather than treating Inspections as the only planning desk.
  3. Use the mobile inspection workspace for field evidence and specialist capture, not parallel notes outside the app.
  4. Use Reports, Report Writer, and Composer for output concerns rather than editing source records there.
  5. Use Finance after commercial or execution state is settled enough to bill safely.

Records with intentionally split ownership

EntityWhy ownership is split
InspectionOffice users plan it; engineers execute it; office users review and package the output afterward.
QuoteCommercial desk owns lifecycle and policy context; mobile can initiate follow-up from certificate context.
Work OrderOffice owns planning and queue management; mobile owns execution detail.
CertificateGenerated from inspection data, but reviewed in both office and field surfaces.

Where not to manage an entity

  • Do not use Activity Feed as the place to edit the underlying record.
  • Do not use Insights as the place to correct operational data.
  • Do not use Reports to repair missing inspection or site data that should be fixed in the source record first.
  • Do not use mobile Search as the source of truth for a record; it is a routing surface back to the owner screen.

Admin-to-Engineer Handoff Map

Understand how office-side planning and review surfaces become field-visible work, evidence, and outputs in the mobile app.

Artifact Output Atlas

See which customer-facing pages generate Deucalion’s PDFs, exports, credentials, assignments, sync artifacts, and follow-up records.

On this page

Operational records
Output and support entities
Multi-tenant rules behind the lifecycle
Local-first exceptions
Ownership rules that reduce confusion
Records with intentionally split ownership
Where not to manage an entity