Dashboard (PRD) — Gallagher Jeffs

Sync Monitor Data Map Feature Requests Consolidation Uniphi Gaps Audit Log Client Portal Test Inbox Documentation

Sync Status

Lambda Functions (24h)

Record Counts

Recent Logs (24h)

Source of truth (default)

Uniphi

Project Management System

Forward sync ↓ every 15 min
Organisations · Persons · Projects & Contracts

Reverse sync ↑ every 5 min
dealname · description · win % (per-deal opt-in)

Per-deal opt-in writer

HubSpot

CRM (Account 8590834)

Sync Execution Order

Entities sync sequentially to ensure associations resolve correctly. Companies must exist before contacts can link to them, and both must exist before deals can associate.

Companies

Organisations → Companies

Contacts

Persons → Contacts DISABLED

Deals

Projects + Contracts → Deals

How the Sync Works

Schedules

Pipeline	Cadence	Direction	What it does
Forward sync orchestrator	rate(15 minutes)	Uniphi → HubSpot	Pulls Companies, then Contacts (currently disabled), then Deals. Writes everything one-way into HubSpot.
Reverse sync	rate(5 minutes)	HubSpot → Uniphi	Per-deal triggers and bi-directional updates. Three jobs in one Lambda: (1) initial-sync triggered deals, (2) push win % for opted-in deals, (3) push bi-dir field edits for opted-in deals.

Per-deal opt-in flags

By default no HubSpot edit ever pushes to Uniphi. PMs flip these flags on per-deal when they're ready. All three flags auto-flip OFF when the deal moves to any closed stage (closedwon / closedlost / 7929420 cancelled).

Flag (HubSpot deal property)	Default	What it controls	FR
uniphi_trigger_sync	false	One-shot: create a NEW Uniphi project (+contract +team) from this HubSpot deal. Used on first sync of a deal.	Original
live_sync_enabled	false	Bi-directional editing of dealname and description. While ON, HubSpot edits push to Uniphi every 5 min AND the forward sync stops overwriting those fields so a user edit isn't clobbered.	FR-039
push_probability_to_uniphi	false	Sync the dealstage-derived win % (or override) to the Uniphi project's WinProbability / RevenueProbability fields every 5 min.	FR-042

Bi-directional field map (live_sync_enabled = true)

HubSpot Deal Field	Uniphi Project Field	Behaviour
dealname	Project.Name	Bi-dir. HubSpot is source of truth while flag is on.
description	Project.Description	Bi-dir. HubSpot is source of truth while flag is on.
amount	Contract.OriginalContract	Forward only for now (Uniphi → HubSpot). Cross-write needs contract-update path — follow-up.
closedate	Contract.PracticalCompletionDate	Forward only for now. Date semantics need confirmation before bi-dir.

Probability stage map (push_probability_to_uniphi = true)

When the flag is on, the next reverse-sync cycle pushes the dealstage-derived percent to Uniphi as a 0–1 fraction. An optional uniphi_probability_override (0–100) on the deal wins over the stage default — used for obscurely-large bids where the team wants a conservative weighting independent of stage.

HubSpot dealstage	Win %	Uniphi fraction
Lead appointmentscheduled	10%	0.10
Opportunity qualifiedtobuy	20%	0.20
Proposal decisionmakerboughtin	30%	0.30
Submitted 5826719	30%	0.30
Closed Won closedwon	100%	1.00
Closed Lost closedlost	0%	0.00
Cancelled 7929420	0%	0.00

Auto-flip on close

Belt-and-braces: when a deal moves to any closed stage, all three opt-in flags auto-flip OFF on the next reverse-sync cycle. This means a closed deal can never accidentally keep editing a live Uniphi project — even if the flag was on at the moment of close. Every auto-flip is recorded on the audit log with direction = auto-flip and source = system (close-stage auto-flip).

Contract picker rules (deal amount on multi-contract projects)

Uniphi projects can carry multiple revenue contracts of varying status. The sync picks ONE primary contract per project to drive the deal amount, deterministically:

Order	Rule
1	Prefer status Active over Pending over Expired over Cancelled
2	Within the preferred status, pick the contract with the highest OriginalContract + ApprovedVariations

The picked contract's status flows to the deal as uniphi_contract_status (text) and uniphi_contract_is_pending (boolean) so the UI can show a "Pending" badge when the deal amount is from a tender rather than a signed contract.

Override rules

Override	Where	What it does
uniphi_probability_override	HubSpot deal property (0–100)	When set, this win % is pushed to Uniphi instead of the dealstage-derived default. Empty ⇒ use stage map.
Consolidation override	DDB pk=CONSOLIDATION, sk=ORG#<id> — edit via /consolidation	Forces a Uniphi org to roll up under a different parent org with a canonical name. Wins over the regex patterns in company-consolidation.ts.
EXCLUDED_UNIPHI_ORG_IDS	src/config/constants.ts	Hard-coded skip-list. Org 4 (GJ Pty Ltd internal) is excluded entirely to stop the Ausgrid rename loop.

Audit log

Every bi-directional field change — in either direction, plus every auto-flip — is recorded as a row at DDB pk=AUDIT, sk=<ISO ts>#<dealId>. Includes who triggered the change (resolved from HubSpot property history when a user edited in the UI). 1-year TTL. Surfaced live on the /audit-log admin page with deal/field/direction/date/triggered-by filters.

◾

Companies

Uniphi Organisation → HubSpot Company

Field Mapping

Uniphi Field	HubSpot Property	Notes
Organisation.ID	uniphi_org_id	Primary key
Organisation.Name	name	Canonical name if consolidated
Organisation.URL	website
Organisation.Sites[]	uniphi_site_{state}	One per AU state (VIC, NSW, QLD, SA, WA, TAS, NT, ACT)
Organisation.Sites[].Address	uniphi_site_{state}_address	Site address per state

Matching Order (Deduplication)

Records match using the first successful check. Once matched, the existing HubSpot record is updated instead of creating a duplicate.

Priority	Match Field	Method
1	uniphi_org_id	Exact match — previously synced record
2	Company Group	Regex pattern consolidation (see below)
3	domain	Website domain match (normalized)
4	name	4-tier fuzzy name match (exact, substring, core, word overlap)

Company Consolidation (40 Groups)

Multiple Uniphi organisations (SPVs, subsidiaries) can match the same regex pattern and consolidate into a single HubSpot company. All contacts and deals from consolidated orgs link to the one company.

^cbus

Cbus Property

^growthpoint

Growthpoint Properties Australia

^dexus

Dexus

^charter\s*hall

Charter Hall

^lendlease

Lendlease

^mirvac

Mirvac

^stockland

Stockland

^gpt\b|^gpti

GPT Group

^vicinity

Vicinity Centres

^scentre

Scentre Group

^goodman

Goodman

^quintessential

Quintessential

^investa

Investa

^frasers\s*property

Frasers Property

^abacus

Abacus Group

^brookfield

Brookfield

^mapletree

Mapletree

^hines\b

Hines

^blackstone

Blackstone

^qic\b

QIC

^ispt\b

ISPT

^esr\b

ESR

^centuria

Centuria

^cromwell

Cromwell

^apa\s*group

APA Group

^amazon\b

Amazon

^development\s*victoria

Development Victoria

Sync-Computed Rollups (FR-053)

Beyond the Uniphi field copies above, sync-companies writes ~15 derived rollups per company every 15 minutes. These properties drive the client-detail page, the 200k Strategy dashboard, Share of Wallet, the FY chart bars, and the Order Book & WIP cards — nothing else recomputes them at request time. Full methodology on the Revenue rollup calculation doc.

HubSpot Property	Source	Formula / Notes
uniphi_revenue_fy2021 … uniphi_revenue_fy2030	Cashflow (revenue Level-3 codes)	p/c-aware chronological walk per project; sums Committed-classified entries per FY. Past periods = Actuals (always Committed); future periods walk against OriginalContract + ApprovedVariations - Claimed cap (5% tolerance).
uniphi_revenue_total	Cashflow (all FYs)	Sum of walked-Committed across all FYs. Displayed as "Lifetime Revenue" on client-detail.
uniphi_forecast_next_12m	Cashflow	Rolling 12-month window from today. Committed-only (same walk). Not equal to FY curr Committed — overlaps into FY curr+1.
uniphi_order_book	Contract	max(0, (OriginalContract + ApprovedVariations) - Claimed) across active revenue contracts.
uniphi_active_invoiced	Contract	Sum of Claimed across active revenue contracts. Shown as "Invoiced to Date".
uniphi_ar_balance	Organisation	Sum of Organisation.ARBalance across the consolidated group. Outstanding receivable.
uniphi_variation_pipeline	Contract	PendingVariations + SubmittedVariations + PossibleVariations summed. Contract-lifetime; not FY-scoped.
uniphi_variation_pending	Contract	Sum of PendingVariations across active revenue contracts.
uniphi_variation_submitted	Contract	Sum of SubmittedVariations across active revenue contracts.
uniphi_variation_possible	Contract	Sum of PossibleVariations across active revenue contracts.
uniphi_active_projects	Project	Count of projects not in Complete / Cancelled / Lost phases.
uniphi_upcoming_pc_count	Contract	Count of active contracts with PracticalCompletionDate in the next 12 months.
dashboard_url	Constant	Deep-link to /client/<hubspotId> — renders as an "Account Plan" button in HubSpot.

Historical FY rollups are unaffected by p/c changes. Past-period Actuals are auto-Committed (billed = approved by definition), so FY23–FY26 numbers on Mirvac and every other client didn't shift when the p/c walk landed 9 Jul 2026. The June-actuals reconciliation (0.20% margin) still holds.

Writeback

After upserting to HubSpot, the HubSpot Company ID is written back to the Uniphi Organisation's hubspot_id custom field via PUT.

♟

Contacts

Uniphi Person → HubSpot Contact

Field Mapping

Uniphi Field	HubSpot Property	Transform
Person.ID	uniphi_person_id	Primary key
Person.Name	firstname + lastname	Split on first space — "Steve Lee" → first: "Steve", last: "Lee"
Person.Email	email	Available on some persons
Person.Phone	phone	Available on some persons
Person.Mobile	mobilephone	Available on some persons
Person.Position	jobtitle
Person.IsDisabled	uniphi_is_active	Inverted — IsDisabled=false → "true"

Matching Order (Deduplication)

Priority	Match Field	Method
1	uniphi_person_id	Exact match — previously synced record
2	email	Exact match, case-insensitive
3	firstname + lastname	Exact match after normalization

Exclusion Filters

Contacts matching these name patterns are skipped and never synced to HubSpot.

accounts payable AP accounts

Company Association

Each contact is associated with its HubSpot company via Person.OrganisationId → lookup company by uniphi_org_id.

Writeback

HubSpot Contact ID → Uniphi Person hubspot_id custom field via PUT.

★

Deals

Uniphi Project + Contract → HubSpot Deal

Data Sources

Each deal is composed from two Uniphi entities: a Project (metadata, phases, custom fields) and its revenue Contract (financials, dates, client). Only Revenue contracts are synced — cost contracts are excluded.

Core Field Mapping

Uniphi Field	HubSpot Property	Transform
Project.ID	uniphi_project_id	Primary key
Project.Name	dealname
Project.ProjID	uniphi_project_no	e.g. "P-1234"
Project.Description	uniphi_description	HTML stripped to plain text
Project.StatusExternal	uniphi_status	RAG status (Amber/Green/Red)
Project.CreatedDate	createdate	Unix timestamp (ms)

Project Metadata

Uniphi Field	HubSpot Property	Transform
Project.Sector.Description	sector	standard HubSpot field
Project.ProjectType.Description	uniphi_project_type
Project.ServiceLine.Description	uniphi_service_line
Project.Region.Description	uniphi_region
Project.Location.Description	uniphi_location
Project.ActualStartDate	uniphi_start_date	Unix timestamp (ms); falls back to Contract.StartDate

Contract Financial Fields

Uniphi Field	HubSpot Property	Transform
Contract.OriginalContract + ApprovedVariations	amount	Calculated — sum of original + approved variations
Contract.ContractNo	uniphi_contract_no
Contract.IsRevenue	uniphi_contract_type	true → "Revenue", false → "Cost"
Contract.Claimed	uniphi_invoiced	Invoiced/claimed amount
Contract.PracticalCompletionDate	closedate	Unix timestamp (ms); also stored in uniphi_practical_completion_date as YYYY-MM-DD

Project Custom Fields

Uniphi CustomField Name	HubSpot Property	Group
"Project Street Address"	uniphi_street_address	Address
"Project Suburb"	uniphi_suburb	Address
"Project State"	uniphi_state	Address
"Project Post Code"	uniphi_postcode	Address
"Total Project Budget"	uniphi_total_project_budget	Budget
"Construction Budget"	uniphi_construction_budget	Budget
"Submission Status"	uniphi_submission_status	Bid
"Submission Due Date"	uniphi_submission_due_date	Bid
"Lead Source"	uniphi_lead_source	Bid
"Client Type"	uniphi_client_type	Bid
"Award Date"	uniphi_award_date	Bid
"Sub-Sectors"	uniphi_sub_sector	Metadata

Date custom fields (Submission Due Date, Award Date) are parsed from DD/MM/YYYY format and converted to YYYY-MM-DD for HubSpot.

Pipeline & Deal Stage Mapping

All deals are placed in the Sales Pipeline (default). The Uniphi lifecycle phase maps to both a custom field (uniphi_project_stage) and the native HubSpot dealstage.

Uniphi Phase	HubSpot Deal Stage	Category
Lead	Lead (appointmentscheduled)	Pre-award
Proposal	Proposal (decisionmakerboughtin)	Pre-award
Start up	Closed won	Active
Pre Design & DM	Closed won	Active
Concept Design	Closed won	Active
Schematic Design	Closed won	Active
Design Development & VM	Closed won	Active
Contractor Tender	Closed won	Active
Construction	Closed won	Active
Close Out	Closed won	Active
Defects Liability	Closed won	Active
Complete	Closed won	Complete
Lost	Closed lost	Lost
Cancelled	Cancelled (7929420)	Cancelled
On-Hold	Lead (appointmentscheduled)	Paused

Matching Order (Deduplication)

Priority	Match Field	Method
1	uniphi_project_id	Exact match — previously synced record
2	dealname + company	Fuzzy name match AND same associated company

Writeback

HubSpot Deal ID → Uniphi Project hubspot_id custom field via PUT. Project PUT requires sending full nested objects (Sector, ProjectType, ServiceLine, Region, Location, CurrentPhase).

⇄

Associations

How records link to each other in HubSpot

Contact

↓

Company

via Person.OrganisationId → Company.uniphi_org_id

Deal

↓

Company

via Contract.PrincipalOrganisation.ID → Company.uniphi_org_id

Deal

↓

Contact

via Contract.Principal.ID → Contact.uniphi_person_id

↻

Sync Behaviour

Incremental sync, writeback, and error handling

Incremental Sync

Each entity type tracks its last successful sync time in DynamoDB. On each run, only records modified since the last sync are fetched from Uniphi. If no previous sync exists, a full sync is performed. Failed syncs preserve the previous sync time so records are re-fetched on retry.

HubSpot ID Writeback

After creating or updating HubSpot records, the HubSpot record ID is written back to Uniphi's hubspot_id custom field using PUT. This enables bi-directional linking between systems. Writeback failures are logged but do not fail the overall sync.

Uniphi API Notes

Behaviour	Detail
HTTP Method	Only PUT supported (PATCH returns 405)
Auth	OAuth 2.0 Client Credentials → {baseUrl}/oauth/token
Custom Field Name	hubspot_id (same for all entity types)
Project PUT	Requires full nested objects (Sector, ProjectType, ServiceLine, Region, Location, CurrentPhase)
Finding Client Projects	No direct client ID on Project. Filter Contracts by PrincipalOrganisation.ID

Gallagher Jeffs PRD