Week 2

Set up & run: the brain on SharePoint

Migrate what already exists into a structure Codex can navigate, then ship one real piece of work through it, end to end.

Works.

Happy Haus isn't starting empty, so this week is a migration, not a build.

Existing folders, proposals and checklists get mapped and moved, the same gather, propose, migrate method Week 1 ran on each person's own context.

INSTRUCTIONS.md is the one instructions file, at every level, on every install.

CLAUDE.md and AGENTS.md sit next to it as compatibility symlinks, never a second source of truth.

The brain wraps, it doesn't fragment, and Codex proposes the plan before it moves a single file.

One brain at root serves Design, Construction, Estimating, Contracts Admin and Finance. Skills live at root too, so no unit duplicates them.

Guardrail 1 of 6

Identify the sacred system on day one, and get "no writes, ever" in writing from a named stakeholder.

Every business has at least one system that already works and nobody is allowed to break. Everything else reads from it or builds around its edges.

Guardrail 2 of 6

Nothing runs itself until it can answer all six automation-gate questions.

What sources it depends on, which wins on conflict, what context it needs every time, what it must never see, what corrections keep recurring, how one correction becomes a standing rule.

Guardrail 3 of 6

Anything reaching a customer is ASSIST forever: a human always hits send.

AUTOMATE is reserved for internal, reversible, no-audience steps.

Guardrail 4 of 6

Capture is foundational, and it needs consent before the first recording, not after.

A one-page consent policy with staff notification is cheap to do and embarrassing to skip.

Guardrail 5 of 6

A skill installed before its target files exist looks broken when nothing was built to receive it.

Check the destination files exist before trusting any skill's output.

Guardrail 6 of 6

High-impact actions get a platform-enforced gate, because a note in an instructions file is a suggestion, not a control.

"Ask before" on a connector's send, delete or share permission fires in the tool itself. And while this is new, work on copies, never your only copy of anything.

The sacred system here: Rob's rule

"We read from Jack and Databuild once the read-only exports land. We never write into either."

At Happy Haus the locked cores are named: Jack and Databuild. The open edges are Xero, Bluebeam-Max, Revit, M365 and SharePoint itself.

Folder shape

The brain folder shape stays the same everywhere, only the unit names change.

Design, Construction, Estimating, Contracts Admin and Finance sit under one root, with Skills and Reference alongside them.

Brownfield mapping

Brownfield mapping is the real workstream this week, not a ten-minute folder setup.

Mel's checklists, Rick's site-start letters and Michael's QA checklist are the actual material Codex maps first.

Substrate

Codex cascades folder reads from root, a scoped tool can't, so the fix is an outbox, not one shared workspace.

A walled tool needs its own outbox plus a roll-up pass. Copying root rules into every workspace just creates drift.

Discovery hygiene

Four habits keep this week's mapping honest, every single time.

Attach a number to every pain point, show the map back to the person who does the work, look at the real screen, close with the same five questions.

Before next session

This week's work

Mel: hand contracts, site-start letters and the QBCC/QLeave forms to Codex to parse into the new structure.
PO cover packs (Rick's checklists): into the same ingestion pass, owner to confirm once Rick's place in the cohort is settled.
Michael: bring the 28-page QA checklist in as the estate's biggest single canonicalisation job.
Whole cohort: pick one real proposal (Lachlan) or reverse-brief (Susan) draft and ship it to a real recipient through the new structure.

Exit criteria

You're done when

Codex has mapped and reorganised at least one pile of Happy Haus's existing files onto a plan the room approved.
One real proposal or reverse-brief draft has shipped to a real recipient through the new structure.
Anyone in the room can describe the SharePoint folder structure in under 30 seconds.