Case Study: Managing Software Projects in Salesforce Using Custom Objects for Enhanced Efficiency and Transparency

by AeyeCRM on Dec 10, 2025

Overview

Our company sought to streamline software project management for engineers and cross-functional teams by leveraging Salesforce’s custom objects. The goal was to track time, improve efficiency, and provide clients with transparent project insights across all industry verticals.

Solution Design

Custom Object Structure

To address unique project management needs, we designed a suite of custom objects within Salesforce, including:

• Project: Central object representing each software project.
• Project Task: Linked to Project, tracking individual work items.
• Time Entry: Linked to both Project and Project Task, capturing hours logged by team members.
• Client: Standard object (Account) linked to Projects for client-specific reporting.
• Project Template: For reusable project/task structures, enabling rapid project setup.

This structure allowed for granular tracking and flexible reporting, tailored to our workflows.

Key Features and Implementation

Custom Object Capabilities

• Custom Fields: Each object included fields for status, priority, deadlines, estimated vs. actual hours, owner, and completion percentage.
• Relationships: Lookup and master-detail relationships ensured Projects, Tasks, and Time Entries were tightly linked for roll-up reporting.
• Templates: Project and Task templates enabled rapid cloning of project structures for repeatable engagements.
• Automated Flows: Screen flows allowed users to select templates and auto-create projects and associated tasks, reducing manual setup time.
• Permissions: Custom permission sets controlled access, ensuring only relevant users could view or edit sensitive project data.

Visualization and Reporting

• Dashboards: Custom dashboards displayed project progress, time tracking, and resource allocation.
• Gantt Charts: Visualization tools (native or integrated) provided timeline views for project managers and clients.
• Chatter Integration: Enabled real-time collaboration and updates on project records.

Efficiency and Transparency Gains

• Centralized Data: All project data, tasks, and time entries were accessible in one place, eliminating silos.
• Real-Time Updates: Clients could view project status and time logs, increasing trust and reducing status update requests.
• Automated Alerts: Notifications for overdue tasks or budget overruns kept teams proactive.

Results

Best Practices and Recommendations

• Iterative Customization: Start with basic objects and fields, then expand as team needs evolve.
• User Training: Ensure engineers and non-technical staff are comfortable with new workflows.
• Continuous Feedback: Regularly solicit input from users and clients to refine objects and reports.

Conclusion

By building a tailored project management solution in Salesforce using custom objects, our company achieved significant improvements in efficiency, accuracy, and client satisfaction. This approach is scalable and adaptable for organizations managing complex projects across any industry vertical.