Role: Systems Architect

Tools: Notion, Make.com

Drawboard faced a critical security bottleneck: Notion's native permissions are "all or nothing." To maintain a Single Source of Truth (SSoT), the owner needed to see all team data, but team members needed to be restricted to their own private records.

Without a custom solution, the team was forced to choose between data exposure (everyone sees everything) or data silos (no centralized visibility).

I engineered a custom bi-directional sync engine that enforces true data isolation while providing the owner with a unified dashboard.

Dynamic Database Discovery: I built the system to be "plug-and-play." The Make.com scenarios automatically resolve user databases by name, meaning the business can scale from 5 to 50 users by simply duplicating a template—zero automation changes required.

The "Upsert" Intelligence: Using a search-then-route logic, a single scenario handles both record creation and real-time updates, maintaining 1:1 parity between the Master and individual team databases.

Loop-Guard Protection: To prevent infinite "ping-pong" sync loops, I implemented a "Last Edited By" filter that distinguishes between human edits and automation-originated changes.

Operational Efficiency: Sync Button: Integrated a batching trigger that allows the owner to push Master edits in bulk, significantly reducing Make.com operations and cost.

Automations are only as good as their uptime. This system includes:

Automated Error Recovery: Built-in Break handlers that manage API timeouts and rate limits with automatic retries.

Visual Triage: A "stuck sync" indicator in the Notion UI, alerting the team to any records that require manual attention.