New workplan for better adhoc task management
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workplans/CUST-WP-0036-adhoc-tasks-and-workplan-archive.md
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workplans/CUST-WP-0036-adhoc-tasks-and-workplan-archive.md
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---
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id: CUST-WP-0036
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type: workplan
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title: "Ad Hoc Tasks and Workplan Archiving"
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domain: custodian
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repo: the-custodian
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status: todo
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owner: custodian
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topic_slug: custodian
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created: "2026-05-01"
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updated: "2026-05-01"
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state_hub_workstream_id: "b2867cd8-1866-4baa-b844-a0f37d276cae"
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---
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# CUST-WP-0036 — Ad Hoc Tasks and Workplan Archiving
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## Goal
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Replace the current permanent `interactive-<repo>` pseudo-workstream pattern
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with a file-backed **Ad Hoc Tasks** convention for small opportunistic work
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discovered during normal sessions.
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The convention must preserve the original intent:
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- make spontaneous quick fixes visible for review;
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- track token consumption and other future review dimensions;
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- avoid forcing every small improvement through full issue analysis,
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requirements generation, solution planning, and formal workplan creation;
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- keep ADR-001 consistency intact by giving every tracked workstream a backing
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workplan file.
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At the same time, improve closed-workplan handling by moving completed
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workplans into `workplans/archived/` and prefixing the archived filename with
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the completion date in `YYMMDD-` form. Example:
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```text
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workplans/ADHOC-2026-05-01.md
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workplans/archived/260501-ADHOC-2026-05-01.md
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```
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This gives quick visual reference for both the opening date and finishing date
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of a workplan.
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Depends on: CUST-WP-0014, CUST-WP-0029
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Unblocks: removal of the legacy `interactive-the-custodian` consistency
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failure; cleaner token/accounting review for opportunistic work.
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## T01: Specify the Ad Hoc Tasks convention
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```task
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id: CUST-WP-0036-T01
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status: todo
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priority: high
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state_hub_task_id: "b9ca840e-c66f-4bce-ab83-2bec68a4c0c3"
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```
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Document the Ad Hoc Tasks policy in the project rules / workplan convention
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docs.
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The specification must define:
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- **Name:** Ad Hoc Tasks.
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- **Active filename:** `workplans/ADHOC-YYYY-MM-DD.md`, dated by creation day.
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- **Archived filename:** `workplans/archived/YYMMDD-ADHOC-YYYY-MM-DD.md`,
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dated by completion/archive day.
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- **Workstream slug:** `adhoc-YYYY-MM-DD`.
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- **Task IDs:** `ADHOC-YYYY-MM-DD-T01`, `T02`, etc.
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- **Purpose:** small, low-risk work discovered during a session and completed
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directly.
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- **Promotion rule:** anything requiring analysis, design, human approval,
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dependency tracking, or multiple planned phases becomes a normal workplan
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instead.
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- **Closure rule:** once all tasks are done/cancelled and no new task has been
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added for 24 hours, close the workstream and archive the file.
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Acceptance: the convention is documented clearly enough that an agent can
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decide whether a discovered item belongs in Ad Hoc Tasks or a normal workplan.
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## T02: Teach consistency tooling about archived workplans
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```task
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id: CUST-WP-0036-T02
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status: todo
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priority: high
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state_hub_task_id: "8ab029f6-8cc8-4a7c-9505-1dcd5df16f00"
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```
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Update `state-hub/scripts/consistency_check.py` and
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`state-hub/scripts/validate_repo_adr.py` so archived workplans are valid
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backing files.
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Requirements:
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- Active workplans are read from `workplans/*.md`.
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- Archived workplans are read from `workplans/archived/*.md`.
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- Archived filenames may be prefixed with `YYMMDD-` before the workplan id.
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- A completed/archived DB workstream with a matching archived file is not
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reported as orphaned.
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- Active DB workstreams still require an active root-level workplan file.
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- Archived files must not be treated as active session-start work.
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Acceptance: moving a completed workplan to `workplans/archived/260501-...md`
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does not create C-07/C-08/C-12 false positives, while an active DB workstream
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without a root-level workplan still fails.
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## T03: Implement timestamped archive workflow
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```task
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id: CUST-WP-0036-T03
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status: todo
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priority: medium
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state_hub_task_id: "6922752a-6034-479a-921a-ed1ba12c740a"
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```
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Add a safe archival helper or consistency-fix path that moves closed workplans
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to `workplans/archived/` with a completion-date prefix.
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Design requirements:
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- Use the workstream completion/archive date when available; otherwise use the
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current date.
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- Preserve the workplan frontmatter and task blocks unchanged except for
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status/update fields that the existing consistency rules already manage.
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- Never archive a workplan with open tasks.
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- Avoid overwriting an existing archived file; report a clear conflict instead.
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Acceptance: a completed workplan can be archived through a repeatable command,
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and a subsequent consistency run remains clean for that workplan.
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## T04: Replace `record_interactive_task` with file-backed adhocs
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```task
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id: CUST-WP-0036-T04
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status: todo
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priority: high
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state_hub_task_id: "a5a0f1d9-70eb-4ef4-9081-2dd6a556a89e"
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```
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Replace the permanent `interactive-<repo>` pseudo-workstream behavior with a
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file-backed Ad Hoc Tasks workflow.
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Implementation shape:
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- Introduce `record_adhoc_task(...)`.
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- Keep `record_interactive_task(...)` as a deprecated compatibility alias.
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- When recording an adhoc, find or create today's
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`workplans/ADHOC-YYYY-MM-DD.md` for the target repo.
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- Create or reuse the corresponding `adhoc-YYYY-MM-DD` workstream.
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- Add a task block to the file, sync it to State Hub, mark it done, and record
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token usage.
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- Do not create DB-only workstreams.
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Acceptance: recording an adhoc task produces a file-backed workstream and does
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not create a C-07 consistency failure.
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## T05: Migrate or retire legacy interactive workstreams
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```task
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id: CUST-WP-0036-T05
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status: todo
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priority: medium
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state_hub_task_id: "4bc4edec-a97d-45f0-8929-5da0395a21c0"
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```
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Clean up existing `interactive-<repo>` pseudo-workstreams.
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Options to evaluate:
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- create archived `ADHOC-...` files for historically relevant interactive
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workstreams;
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- mark empty or obsolete interactive workstreams archived with an explicit
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migration progress event;
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- add a one-time compatibility exception only for pre-migration legacy rows.
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Acceptance: `interactive-the-custodian` no longer causes the current C-07
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failure, and the migration preserves enough history for token review.
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## T06: Tests, docs, and dashboard/review surface
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```task
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id: CUST-WP-0036-T06
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status: todo
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priority: medium
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state_hub_task_id: "ac480949-2ae4-4e6f-9a85-c72b18b96d2f"
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```
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Add focused tests and user-facing references.
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Coverage should include:
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- consistency checker sees timestamp-prefixed archived workplans;
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- active workstreams still require root-level workplans;
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- `record_adhoc_task` creates file-backed tasks and token events;
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- old `record_interactive_task` alias still works during deprecation;
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- dashboard or API token review can distinguish adhoc tasks from normal
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planned tasks.
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Acceptance: tests cover the new lifecycle, and the tool reference explains
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when to use Ad Hoc Tasks versus a normal workplan.
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