feat(maintenance): add stale-task cleanup scheme
- scripts/cleanup_stale_tasks.py: daily script that cancels open tasks in completed/archived workstreams; handles 307 redirects; emits a cleanup progress event summarising results - Makefile: add cleanup-stale target (also suitable for cron) - ADR-001: append Workstream Closure Protocol section — mandatory closure review before marking workstream completed, with task classification table (done/cancelled/carry-forward) and Closure Review file format - WP-0002 + WP-0005: append Closure Review sections documenting the 2026-03-02 cleanup run (26 stale DB rows cancelled — all were legacy pre-ADR-001 DB-first records; file status was already done) Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>
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@@ -174,6 +174,77 @@ and others as "file-authoritative."
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Rejected: introduces ambiguity about which records matter; violates the
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"single source of truth" principle.
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## Workstream Closure Protocol
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When a workstream is about to be marked `completed`, the responsible agent
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MUST perform a closure review before writing the status change. This prevents
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the stale-task accumulation that this ADR was designed to make detectable.
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### Steps
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1. **Query all non-done tasks** in the workstream via
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`GET /tasks/?workstream_id=<uuid>` (filter for `todo`, `in_progress`,
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`blocked`).
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2. **Classify each task** into one of three outcomes:
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| Outcome | Action |
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|---------|--------|
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| **Done** — work was completed, DB record just wasn't updated | `PATCH /tasks/{id}/ {"status": "done"}` |
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| **Cancelled** — dropped, superseded, or out of scope | `PATCH /tasks/{id}/ {"status": "cancelled", "blocking_reason": "<why>"}` |
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| **Carry-forward** — genuinely unfinished, belongs in the next run | Leave open; note in closure review; trigger new workplan |
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3. **Append a `## Closure Review` section** to the workplan file:
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```markdown
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## Closure Review — YYYY-MM-DD
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**Outcome:** All tasks completed / N tasks carried forward / N tasks dropped.
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### Completed (DB updated)
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- TASK-ID — title
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### Cancelled (dropped)
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| Task | Reason |
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|------|--------|
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| TASK-ID — title | Superseded by X |
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### Carried forward
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| Task | Target workplan |
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|------|----------------|
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| TASK-ID — title | CUST-WP-XXXX |
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```
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4. **If any tasks are carried forward**: do not mark the workstream
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`completed` yet. Create the new workplan file (or amend an existing active
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one), then close the current workstream.
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5. **Update the workplan frontmatter** `status: completed` and `updated:` date.
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6. **Mark the workstream `completed`** in the state hub via MCP or API.
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### Daily Stale-Task Cleanup
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As a safety net for cases where the closure review was skipped or incomplete,
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a cleanup script cancels any surviving open tasks in completed/archived
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workstreams:
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```bash
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cd ~/the-custodian/state-hub
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make cleanup-stale # run immediately
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# or add to cron:
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# 0 3 * * * cd ~/the-custodian/state-hub && make cleanup-stale
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```
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The script (`scripts/cleanup_stale_tasks.py`) emits a `cleanup` progress event
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recording which tasks were cancelled and in which workstreams. Tasks cancelled
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by the cleanup carry a `blocking_reason` noting they should be verified against
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the workplan file.
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The closure review is the primary mechanism; the cleanup is the fallback. If
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the cleanup regularly cancels tasks, it signals that closure reviews are being
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skipped — that is the process failure to address, not just the stale tasks.
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## Related
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- Custodian Constitution v0.1 §2 (Powers) — canon changes require review gate
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@@ -1,4 +1,4 @@
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.PHONY: install install-cli db db-tools migrate seed api dashboard check start clean register-project validate-adr add-domain rename-domain add-repo list-repos
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.PHONY: install install-cli db db-tools migrate seed api dashboard check start clean register-project validate-adr add-domain rename-domain add-repo list-repos cleanup-stale
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COMPOSE = docker compose -f infra/docker-compose.yml --env-file .env
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@@ -89,5 +89,11 @@ validate-adr:
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@test -n "$(REPO)" || (echo "ERROR: REPO is required. Usage: make validate-adr REPO=<path> [DOMAIN=<slug>]"; exit 1)
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uv run python scripts/validate_repo_adr.py "$(REPO)" $(if $(DOMAIN),--domain "$(DOMAIN)",)
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## Cancel open tasks belonging to completed/archived workstreams.
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## Safe to run at any time; also suitable for a daily cron job.
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## Cron example: 0 3 * * * cd ~/the-custodian/state-hub && make cleanup-stale
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cleanup-stale:
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uv run python scripts/cleanup_stale_tasks.py
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clean:
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$(COMPOSE) down -v
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137
state-hub/scripts/cleanup_stale_tasks.py
Normal file
137
state-hub/scripts/cleanup_stale_tasks.py
Normal file
@@ -0,0 +1,137 @@
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#!/usr/bin/env python3
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"""
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cleanup_stale_tasks.py — cancel tasks that are still open in completed/archived workstreams.
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Run manually: python3 scripts/cleanup_stale_tasks.py
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Run via make: make cleanup-stale
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Cron example: 0 3 * * * cd ~/the-custodian/state-hub && .venv/bin/python scripts/cleanup_stale_tasks.py
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Exit codes:
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0 — ran successfully (zero or more tasks cancelled)
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1 — API unreachable or unexpected error
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"""
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import json
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import sys
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import urllib.error
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import urllib.request
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from datetime import datetime, timezone
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API = "http://127.0.0.1:8000"
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STALE_STATUSES = {"todo", "in_progress", "blocked"}
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CLOSED_WS_STATUS = {"completed", "archived"}
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def get(path: str) -> list | dict:
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with urllib.request.urlopen(f"{API}{path}") as r:
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return json.loads(r.read())
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def _request(method: str, url: str, payload: dict) -> dict:
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"""Send a JSON request, following 307/308 redirects with the same method."""
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data = json.dumps(payload).encode()
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for _ in range(5): # max redirects
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req = urllib.request.Request(
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url,
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data=data,
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headers={"Content-Type": "application/json"},
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method=method,
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)
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try:
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with urllib.request.urlopen(req) as r:
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return json.loads(r.read())
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except urllib.error.HTTPError as e:
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if e.code in (307, 308):
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url = e.headers.get("Location", url)
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if not url.startswith("http"):
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url = API + url
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else:
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raise
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raise RuntimeError(f"Too many redirects for {url}")
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def patch(path: str, payload: dict) -> dict:
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return _request("PATCH", f"{API}{path}", payload)
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def post(path: str, payload: dict) -> dict:
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return _request("POST", f"{API}{path}", payload)
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def main() -> int:
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print(f"[cleanup-stale] {datetime.now(timezone.utc).isoformat(timespec='seconds')} — scanning…")
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try:
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tasks = get("/tasks/?limit=500")
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workstreams = get("/workstreams/")
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except urllib.error.URLError as e:
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print(f"[cleanup-stale] ERROR: API unreachable — {e}", file=sys.stderr)
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print("[cleanup-stale] Start the API with: cd ~/the-custodian/state-hub && make api", file=sys.stderr)
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return 1
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closed_ws = {w["id"]: w for w in workstreams if w["status"] in CLOSED_WS_STATUS}
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stale = [
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t for t in tasks
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if t["status"] in STALE_STATUSES
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and t["workstream_id"] in closed_ws
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]
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if not stale:
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print("[cleanup-stale] Nothing to cancel — all open tasks belong to active workstreams.")
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return 0
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print(f"[cleanup-stale] Found {len(stale)} stale task(s) in completed/archived workstreams:")
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cancelled = []
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errors = []
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for t in stale:
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ws = closed_ws[t["workstream_id"]]
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reason = (
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f"Workstream '{ws['title']}' is {ws['status']}. "
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f"Task was still '{t['status']}' at cleanup time. "
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f"See workplan closure review for actual outcome."
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)
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try:
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patch(
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f"/tasks/{t['id']}/",
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{"status": "cancelled", "blocking_reason": reason},
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)
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cancelled.append(t)
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print(f" cancelled [{t['priority']:8}] {t['title'][:70]}")
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except Exception as e:
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errors.append((t, str(e)))
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print(f" ERROR {t['title'][:60]} — {e}", file=sys.stderr)
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# Emit a single progress event summarising the run
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if cancelled:
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by_ws: dict[str, list] = {}
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for t in cancelled:
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by_ws.setdefault(closed_ws[t["workstream_id"]]["title"], []).append(t["title"])
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summary = (
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f"Stale-task cleanup: cancelled {len(cancelled)} task(s) "
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f"across {len(by_ws)} completed workstream(s)"
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)
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detail = {
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"cancelled_count": len(cancelled),
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"by_workstream": {ws: titles for ws, titles in by_ws.items()},
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"error_count": len(errors),
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}
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try:
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post("/progress/", {"summary": summary, "event_type": "cleanup", "detail": detail})
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print(f"[cleanup-stale] Progress event recorded.")
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except Exception as e:
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print(f"[cleanup-stale] WARNING: could not record progress event — {e}", file=sys.stderr)
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if errors:
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print(f"[cleanup-stale] Completed with {len(errors)} error(s).")
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return 1
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print(f"[cleanup-stale] Done. {len(cancelled)} task(s) cancelled.")
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return 0
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if __name__ == "__main__":
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sys.exit(main())
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@@ -292,3 +292,33 @@ SBOM-specific additions to the workflow:
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SBOM MCP tools, and `make ingest-sbom` target.
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Prerequisite: v0.5 P2.3 (updated registration workflow) must be complete.
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---
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## Closure Review — 2026-03-02
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**Outcome:** All 15 tasks completed. No carry-forwards. No dropped tasks.
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**Context:** This workplan was created DB-first on 2026-02-28, before ADR-001 was formalised. The workplan file correctly recorded all tasks as `status: done`, but the DB rows were never synced from the file — they remained in their initial `todo` state in the database. The daily stale-task cleanup script (`scripts/cleanup_stale_tasks.py`) detected these 15 stale DB rows and cancelled them on 2026-03-02. No actual work was lost: all deliverables in Phase 1–4 were shipped as part of State Hub v0.3.
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### Completed (DB updated at delivery time; file status = done)
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- CUST-WP-0002-T01 — Write canon/standards/contribution-convention_v0.1.md
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- CUST-WP-0002-T02 — Create contrib/ templates for BR, FR, EP, UPR
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- CUST-WP-0002-T03 — Store Observable Framework TOC sidebar UPR as first artifact
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- CUST-WP-0002-T04 — Align Railiance EP convention docs with canon master spec
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- CUST-WP-0002-T05 — Design and implement contributions DB table + migration
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- CUST-WP-0002-T06 — sbom_entries table + migration
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- CUST-WP-0002-T07 — Implement /contributions/ router (CRUD + status patch)
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- CUST-WP-0002-T08 — Implement /sbom/ router
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- CUST-WP-0002-T09 — Write make ingest-sbom tooling
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- CUST-WP-0002-T10 — New MCP tools: register_contribution, update_contribution_status, get_contributions
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- CUST-WP-0002-T11 — New MCP tools: ingest_sbom, get_licence_report
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- CUST-WP-0002-T12 — Dashboard: contributions.md page
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- CUST-WP-0002-T13 — Dashboard: sbom.md page
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- CUST-WP-0002-T14 — Update index.md overview to surface contribution and SBOM health
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- CUST-WP-0002-T15 — Add sbom_source prompt + ingest-sbom step to registration workflow
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### Cancelled (DB records only — legacy stale rows, not real cancellations)
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All 15 DB task rows were cancelled by the cleanup script. The workplan file was authoritative; the DB rows were artefacts of the pre-ADR-001 DB-first creation pattern. This does not reflect a change in work outcome.
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@@ -304,3 +304,29 @@ Check if `WorkstreamRead` already exposes `domain_slug`; add if missing.
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The rename endpoint cascades updates to these columns.
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- `sync_workplans.py` (future, v0.3 Phase 4) will be able to ingest this
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file and reconcile it with the DB rows created during the planning session.
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---
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## Closure Review — 2026-03-02
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**Outcome:** All 11 tasks completed. No carry-forwards. No dropped tasks.
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**Context:** This workplan was created DB-first on 2026-02-28, before ADR-001 was formalised. The workplan file correctly recorded all tasks as `status: done`, but the DB rows were never synced from the file — they remained in their initial `todo` state in the database. The daily stale-task cleanup script (`scripts/cleanup_stale_tasks.py`) detected these 11 stale DB rows and cancelled them on 2026-03-02. No actual work was lost: all deliverables in Phase 1–4 were shipped as part of State Hub v0.5.
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### Completed (DB updated at delivery time; file status = done)
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- CUST-WP-0005-T01 — Create `domains` table + Alembic migration
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- CUST-WP-0005-T02 — Domain ORM model + Pydantic schemas
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- CUST-WP-0005-T03 — Domain API router: list, get, create, rename, archive
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- CUST-WP-0005-T04 — Update seed.py + TopicCreate schema for new domain model
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- CUST-WP-0005-T05 — Create `managed_repos` table + migration
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- CUST-WP-0005-T06 — Repo API router: register, list, update, archive
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- CUST-WP-0005-T07 — Update registration workflow: multi-repo + dynamic domains
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- CUST-WP-0005-T08 — MCP tools: domain lifecycle + repo registration
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- CUST-WP-0005-T09 — Live domain validation for EP/TD + domain stats in state summary
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- CUST-WP-0005-T10 — Dashboard: domains.md page
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- CUST-WP-0005-T11 — Dashboard: domain filter on workstreams, EP, TD pages
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### Cancelled (DB records only — legacy stale rows, not real cancellations)
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All 11 DB task rows were cancelled by the cleanup script. The workplan file was authoritative; the DB rows were artefacts of the pre-ADR-001 DB-first creation pattern. This does not reflect a change in work outcome.
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