File-Based Todo Tracking Skill

Overview

The todos/ directory contains a file-based tracking system for managing code review feedback, technical debt, feature requests, and work items. Each todo is a markdown file with YAML frontmatter and structured sections.

This skill should be used when:

• •Creating new todos from findings or feedback
• •Managing todo lifecycle (pending → ready → complete)
• •Triaging pending items for approval
• •Checking or managing dependencies
• •Converting PR comments or code findings into tracked work
• •Updating work logs during todo execution

File Naming Convention

Todo files follow this naming pattern:

{issue_id}-{status}-{priority}-{description}.md

Components:

• •issue_id: Sequential number (001, 002, 003...) - never reused
• •status: pending (needs triage), ready (approved), complete (done)
• •priority: p1 (critical), p2 (important), p3 (nice-to-have)
• •description: kebab-case, brief description

Examples:

001-pending-p1-mailer-test.md
002-ready-p1-fix-n-plus-1.md
005-complete-p2-refactor-csv.md

File Structure

Each todo is a markdown file with YAML frontmatter and structured sections. Use the template at todo-template.md as a starting point when creating new todos.

Required sections:

• •Problem Statement - What is broken, missing, or needs improvement?
• •Findings - Investigation results, root cause, key discoveries
• •Proposed Solutions - Multiple options with pros/cons, effort, risk
• •Recommended Action - Clear plan (filled during triage)
• •Acceptance Criteria - Testable checklist items
• •Work Log - Chronological record with date, actions, learnings

Optional sections:

• •Technical Details - Affected files, related components, DB changes
• •Resources - Links to errors, tests, PRs, documentation
• •Notes - Additional context or decisions

YAML frontmatter fields:

---
status: ready              # pending | ready | complete
priority: p1              # p1 | p2 | p3
issue_id: "002"
tags: [rails, performance, database]
dependencies: ["001"]     # Issue IDs this is blocked by
---

Common Workflows

Creating a New Todo

To create a new todo from findings or feedback:

1. •Determine next issue ID: ls todos/ | grep -o '^[0-9]\+' | sort -n | tail -1
2. •Copy template: cp assets/todo-template.md todos/{NEXT_ID}-pending-{priority}-{description}.md
3. •Edit and fill required sections:
   • •Problem Statement
   • •Findings (if from investigation)
   • •Proposed Solutions (multiple options)
   • •Acceptance Criteria
   • •Add initial Work Log entry
4. •Determine status: pending (needs triage) or ready (pre-approved)
5. •Add relevant tags for filtering

When to create a todo:

• •Requires more than 15-20 minutes of work
• •Needs research, planning, or multiple approaches considered
• •Has dependencies on other work
• •Requires manager approval or prioritization
• •Part of larger feature or refactor
• •Technical debt needing documentation

When to act immediately instead:

• •Issue is trivial (< 15 minutes)
• •Complete context available now
• •No planning needed
• •User explicitly requests immediate action
• •Simple bug fix with obvious solution

Triaging Pending Items

To triage pending todos:

1. •List pending items: ls todos/*-pending-*.md
2. •For each todo:
   • •Read Problem Statement and Findings
   • •Review Proposed Solutions
   • •Make decision: approve, defer, or modify priority
3. •Update approved todos:
   • •Rename file: mv {file}-pending-{pri}-{desc}.md {file}-ready-{pri}-{desc}.md
   • •Update frontmatter: status: pending → status: ready
   • •Fill "Recommended Action" section with clear plan
   • •Adjust priority if different from initial assessment
4. •Deferred todos stay in pending status

Use slash command: /triage for interactive approval workflow

Managing Dependencies

To track dependencies:

dependencies: ["002", "005"]  # This todo blocked by issues 002 and 005
dependencies: []               # No blockers - can work immediately

To check what blocks a todo:

grep "^dependencies:" todos/003-*.md

To find what a todo blocks:

grep -l 'dependencies:.*"002"' todos/*.md

To verify blockers are complete before starting:

for dep in 001 002 003; do
  [ -f "todos/${dep}-complete-*.md" ] || echo "Issue $dep not complete"
done

Updating Work Logs

When working on a todo, always add a work log entry:

### YYYY-MM-DD - Session Title

**By:** Claude Code / Developer Name

**Actions:**
- Specific changes made (include file:line references)
- Commands executed
- Tests run
- Results of investigation

**Learnings:**
- What worked / what didn't
- Patterns discovered
- Key insights for future work

Work logs serve as:

• •Historical record of investigation
• •Documentation of approaches attempted
• •Knowledge sharing for team
• •Context for future similar work

Completing a Todo

To mark a todo as complete:

1. •Verify all acceptance criteria checked off
2. •Update Work Log with final session and results
3. •Rename file: mv {file}-ready-{pri}-{desc}.md {file}-complete-{pri}-{desc}.md
4. •Update frontmatter: status: ready → status: complete
5. •Check for unblocked work: grep -l 'dependencies:.*"002"' todos/*-ready-*.md
6. •Commit with issue reference: feat: resolve issue 002

Integration with Development Workflows

Quick Reference Commands

Finding work:

# List highest priority unblocked work
grep -l 'dependencies: \[\]' todos/*-ready-p1-*.md

# List all pending items needing triage
ls todos/*-pending-*.md

# Find next issue ID
ls todos/ | grep -o '^[0-9]\+' | sort -n | tail -1 | awk '{printf "%03d", $1+1}'

# Count by status
for status in pending ready complete; do
  echo "$status: $(ls -1 todos/*-$status-*.md 2>/dev/null | wc -l)"
done

Dependency management:

# What blocks this todo?
grep "^dependencies:" todos/003-*.md

# What does this todo block?
grep -l 'dependencies:.*"002"' todos/*.md

Searching:

# Search by tag
grep -l "tags:.*rails" todos/*.md

# Search by priority
ls todos/*-p1-*.md

# Full-text search
grep -r "payment" todos/

Key Distinctions

File-todos system (this skill):

• •Markdown files in todos/ directory
• •Development/project tracking
• •Standalone markdown files with YAML frontmatter
• •Used by humans and agents

Rails Todo model:

• •Database model in app/models/todo.rb
• •User-facing feature in the application
• •Active Record CRUD operations
• •Different from this file-based system

TodoWrite tool:

• •In-memory task tracking during agent sessions
• •Temporary tracking for single conversation
• •Not persisted to disk
• •Different from both systems above