Session Overview

Sam requested a full forensic audit of the firm's Litify/Salesforce environment, followed by a task automation audit and redesign, and then execution of quick-win fixes. This spanned multiple sessions from April 15-19, 2026. The goal: assess the health of the Litify CRM, identify where it trains bad habits, causes noise, and wastes time, then produce a concrete rebuild plan and start executing.

Reconciliation Update (2026-04-24)

• Verified the stale-task cleanup state live using the local runner in dry-run mode: task-automation-bulk-close-2026-04-19/runs/2026-04-24_150949/
• Current Task.CreatedDate < 2025-01-01 open-task residue is exactly three records:
  • recurring holdout 00T8W00003KvNgKUAV — UIM counter dmd
  • recurring holdout 00TUV00000EuX1L2AV — Make Test Calls
  • future-dated holdout 00TUV00000Ldnl62AB — Bi-Weekly Status Call with Client, due 2026-04-27
• Follow-up inspection confirmed the two true holdouts are self-referencing daily recurring tasks, while the 2026-04-27 task is a non-recurring open instance carrying 14-day regeneration metadata.
• No active-owner non-recurring overdue tasks remain.
• No inactive-owner non-recurring overdue tasks remain.
• Recommendation: retire the old broad hourly stale-task cron, or narrow it to overdue non-recurring tasks only and let it self-retire after the 2026-04-27 holdout is no longer pending.
• Automation-source note: I could not verify a current local Codex automation definition for cron d4714c09 in this workspace, so its executable source still needs to be located separately before anyone claims it was changed here.

Follow-up Update (2026-04-26)

• Confirmed the old stale-task lane is specifically a pre-2025 lane:
  • Task.CreatedDate < 2025-01-01
• A separate 2025 canvass is now justified by live volume:
  • open 2025 Tasks: 6,924
  • overdue or undated open 2025 Tasks: 6,828
  • open recurring 2025 Tasks: 0
• The two recurring holdouts are each singletons in the org:
  • Make Test Calls: exactly 1 Task total
  • UIM counter dmd: exactly 1 Task total
• UIM counter dmd is attached to matter MAT-22032429766, and that same matter currently also has a fresh Bi-Weekly Status Call with Client due 2026-04-30.
• Bi-Weekly Status Call with Client is an active workflow family, not a one-off stale artifact:
  • open now: 3,957
  • created in 2025: 1,274
  • overdue as of 2026-04-26: 1,472
  • future-dated: 2,485
  • completed instances created in 2026: 492
• Similar-task check:
  • exact open subject Bi-Weekly Treatment Call: 0
  • other open client-call family subject found: Complete Intro Call with Client = 243
• Working conclusion:
  • the pre-2025 stale-task cleanup lane is effectively complete
  • the next safe step is not broad auto-close expansion, but a sampled 2025 canvass plus a separate workflow review for bi-weekly client-call generation and completion behavior
• Additional holdout detail from the next review pass:
  • UIM counter dmd appears to have been manually self-created rather than assigned by someone else:
    • CreatedBy = Nick Wilson
    • Owner = Nick Wilson
    • matter MAT-22032429766 is also owned by Nick Wilson
    • LastModifiedBy = Sam Aguiar reflects the recent stale-task review touchpoint
  • Make Test Calls has user-confirmed business context that the calls were done and the completion email may already serve as the real proof, which makes the Litify task itself look potentially redundant
• First sampled 2025 canvass findings:
  • read-only sample size: first 5,000 overdue-or-undated open 2025 Tasks
  • top owners in sample:
    • Jordan Hatfield: 970
    • Brittany Vires: 852
    • Chymez Bradshaw: 542
  • top subjects in sample:
    • Bi-Weekly Status Call with Client: 865
    • Follow-up with adjuster after 30 days: 288
    • Confirm demand receipt with adjuster: 261
  • implication:
    • the 2025 backlog is not random residue
    • the bi-weekly client-call family is already the biggest subject in the first overdue sample, so workflow review needs to sit alongside any stale-task canvass