Session Summary

• Confirmed the old stale-task automation lane is specifically a pre-2025 lane:
  • Task.CreatedDate < 2025-01-01
• Verified a separate 2025 canvass is now justified by live org state:
  • open 2025 Tasks: 6,924
  • overdue or undated open 2025 Tasks: 6,828
  • open recurring 2025 Tasks: 0
• Confirmed the two recurring holdouts are true singleton legacy recurrence masters:
  • 00TUV00000EuX1L2AV — Make Test Calls — owner JaNette Bell
  • 00T8W00003KvNgKUAV — UIM counter dmd — owner Nick Wilson — matter MAT-22032429766
• Confirmed the remaining pre-2025 bi-weekly holdout is not the only task in that family:
  • 00TUV00000Ldnl62AB — Bi-Weekly Status Call with Client — owner Josh Hollan — matter MAT-24102864417 — due 2026-04-27
  • open Bi-Weekly Status Call with Client Tasks overall: 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
• Additional holdout detail:
  • UIM counter dmd was created by Nick Wilson, is still owned by Nick Wilson, and sits on a matter also owned by Nick Wilson, so it looks like a manual self-created recurrence rather than something assigned in by another teammate
  • user business guidance on Make Test Calls: the calls were done, JaNette already knows to do them, and the completion email may already be the real operational 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
• Action pass update (2026-04-29):
  • deleted redundant singleton recurrence 00TUV00000EuX1L2AV — Make Test Calls
  • rationale:
    • user confirmed the calls were done
    • the completion email appeared to be the real control
    • the Task had no related matter and looked redundant
  • fresh dry-run verification now shows only two pre-2025 open Tasks remain:
    • 00T8W00003KvNgKUAV — UIM counter dmd
    • 00TUV00000Ldnl62AB — Bi-Weekly Status Call with Client — due 2026-05-12
  • saved artifact folders:
    • analytics/task-backlog-2025-canvass-2026-04-29/
    • analytics/stale-task-holdout-actions-2026-04-29/
  • automation-source refinement:
    • the stale-task cron is now confirmed to live in the Codex automation layer because automation_update view rendered its card for d4714c09
    • direct headless pause/update still failed because the legacy short ID did not validate as a mutable automation identifier in this session

Files Updated

• C:\Users\SAguiar\Documents\Projects\_repo-staging\litify\Litify_AI_Integration_Project\docs\2026-04-24-stale-task-closeout-followup.md
• C:\Users\SAguiar\Documents\Projects\_repo-staging\litify\Litify_AI_Integration_Project\PROGRESS_LOG.md

Handoff Sync

• Updated active handoff page:
  • Litify Forensic Audit, Task Redesign, and Rebuild -- Handoff Doc

Recommended Next Decisions

1. Approve a sampled 2025 canvass before expanding any stale-task closeout beyond the original pre-2025 lane.
2. Make Test Calls was retired because the completion email appears to be the real proof of work.
3. Review whether UIM counter dmd still serves a real business purpose now that it appears to be a manual self-created recurrence on Nick's own matter.
4. Review the Bi-Weekly Status Call with Client workflow family as its own operational issue because the volume now points beyond stale cleanup.

Pending Approval Questions