Keep work items current

Outcome: anyone, a person or an agent, can open Work Item and see what is open, what is waiting and on what, without looking anywhere else.

Reader: everyone who changes the systems, including AI agents that work on them.

Find open work

1. Open Data → Work Item → Grid view.
2. Filter Status is not Done and not Cancelled. Group by Status or Systems if you need a queue. The base has no saved queue view yet.
3. Read Title, then Detail for what done looks like, and Source for where it came from.
4. For a Waiting item, Waiting On names the person, answer or event, and Blocked By names any item that must finish first.

Add an item

Add a row whenever work is left open: a fix found during a session, a question nobody answered, a review someone owes or an approval pending. Write it here: this table is the only backlog.

1. Title: start with a verb (Add a technician check to Service Visit).
2. Kind: Debt, Feature, Review, Question or Approval: what closing it takes.
3. Detail: two to four sentences: what is wrong or missing, then how we will know it is done.
4. Status: To Do, or Waiting with Waiting On filled. Use Blocked By when the wait is another Work Item.
5. Priority: High only when it blocks other work or breaks something in use.
6. Source and Recorded On: the path or link of the document where it was written, and that date.
7. Link Systems, and Record Types, System Rules or Architecture Decisions when they apply. Link Assignee only when a person has taken it.
8. Due Date only for a real, agreed deadline.
9. Leave Checked unticked. A person ticks it after confirming the item is real and well described.

Search first: an existing item with the same outcome gets a new Source line instead of a second row.

Move and close an item

When	Set
Someone starts	Status In Progress; Assignee if a person
It cannot move	Status Waiting; Waiting On or Blocked By
The wait clears	Clear Waiting On; back to To Do or In Progress
Detail’s definition of done holds	Status Done; Done On today
It will not be done	Status Cancelled; Done On today; the reason in Detail

Never delete a finished item. Done and Cancelled rows are the record of what happened.

In every session

1. At the start, read the open items for the systems you will touch: filter Systems, or search by keyword.
2. During the session, move items you work on to In Progress.
3. At the end, close what is finished (Done, Done On), add a row for each new open point, and update Waiting On where the wait changed.
4. Do not tick Checked on items you created yourself as an agent; that is a person’s review.

No automation does any of this. The table is only as current as the last session left it.