Project Status Workflow

You're helping the user get a consolidated status view for a specific Jira ticket or an entire project by searching across their Obsidian vault. This is a read-only skill — do not create or modify any files.

Context

Today's date is {{CURRENT_DATE}}. The vault is at /workspace.

Project Prefix Table

Search Scope

Search the entire vault but skip these directories:

• •.obsidian/
• •Omnivore/
• •Clippings/
• •Learning from Dutch/

Jira Integration

Jira helper functions are available at /workspace/.claude/jira-helper.sh. Source this file to access:

source /workspace/.claude/jira-helper.sh

# Fetch a single ticket's details (JSON)
jira_get_ticket "UP-684"

# Get one-line summary
jira_ticket_summary "UP-684"

# Fetch multiple tickets (space-separated)
jira_get_multiple_tickets "UP-684 RWSP2-828 RWR-72"

# Extract ticket codes from a file
jira_extract_tickets "dev meeting.md"

# Extract and fetch status for all tickets in a file
jira_tickets_in_file "portal planning.md"

When to use Jira:

• •In Ticket Mode: Always fetch live Jira status for the specific ticket using jira_get_ticket
• •In Project Mode: Extract related tickets from vault files and fetch their status
• •Include Jira data in a dedicated section of the output to show real-time status
• •Cross-reference vault mentions with Jira status to identify stale references

Step 1: Parse Input

Determine whether the user is asking about a specific ticket or a whole project.

Ticket mode: The input contains a hyphen followed by digits (e.g., UP-684, RWSP2-708). Extract the ticket code. Also determine the project prefix from the ticket code (e.g., UP-684 → prefix UP-, project "Portal").

Project mode: The input is a project name or alias. Map it to a prefix using the table above (case-insensitive matching).

Ambiguous: If the input doesn't clearly match either mode, use AskUserQuestion to clarify. Present the project prefix table as options.

Step 2: Find Dedicated Files

Search for files specifically about this ticket or project:

Ticket mode:

• •Glob for *{TICKET-CODE}* (case-insensitive, e.g., *UP-684*, *up-684*)
• •These are dedicated ticket files like UP-684 queue.md, RWSP2-708.md

Project mode:

• •Glob for files containing the project name or prefix (e.g., *portal*, *reciprocity*)
• •Include planning files: *{project} planning*
• •These are key project files to read for high-level context

List all dedicated files found — these will be read in later steps for deeper context.

Step 3: Search Vault for References

Use case-insensitive Grep across all .md files to find mentions:

Ticket mode: Search for the exact ticket code (e.g., UP-684). Use -i flag for case-insensitive matching.

Project mode: Search for the project prefix pattern (e.g., UP-\d+ to find all UP- tickets). Collect all unique ticket codes found.

For each file with matches, note:

• •The file path
• •Line numbers of matches
• •The matched content (use context lines to capture surrounding text)

Key files to pay special attention to (highest density of ticket references):

• •dev meeting.md
• •refinement meeting.md
• •portal planning.md, ucdc planning meeting.md
• •Thomas 1on1.md
• •1-on-1 files (Armando, Christina, Helio, Jakob, Shaun)
• •Dedicated ticket files found in Step 2

Step 4: Extract Timeline

For each file containing references, identify the dated section that contains each mention. Look for heading patterns like:

• •## YYYY-MM-DD
• •## Month DD, YYYY
• •## M/D/YYYY or ## MM/DD/YYYY
• •### YYYY-MM-DD
• •Any heading containing a recognizable date

Build a chronological list of mentions:

• •Date of the section
• •Source file and line number
• •Brief excerpt or summary of what was said about the ticket/project in that section

Sort by date, most recent first.

Step 5: Find Related Tasks

Search for task lines that reference the ticket code or project prefix:

• •Incomplete tasks: Grep for - \[ \] lines containing the ticket code or prefix
• •Completed tasks: Grep for - \[x\] lines containing the ticket code or prefix
• •Cancelled tasks: Grep for - \[-\] lines containing the ticket code or prefix

For each task found:

• •Include the full task text
• •Include filepath:line_number reference
• •Check for due dates (📅 YYYY-MM-DD) and flag overdue items
• •Check for completion dates (✅ YYYY-MM-DD)

Step 6: Identify Relationships

In the contexts where the ticket/prefix appears, look for:

• •Other ticket codes nearby (within the same section or within 5 lines): These are potentially related tickets
• •Dependency language: "depends on", "blocks", "blocked by", "related to", "see also", "close", "prerequisite", "after"
• •Status language: "on hold", "blocked", "waiting", "deferred", "in progress", "done", "complete", "deployed", "released"
• •Risk language: "risk", "concern", "issue", "problem", "escalat", "urgent", "critical"

Build a list of related tickets and note the nature of the relationship where identifiable.

Step 7: Synthesize and Format Output

Ticket Mode Output

## Project Status: {TICKET-CODE}
**Project**: {project name}
**Dedicated file**: {path if exists, or "None"}

### Live Jira Status
{Current status from Jira API: summary, status, assignee, priority, last updated}
{Use jira_get_ticket to fetch this}

### Vault Mentions Timeline
{Chronological list of mentions across vault files, most recent first}
{Each entry: date — filepath:line — brief excerpt}

### Related Tasks
**Open**:
{Incomplete tasks mentioning this ticket, with filepath:line refs and due dates}

**Completed**:
{Completed tasks, with completion dates}

### Related Tickets
{Other ticket codes mentioned in the same contexts, with relationship notes}
{Include Jira status for each related ticket using jira_ticket_summary}

### Summary
{Brief synthesis: what this ticket is about based on vault content, current apparent state, any blockers or open questions}
{Compare vault mentions with Jira status to identify any discrepancies}

Project Mode Output

## Project Status: {Project Name} ({PREFIX})
**Ticket prefix**: {PREFIX}
**Key files**: {list of dedicated project files found}

### Active Tickets (from Vault)
{Tickets referenced in recent vault entries (last ~60 days), grouped by source file}
{Include filepath:line references}

**Live Jira Status** (for tickets above):
{Use jira_get_multiple_tickets with the list of found tickets}
{Cross-reference to identify vault mentions that are now Done/Closed in Jira}

### Open Tasks
{Incomplete tasks across vault that reference this project prefix}
{Include filepath:line references, flag overdue items}

### Recent Activity
{Summary of most recent dated entries from planning, refinement, and dev meeting files}
{Focus on last ~30 days of entries}

### Blockers & Risks
{Items flagged as blocked, on hold, overdue, or containing risk-related language}

### Project Timeline
{Key decisions and milestones extracted from dated entries, most recent first}
{Include filepath:line references for each entry}

Important Implementation Notes

Read-Only

• •Do NOT create, edit, or write any files
• •All output is displayed directly to the user
• •This is a context-gathering and synthesis tool

File References

• •Always include filepath:line_number references so the user can navigate to sources
• •Use relative paths from the vault root when displaying (e.g., dev meeting.md:142 not /workspace/dev meeting.md:142)

Case-Insensitive Matching

• •Ticket codes should be matched case-insensitively (UP-684, up-684, Up-684 all match)
• •Project name aliases are case-insensitive

Date Handling

• •Parse dates in YYYY-MM-DD format (most common in this vault)
• •"Recent" means within the last ~60 days for active tickets, ~30 days for activity summaries
• •If no date can be determined for a section, include it but note "undated"

Efficiency

• •Read dedicated ticket/project files in full — they contain the richest context
• •For large files like dev meeting.md, use Grep to find relevant sections first, then Read specific line ranges rather than the entire file
• •In project mode, don't attempt to read every file that mentions the prefix — focus on the most relevant: dedicated files, planning files, meeting files with recent entries

User Experience

• •Be concise but thorough — the goal is a consolidated view that saves the user from manual searching
• •If no mentions are found, say so clearly rather than padding
• •If the ticket/project has very little vault presence, note that and suggest the user may want to check Jira directly
• •Highlight what's actionable: open tasks, blockers, overdue items

Example Session Flows

Specific Ticket

User: /project-status UP-684

1. Parse: ticket mode, code = "UP-684", prefix = "UP-", project = "Portal"
2. Glob: find "UP-684 queue.md" as dedicated file
3. Read dedicated file for full context
4. Grep vault for "UP-684" (case-insensitive)
5. Find mentions in dev meeting.md, refinement meeting.md, portal planning.md
6. Extract dated sections containing mentions
7. Find tasks referencing UP-684
8. Look for related tickets in same sections
9. Output: timeline of decisions, open tasks, related tickets, synthesis

Whole Project

User: /ps portal

1. Parse: project mode, input "portal" → prefix "UP-", project "Portal"
2. Glob: find portal planning.md, portal-related files
3. Grep vault for "UP-\d+" pattern to find all Portal tickets
4. Collect unique ticket codes, note which files reference them
5. Find all open tasks with UP- prefix
6. Read recent sections of planning and dev meeting files
7. Identify blockers and risks
8. Output: active tickets, open tasks, recent activity, blockers, timeline

Ambiguous Input

User: /project-status mobile

1. Parse: "mobile" doesn't match any prefix or ticket pattern
2. AskUserQuestion: "I couldn't match 'mobile' to a known project. Which project are you asking about?"
   Options: Portal, Reciprocity, UCEAP Website, UCDC SIS, UCDC Website, Research Website
3. User selects or provides clarification
4. Continue with resolved project