update-backlog

name	update-backlog
description	Update the daily backlog by gathering data from Jira sprint, GitHub PRs, and existing backlog, then collaboratively deciding what to work on today. Handles checked-off items, moves existing tasks to Today, and adds new items with reference links. Commits the backlog folder before making changes. Triggers: /update-backlog, "update my backlog", "plan my backlog", "what should I work on today", "refresh backlog", "backlog update"
user_invocable	true

/update-backlog -- Update Daily Backlog

Collaboratively update the Today section of the backlog by pulling data from external sources and working with the user to decide what's realistic for the day.

Backlog Location

File: /Users/meain/.local/share/sbdb/Backlog/Backlog.md

The backlog has multiple sections: Today (may appear twice), Tomorrow, This Week, Weekend, Next Week, Whenever, Ongoing, and dated "Before" sections at the bottom.

Step 0: Commit Before Changes

Before making ANY modifications to the backlog, commit the current state:

cd /Users/meain/.local/share/sbdb && git add -A && git commit -m "Before backlog updates"

This creates a safety checkpoint. If the commit fails because there are no changes, that's fine -- continue.

Step 1: Read the Backlog

Read the full backlog file first to understand the current state before making any changes.

Step 2: Handle Checked-Off Items in Today

Find all checked-off items (- [x]) in the Today section(s).

If there are checked-off items, use AskUserQuestion to ask what to do with them. List all checked-off items in the question text and offer options:

1. Move all to Before section (Recommended) -- Move to the bottom of the file under a new dated heading with yesterday's date. If today is Monday, use last Friday's date instead. Format: ### YYYY-MM-DD (DayOfWeek) IMPORTANT: Compute the date correctly — subtract exactly 1 day from today's date (or 3 days if Monday). Verify the day-of-week name matches the computed date. Do NOT guess the day name.
2. Keep all in Today -- Leave the items where they are

The user can also select "Other" to provide custom instructions (e.g., "move to Ongoing", "delete it").

After the user decides, apply the changes.

Step 3: Gather Data from External Sources

Gather all data in parallel:

3a. Jira -- Current Sprint Tickets

jira issue list -q "sprint in openSprints() AND assignee = currentUser()" 2>&1

Note the ticket key, summary, priority, status, and story points.

3b. GitHub PRs -- Pending Review

GH_TOKEN=$(security find-generic-password -s "gh:github.com" -w 2>&1)
if [[ "$GH_TOKEN" == go-keyring-base64:* ]]; then
  GH_TOKEN=$(echo "${GH_TOKEN#go-keyring-base64:}" | base64 -d)
fi
curl -s -H "Authorization: bearer $GH_TOKEN" -H "Content-Type: application/json" \
  -d '{"query":"{ search(query: \"is:pr is:open review-requested:meain review:required org:Veeam-VDC\", type: ISSUE, first: 30) { nodes { ... on PullRequest { number title url repository { nameWithOwner } author { login } createdAt reviews(first: 10) { nodes { state author { login } } } reviewRequests(first: 20) { nodes { requestedReviewer { ... on User { login } ... on Team { name slug } } } } } } } }"}' \
  https://api.github.com/graphql

Filter: Only PRs where meain is a direct User reviewer. Exclude PRs already approved.

3c. GitHub PRs -- Authored by User

Look up open PRs authored by the user across Veeam-VDC org. Surface PRs that:

• Have been approved (ready to merge)
• Have review comments to address
• Have requested changes

Add these to the summary under a "My PRs" section so the user can decide which to act on today.

3d. Calendar (optional)

If MS365 MCP is available, check today's calendar for meetings that might affect capacity:

• Use mcp__claude_ai_Microsoft_365__outlook_calendar_search with today's date range
• This helps estimate available working hours

Step 4: Present a Summary and Collaborate

Present a concise summary to the user:

Already in Today

List items already in the Today section (unchecked).

From Jira Sprint

List sprint tickets not yet represented in Today, grouped by priority. For each, show: [STATUS] TICKET-KEY: Summary (priority, story points)

My PRs (Approved / Needs Action)

List PRs authored by the user that are approved and ready to merge, or have review comments to address. Each PR on its own line. These go at the top of the PR section since they're actionable now.

PRs Needing Review

List PRs awaiting review with repo, PR number, author, and age. Each PR on its own line.

Candidates from Other Sections

Highlight items from Tomorrow/This Week/Whenever that might be worth pulling into Today.

Capacity Estimate

Based on calendar meetings and estimated task sizes, suggest a reasonable workload. A typical day has ~6 hours of productive work after meetings and routine tasks.

Present this summary as plain text with lettered/numbered references. Do NOT use AskUserQuestion for this step — let the user respond conversationally. The user will reply with which items to include (e.g., "B,C,D,K") or give other instructions. Iterate as needed until the user is satisfied.

Step 5: Update the Backlog

Once the user confirms the plan:

1. Consolidate Today sections -- If there are two Today sections, merge them into one.

2. Move items to Today -- For items coming from other backlog sections (Tomorrow, This Week, etc.), remove them from their current section and add to Today. Do not duplicate.

3. Add new items -- For Jira tickets or PR reviews not already in the backlog, add them to Today.

4. Add reference links at the end of each entry:

   • Jira tickets: [TICKET-KEY](https://veeam-vdc.atlassian.net/browse/TICKET-KEY)
   • GitHub PRs: [repo#NUMBER](PR-URL) e.g. [control-plane-backend#3904](https://github.com/...)
   • Teams/other refs: [ref](url)

5. Task notes -- If an item needs significant context (research findings, multiple steps, etc.), create a task note using the vault skill pattern:

   • File: Tasks/YYYY-MM/<Task Name>.md
   • Backlog entry: - [ ] [[Tasks/YYYY-MM/Task Name]]
   • Only do this when there's genuinely a lot of context to capture -- not for simple tasks.

6. Preserve order -- Keep high-priority items (with priority emojis) near the top of Today.

Formatting Rules

• Use the exact task format from the vault skill (see vault SKILL.md for details)
• Prefer inline links over trailing links. If the PR or ticket reference is already mentioned in the text, make it the link itself rather than duplicating it at the end.
  • Good: Merge [control-plane-backend#123](https://github.com/...) (approved)
  • Bad: Merge control-plane-backend#123 (approved) [control-plane-backend#123](https://github.com/...)
• Only use trailing [ref](url) links for URLs that don't have a natural inline anchor (e.g. Teams message links)
• Jira links: [DP-1509](https://veeam-vdc.atlassian.net/browse/DP-1509)
• PR links: [control-plane-backend#123](https://github.com/Veeam-VDC/control-plane-backend/pull/123)
• Generic refs: [ref](url)
• Priority emojis go after the description but before any trailing links
• Keep descriptions concise -- one line per task
• Each PR (to review or authored) must be on its own separate line -- never combine multiple PRs into one line
• Approved PRs needing merge or PRs with comments to address go near the top of the Today section, but after the standard morning routine items (charge devices, check emails/slack/teams/confluence)

Notes

• The jira CLI and GH token extraction require running outside the sandbox (keychain access).
• Be reasonable with workload -- some leftover is fine, but don't overload the day.
• If the user has many meetings, suggest fewer coding tasks.
• Add morning routine items at the top of Today before other tasks. These are standard items that should always be present:
  • Check emails
  • Check Slack
  • Check Teams
  • Check Confluence
  • Charge devices
• When moving items between sections, preserve their existing links and formatting exactly.
• Never remove generic section headers (Today, Tomorrow, This Week, Next Week, Whenever, Weekend, Ongoing). Leave them in place even when empty.