coordinate-executors

name

coordinate-executors

description

Sends deadline reminder emails to task executors for overdue or approaching-deadline tasks. Checks Jira (or project-plan.md as fallback) for tasks with deadlines within 2 business days or already overdue, groups them by assignee, and sends personalized reminders via Gmail — autonomy level 1 (no PM confirmation required). Covers project tasks #13 (Phase 3, prototyping) and #23 (Phase 5, launch/marketing). Runs as a scheduled task (Mon–Fri, 10:00) or on demand via /remind-executors. Triggers RU: «напомни исполнителям», «проверь дедлайны», «coordinate-executors», «кто просрочил задачи», «отправь напоминания команде», «какие задачи горят», «напоминания о дедлайнах», «проверь просроченные задачи». Triggers EN: 'remind executors', 'check deadlines', 'send deadline reminders', 'who has overdue tasks', 'executor reminders', 'task reminders', 'overdue tasks', 'remind the team about deadlines', 'coordinate executors', 'deadline check'.

Skill: coordinate-executors

Sends personalized deadline reminder emails to task executors. Checks Jira for overdue or approaching-deadline tasks, groups by assignee, and sends emails via Gmail at autonomy level 1 (no confirmation needed). Runs daily as a scheduled task or on demand.

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Triggers

Russian: «напомни исполнителям», «проверь дедлайны», «отправь напоминания», «кто просрочил задачи», «какие задачи горят», «проверь просроченные» English: "remind executors", "check deadlines", "send deadline reminders", "overdue tasks", "remind the team", "coordinator reminders"

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Language Detection

1. Read language field from project-state.md → use that value (RU or EN)
2. If field is absent → scan any existing project artifact for Cyrillic content; if found → RU
3. If still undetermined → EN (default)

• RU → email-tpl-reminder-deadline-ru.md
• EN → email-tpl-reminder-deadline-en.md

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Input

Data	Required	Source
Tasks with deadlines and assignees	yes	Jira MCP (primary) or 02-planning/project-plan.md (fallback)
Reminder horizon	no	Default ≤ 2 business days; configurable via project-state.md → reminder_horizon_days
Executor contacts	no	01-initiation/stakeholder-map.md or Jira profiles
Project name, current phase	no	project-state.md

Output

File / Action	Path	Condition
Deadline reminder email	— (Gmail, external)	Tasks with deadline ≤ 2 days or overdue
reminders-{YYYY-MM-DD}.md	reports/	Fallback: Gmail unavailable
Log entry	logs/log.md	Always
State update	project-state.md	When reminders are sent

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Instructions

Step 1 — Guard-rail

If the request is about team management theory, HR practices, or motivation (not about specific project task deadlines) → respond: "coordinate-executors sends deadline reminders to task assignees. Tell me which tasks or project phase to check." Do not start the workflow.

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Step 2 — Initialize

Determine run mode:

• Scheduled: fully autonomous — no questions asked
• Manual: may clarify reminder horizon if explicitly changed by PM

Read project-state.md → project name, current phase, sprint, PM name, reminder_horizon_days (default: 2 if not set).

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Step 3 — Fetch Tasks

Primary path (Jira available): Query tasks with filter:

• Status not "Done" / "Closed" / "Won't Fix"
• Assignee is set (not "Unassigned")
• dueDate ≤ today + reminder_horizon_days (business days) OR dueDate < today

Group results by assignee.

Fallback (Jira unavailable): Read 02-planning/project-plan.md. Extract tasks for the current phase with fields: task name, owner, deadline, status. Apply the same filter: deadline ≤ today + horizon OR overdue. Notify PM in chat: "Jira unavailable. Data loaded from project-plan.md."

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Step 4 — Check for Tasks

If no qualifying tasks found:

• Write to logs/log.md: {DATE}: coordinate-executors — check complete, no overdue or approaching tasks
• Exit without sending emails.

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Step 5 — Prepare Reminders

For each executor with qualifying tasks:

1. Split tasks into two lists:

   • Overdue: dueDate < today (include days overdue)
   • Upcoming: dueDate = today or today + 1–{horizon} days (include days remaining)

2. Load the E6 template matching the project language:

   • English → templates/email-tpl-reminder-deadline-en.md
   • Russian → templates/email-tpl-reminder-deadline-ru.md

3. Populate the template:

   • {EXECUTOR_NAME} — assignee name
   • {PROJECT_NAME} — from project-state.md
   • {OVERDUE_TASKS} — table: task name | due date | days overdue
   • {UPCOMING_TASKS} — table: task name | due date | days remaining
   • {PM_NAME} — from project-state.md (or placeholder)

4. Resolve executor email:

   • From 01-initiation/stakeholder-map.md (primary)
   • From Jira profile (if stakeholder-map unavailable)
   • If not found → add to unknown-contact list; escalate to level 2 for that executor

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Step 6 — Send Reminders

Primary path (Gmail available): For each executor:

• Call send-email skill with autonomy level 1 (auto-send)
• Exception: if executor email is not in stakeholder-map.md or Jira profile → escalate to level 2 (show draft to PM, request confirmation before sending)
• One email per executor (do not merge multiple executors into one email)

Fallback (Gmail unavailable): Create reports/reminders-{YYYY-MM-DD}.md. For each executor — one section using the E6 template structure:

• H2 header: ## {EXECUTOR_NAME} <{EXECUTOR_EMAIL}>
• Subject line, greeting, overdue/upcoming tables, action items, signature
• Blank line between executor sections

Notify PM: "Gmail unavailable. Reminder drafts saved to reports/reminders-{DATE}.md — send manually."

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Step 7 — Log and Update State

1. Write to logs/log.md:

   • If sent: {DATE}: coordinate-executors — {N} reminders sent ({EXECUTOR_LIST})
   • If fallback: {DATE}: coordinate-executors — fallback, saved reports/reminders-{DATE}.md

2. Update project-state.md: set last_reminder_check to today's date.

3. Output summary to chat:

   • Number of reminders sent and executor names, OR
   • "No overdue or approaching tasks found."

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Templates

File	Purpose
templates/email-tpl-reminder-deadline-en.md	Email template E6 — deadline reminder (EN)
templates/email-tpl-reminder-deadline-ru.md	Email template E6 — deadline reminder (RU)

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Dependencies

Reads (optional):

• project-state.md — project name, phase, PM, horizon setting
• 01-initiation/stakeholder-map.md — executor contacts
• 02-planning/project-plan.md — task list (Jira fallback)

External actions:

• Jira MCP — task query (primary)
• Gmail MCP via send-email — sending reminders (primary)

Passes data to:

• send-email — email body, recipient, autonomy level

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Constraints

• Does not create Jira tasks — only reads existing ones
• Does not update task status — only sends reminders
• Does not analyze root causes of overdue tasks
• One email per executor per run; re-running the same day sends a new email
• Tasks without a due date are ignored
• In scheduled mode without a valid project-state.md → log error and exit
• Fallback mode does not block log entry creation