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Zhongwei Li
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skills/omnifocus-manager/SKILL.md
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324
skills/omnifocus-manager/SKILL.md
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---
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name: omnifocus-manager
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description: Manage OmniFocus tasks, projects, and inbox with proper tagging and organization
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triggers:
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- "add task"
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- "create task"
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- "new task"
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- "follow up with"
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- "triage omnifocus"
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- "triage my omnifocus"
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- "omnifocus inbox"
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- "clean up omnifocus"
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- "check omnifocus"
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- "show tasks"
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- "what's due"
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- "omnifocus review"
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allowed-tools: Read, Bash
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version: 0.1.0
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---
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# OmniFocus Manager Skill
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Manage OmniFocus tasks with proper project assignment, tagging, and organization based on user preferences.
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## When to Activate
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Use this skill when user wants to:
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- Add/create tasks
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- Follow up with someone
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- Triage or review inbox
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- Clean up or organize tasks
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- Check what's due or available
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- Query task status
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## User Preferences
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**Task Creation Philosophy:**
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- Always assign to a project (never leave in Inbox)
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- Always set expected completion date
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- Tag with person + "Follow Up" for 1:1 discussions
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- Use location tags for shopping tasks
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## Available Scripts
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Scripts are in `./scripts/` directory. Run via:
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```bash
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osascript -l JavaScript ./scripts/script-name.js
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```
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**IMPORTANT:** Always use pure JXA, NOT Omni Automation URL scheme. The URL scheme triggers security popups for every unique script. JXA runs silently.
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Key JXA patterns:
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- `doc.inboxTasks.push(task)` - create new tasks
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- `app.add(tag, {to: task.tags})` - add existing tags (not push!)
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- `task.assignedContainer = project` - move to project
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### get_inbox.js
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Returns remaining inbox tasks (matches OmniFocus Inbox perspective).
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**Filter logic:** Tasks with no project + not completed + not dropped + not deferred to future
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**Output:** JSON with count and task array (id, name, note, tags, dueDate)
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**Use when:** Starting inbox triage
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### get_tags.js
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Returns full tag hierarchy with groupings.
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**Output:** JSON with all 129 tags organized by parent/children
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**Use when:** Need to find correct tags for a task
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### get_projects.js
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Returns full project/folder structure.
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**Output:** JSON with projects and folder paths
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**Use when:** Need to find correct project for a task
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### add_task.js
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Creates a new task with proper tags and project.
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**Parameters:** name, project, tags[], dueDate, deferDate, note, flagged
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**Use when:** Creating new tasks
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### update_task.js
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Updates any existing task (not just inbox).
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**Parameters:** name or id, project, tags[], dueDate, deferDate
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**Use when:** Triaging/moving tasks, adding tags
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### create_tag.js
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Creates a new tag, optionally under a parent.
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**Parameters:** name, parent (optional)
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**Use when:** Tag doesn't exist for a person or category
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## Tag Hierarchy Reference
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**Top-level categories:**
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- **Activity** - What type of work (Creative, Coding, Writing, Reading, Research, etc.)
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- **Energy** - Required mental state (Full Focus, Short Dashes, Brain Dead, Low, High)
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- **Location** - Where to do it (Home, Grocery Stores, PSD Sites, Other Shopping)
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- **People** - Who's involved (Personal family, PSD staff by department)
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- **Groups** - Team meetings (Cabinet, Engineering Team, DLI Admin, etc.)
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- **Time** - When to do it (Morning, Afternoon, Evening)
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- **Communications** - How to communicate (Email, Phone, In Person, etc.)
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- **Online** - Online tools (Freshservice, Github, Google Docs)
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- **Standalone** - Follow Up, Waiting For, Waiting, Kiwanis
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**People → PSD breakdown:**
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- Tech: Mel, Bill, Reese, Mark, Brad, Mason, Jordan, etc.
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- DCRC: Jodi, Terri, Laura
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- Comms: Danielle, Jake, Shana
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- ESC: Ashley, John Y, Patrick, Krestin, James, Wendy, Janna, etc.
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- SSOs: Moose, Brent
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**Special tags:**
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- Geoffrey - tasks that AI can assist with
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- Full Focus - requires dedicated focus time
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## Task Routing Rules
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### By Task Type → Project
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| Task Type | Project | Default Due |
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|-----------|---------|-------------|
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| Discussions with people | Meetings | 7 days |
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| Phone calls | Meetings | 7 days |
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| CoSN-related | CoSN Work | 7 days |
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| Digital Promise work | Digital Promise | 7 days |
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| AI/automation projects | AI Studio | 7 days |
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| Coding/development | Coding Projects | 7 days |
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| Research/learning | Research for Future Plans | 7 days |
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| SOP/process development | Standard Operating Procedures | 14 days |
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| Form/procedure updates | Department Procedures | 7 days |
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| District reimbursements | Purchasing & Acquisitions | 7 days |
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| Travel approvals | (appropriate project) | 14 days |
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| Data governance | Data Governance | 14 days |
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| Tech support issues | → Freshservice ticket | N/A |
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### By Task Type → Tags
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| Task Type | Tags |
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|-----------|------|
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| Discussion with person | [Person name], Follow Up |
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| Phone call | Phone, Follow Up |
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| Research tasks | Research |
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| AI-assistable tasks | Geoffrey |
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| Focus time needed | Full Focus |
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| Admin/organizational | Organization |
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| Safety/security related | (relevant ESC person) |
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### Routing Signals
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**Goes to Meetings project:**
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- "talk to [person]"
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- "discuss with"
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- "follow up with"
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- "check with"
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- "call [person/org]"
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- "get [thing] to [person]"
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**Goes to Research for Future Plans:**
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- "look at/into"
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- "what about"
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- CISA resources
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- Training to consider
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- External resources to review
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**Goes to Coding Projects or AI Studio:**
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- AI/automation ideas
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- "build a program"
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- Geoffrey capabilities
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- Technical tools to explore
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**Needs Freshservice (skip for now):**
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- User-reported issues
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- Equipment requests
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- "doesn't work/load"
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- Form rebuild requests
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## Common Workflows
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### Add a Task
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1. Parse user request for: task name, person (if any), context clues
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2. Apply routing rules above to determine:
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- **Project** - based on task type
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- **Tags** - person + communication method + activity type
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- **Due date** - based on task type timing
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3. If tag doesn't exist, create it with `create_tag.js`
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4. Run `add_task.js` with parameters
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5. Return standardized output
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**Example:**
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```
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User: "Follow up with Mel about the drone program"
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Actions:
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- Task: "Follow up with Mel about the drone program"
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- Project: PSD > General Technology > Digital Innovation Leads
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- Tags: Mel, Follow Up
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- Due: Next 1:1 date or 7 days
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```
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### Triage Inbox
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1. **Get inbox tasks:**
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```bash
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osascript -l JavaScript ./scripts/get_inbox.js
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```
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This returns only remaining tasks (no project, not completed, not dropped, not deferred)
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2. **Present assumptions in batches (10-15 tasks):**
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- Read task notes for context clues
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- Apply routing rules to suggest project, tags, due date
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- Flag unclear tasks that need user input
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3. **Ask clarifying questions:**
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- Who is [person/acronym]?
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- Which project for [ambiguous task]?
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- Should this be skipped (needs email context)?
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4. **Batch update confirmed tasks:**
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```bash
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osascript -l JavaScript ./scripts/update_task.js '{"name":"...", "project":"...", "tags":[...], "dueDate":"..."}'
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```
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5. **Create missing tags/projects as needed:**
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```bash
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osascript -l JavaScript ./scripts/create_tag.js '{"name":"PersonName", "parent":"ESC"}'
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```
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6. **Skip tasks that need:**
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- Email context (user needs to read first)
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- Freshservice ticket creation
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- More information to route properly
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**Triage output format:**
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```markdown
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## My assumptions on remaining tasks:
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| # | Task | Project | Tags | Notes |
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|---|------|---------|------|-------|
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| 1 | task name | Meetings | Person, Follow Up | context |
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**Questions:**
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- #X: Who is [person]?
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- #Y: Which project for this?
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Which numbers need correction?
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```
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### Clean Up Tasks
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1. Find tasks that are:
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- Overdue
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- Stale (no activity)
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- Missing tags
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- In wrong project
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2. Suggest actions:
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- Complete
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- Defer
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- Delete
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- Re-tag
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- Move
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## Error Handling
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**If OmniFocus not running:**
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```
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Status: ❌ Failed
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Error: OmniFocus is not running. Please open OmniFocus and try again.
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```
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**If tag not found:**
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- Check for similar tags (fuzzy match)
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- Suggest creating new tag
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- Ask user to clarify
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**If project not found:**
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- List available projects in that domain
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- Suggest closest match
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- Ask user to specify
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## Output Format
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Always use standardized format:
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```markdown
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## Summary
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Created task with proper tags and project assignment
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## Actions
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- Created task: "[task name]"
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- Project: [full project path]
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- Tags: [tag1, tag2, tag3]
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- Due: [date]
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- Notes: [if any]
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## Status
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✅ Complete
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## Next Steps
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- Task appears in [relevant perspective]
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- Follow up scheduled for [date if applicable]
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```
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## Future Enhancements
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- [ ] Batch task creation
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- [ ] Smart project suggestion based on content
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- [ ] Calendar integration for due dates
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- [ ] Recurring task patterns
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- [ ] Perspective queries
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- [ ] Task completion tracking
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