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Feature Request: Intake Workflow Automation

Type: Feature Request (FR)
Submitted: 2025-12-11
Submitted By: User
Priority: HIGH
Status: ACCEPTED

Summary​

Create an automated intake workflow in the workflow management package that formalizes and automates the process of "intaking" FR/BR/UXR reports into the Kanban system, including decision flow analysis, story/task creation, dependency wiring, and intake documentation updates.

Description​

What is the Feature?​

An automated workflow that handles the complete intake process for FR/BR/UXR reports:

  1. Decision Flow Analysis:

    • Analyze FR/BR/UXR content to determine appropriate Epic/Story/Task placement
    • Check for existing matching stories/tasks
    • Recommend new story creation vs. task addition
    • Determine epic assignment

  2. Kanban Task Creation:

    • Create or update Kanban tasks based on intake decision
    • Link tasks to FR/BR/UXR documents
    • Wire dependencies and blockers
    • Cross-reference related work

  3. Intake Documentation:

    • Update FR/BR/UXR document with intake decision
    • Set intake status (ACCEPTED/PENDING/REJECTED/DEFERRED)
    • Record intake date, assigned epic/story/task
    • Add version marker for intake action
    • Create Kanban links

  4. Workflow Integration:

    • Integrate with Release Workflow for versioning
    • Support trigger-aware execution (e.g., FR/BR commit triggers)
    • Provide agent execution guide

What Should Happen vs. What Currently Happens?​

Expected Behavior:

  • Agent runs intake workflow: intake-workflow --fr FR-019.md
  • Workflow analyzes FR content, determines placement, creates tasks
  • FR document automatically updated with intake decision and Kanban links
  • Kanban tasks created with proper dependencies and references
  • Version marker assigned for intake action
  • All cross-references wired automatically

Current Behavior:

  • Intake is manual: agent reads FR, decides placement, creates tasks manually
  • FR document updated manually with intake information
  • Dependencies and references wired manually
  • Version markers assigned manually
  • Error-prone and time-consuming

When Does It Occur?​

This feature is needed:

  • Every time an FR/BR/UXR is submitted - Should trigger intake workflow
  • When FR/BR/UXR needs to be assigned to Kanban - Automated decision flow
  • When dependencies need to be wired - Automatic cross-referencing

Who is Affected?​

Primary Affected:

  • Developers/agents submitting FR/BR/UXR reports
  • Framework maintainers (workflow automation)
  • Projects using the framework (intake process standardization)

Secondary Affected:

  • Release Workflow (intake version markers)
  • Kanban system (task creation and wiring)
  • Documentation consumers (intake traceability)

Problem / Anti-Pattern​

  • Intake process is manual and error-prone
  • No standardized workflow for FR/BR/UXR → Kanban task conversion
  • Dependencies and references wired manually, leading to inconsistencies
  • Intake documentation updates are manual and frequently forgotten
  • No automated decision flow for Epic/Story/Task placement

Requirements​

Functional Requirements​

  • FR-019:R01 - Intake workflow analyzes FR/BR/UXR content for decision flow
  • FR-019:R02 - Workflow determines Epic/Story/Task placement (new vs. existing)
  • FR-019:R03 - Workflow creates or updates Kanban tasks based on decision
  • FR-019:R04 - Workflow updates FR/BR/UXR document with intake decision
  • FR-019:R05 - Workflow wires dependencies and blockers automatically
  • FR-019:R06 - Workflow creates cross-references between related work
  • FR-019:R07 - Workflow assigns version marker for intake action
  • FR-019:R08 - Workflow integrates with Release Workflow for versioning
  • FR-019:R09 - Workflow supports trigger-aware execution (FR/BR commit triggers)
  • FR-019:R10 - Workflow provides agent execution guide

Non-Functional Requirements​

  • FR-019:NF01 - Reliability: Intake workflow should be deterministic where possible, agentic for complex decisions
  • FR-019:NF02 - Usability: Clear error messages and recovery guidance
  • FR-019:NF03 - Integration: Works seamlessly with existing RW and Kanban systems

Scope Analysis​

Problem Domain: Workflow Management, Kanban Integration, Process Automation
Affected Areas:

  • Backend/API (workflow execution)
  • Frontend/UI
  • Database/Schema
  • Documentation (workflow guides, agent execution)
  • Testing (workflow validation)
  • Other: Workflow framework, Kanban framework

Estimated Complexity:

  • Simple (1-3 days)
  • Medium (1 week)
  • Complex (2+ weeks)
  • Very Complex (1+ month)

Use Cases​

Primary Use Case:

  1. Developer submits FR-019 via GitHub issue
  2. Agent runs intake workflow: intake-workflow --fr FR-019.md
  3. Workflow analyzes FR content, determines Epic 2, Story 11 placement
  4. Workflow creates E2:S11:T00 task
  5. Workflow updates FR-019 with intake decision and Kanban links
  6. Workflow wires dependencies and cross-references
  7. Version marker assigned: v0.2.11.0+0

Additional Use Cases:

  • Trigger-aware intake (FR/BR commit triggers intake workflow)
  • Batch intake (multiple FRs processed together)
  • Intake validation (check for conflicts, missing dependencies)

Acceptance Criteria​

  • AC1: Intake workflow analyzes FR/BR/UXR content for decision flow
  • AC2: Workflow determines Epic/Story/Task placement automatically
  • AC3: Workflow creates or updates Kanban tasks
  • AC4: Workflow updates FR/BR/UXR document with intake decision
  • AC5: Workflow wires dependencies and blockers automatically
  • AC6: Workflow creates cross-references between related work
  • AC7: Workflow assigns version marker for intake action
  • AC8: Workflow integrates with Release Workflow
  • AC9: Workflow supports trigger-aware execution
  • AC10: Agent execution guide provided

Related Work:

  • FR-012
  • E2:S11
  • E4:S10
  • E2:S07
  • E4:S08
  • FR-019
  • FR-012
  • E2:S11
  • E4:S10
  • E2:S07
  • E4:S08
  • E2:S1
  • E2:S11:T00
  • E2:S1:T01
  • E2:S1:T02
  • E2:S1:T03
  • E2:S1:T04
  • E2:S1:T05

Related Work:

  • FR-019
  • FR-012
  • E2:S11
  • E4:S10
  • E2:S07
  • E4:S08
  • E2:S1
  • E2:S11:T00
  • E2:S1:T01
  • E2:S1:T02
  • E2:S1:T03
  • E2:S1:T04
  • E2:S1:T05
  • FR-019
  • FR-012
  • E2:S11
  • E4:S10
  • E2:S07
  • E4:S08
  • E2:S1
  • E2:S11:T00
  • E2:S1:T01
  • E2:S1:T02
  • E2:S1:T03
  • E2:S1:T04
  • E2:S1:T05

Intake Decision​

Intake Status: ACCEPTED
Intake Date: 2025-12-11
Intake By: AI Agent (Auto)

Decision Flow Results:

  • New Story Created: Epic 2, Story 11 → Task 00 (Story creation)

Assigned To:

  • Epic: Epic 2 (Workflow Management Framework)
  • Story: Story 11 (Intake Workflow Automation)
  • Task: T00-T09 (Story creation and implementation tasks)
  • Version: v0.2.11.0+0 (Story creation)

Kanban Links:

Rationale​

Why This Matters:

  • Automation: Reduces manual work and errors in intake process
  • Standardization: Ensures consistent intake documentation and wiring
  • Efficiency: Speeds up FR/BR/UXR → Kanban task conversion
  • Traceability: Automatic version markers and cross-references improve traceability

Why This Should Be Implemented:

  • Current manual intake process is error-prone and time-consuming
  • No standardized workflow for intake automation
  • Dependencies and references frequently missed or wired incorrectly
  • Intake documentation updates often forgotten

Implementation Notes​

Key Considerations:

  1. Intake workflow should leverage E4:S10 (Agentic Task Creation) for task creation
  2. Decision flow analysis can use semantic matching (from E4:S08)
  3. Integration with trigger-aware RW (E2:S07) for automatic intake on FR/BR commits
  4. Workflow should be deterministic where possible, agentic for complex decisions
  5. Error handling and recovery guidance critical

Workflow Steps:

  1. Analyze FR/BR/UXR content
  2. Determine Epic/Story/Task placement (decision flow)
  3. Create or update Kanban tasks
  4. Wire dependencies and blockers
  5. Create cross-references
  6. Update FR/BR/UXR document with intake decision
  7. Assign version marker
  8. Integrate with RW if needed

References​

  • E2:S11: docs/project-management/kanban/epics/Epic-2/Story-011-intake-workflow-automation.md (this story)
  • E4:S10: Agentic Kanban Task Creation from FR/BR (task creation integration)
  • E2:S07: Trigger-Aware Release Workflow (trigger integration)
  • E4:S08: Intelligent Epic Matching (semantic matching for decision flow)
  • FR-012: Agentic Kanban Task Creation from FR/BR (complementary)
  • Workflow Management Package: packages/frameworks/workflow mgt/
  • Kanban Framework: packages/frameworks/kanban/

Template Usage: This FR follows the Kanban Framework FR template.
This feature request is part of the Kanban Framework. See packages/frameworks/kanban/ for complete framework documentation.

Legacy numbered links were removed (paths no longer exist on disk). Intake automation work lives under E2:S11 — see Story-011-intake-workflow-automation.md and its task documents.