How tasks move through the engine

Every deal gets 15-25 tasks generated from a playbook when the deal activates. Here's how each one moves.

Task statuses

pending — generated but not yet active. Waiting on a trigger (a date arriving, a prerequisite completing, or an event firing). Most tasks spend time here.

in_progress — the trigger fired. The drafter is producing the outbound email. Short-lived state.

waiting_response — the email was sent. Waiting for a reply from a party.

proposed_complete — a reply came in that the AI believes satisfies the task, with medium confidence. Needs your Confirm or Reject.

complete — done. Either auto-completed (high-confidence reply match, or artifact arrived), confirmed after AI proposal, or manually marked done by you.

skipped — marked not applicable (you said "this doesn't apply to this deal").

blocked — overdue past the escalation threshold (default 2 days past due). Lands in Needs You Now on the Today page. Requires your intervention.

How tasks activate

Three triggers:

1. Date-based. A task tied to the contract closing date activates N days before. EMD-confirmation activates 1 day before the EMD deadline. Inspection coordination activates 7 days before the inspection period ends.
2. Prerequisite-based. "Confirm dates with both agents" unlocks "Coordinate inspection scheduling." Some tasks are gated on others completing first.
3. Event-based. HOA detection fires an event that activates the HOA task set. Deal activation fires the kickoff intro.

An every-15-minute cron walks every active deal, finds tasks ready to activate, and kicks them off. Event-driven triggers fire immediately.

What activation does

When a task activates:

1. Status flips to in_progress
2. The drafter runs — reads your contract, your writing voice, the task's template, the relevant contact — and produces a draft email
3. Draft lands in the queued-sends strip with a 10-minute undo window (auto-send mode) or in the Review & Send queue (manual mode)
4. When dispatched, status moves to waiting_response

How tasks complete

Four paths:

1. Auto-complete (high confidence). A party replies, the matcher scores the reply against the task's completion criteria, scores ≥85%. Task flips to complete with the reply quoted as evidence.

2. AI proposal (medium confidence). Same as above but score is 60-84%. Task moves to proposed_complete. You see a Needs-your-decision card on the Activity tab — Confirm to complete, Reject to re-open for further nudging.

3. Artifact received. A classified PDF matches the task's artifact_slot (e.g. EMD proof auto-closes the EMD-confirmation task). Task completes with the document as evidence.

4. Manual. You click the kebab menu on a task → Mark complete → enter a reason. Audit-logged.

When tasks escalate

If a task sits in waiting_response past its due date + the escalation threshold (default 2 days), the daily escalation cron flips it to blocked. Blocked tasks show up on the Today page as red cards demanding your attention.

Reopen

You can reopen any completed or skipped task via the kebab menu. Status flips back to pending; the audit trail keeps the full history of what happened before.