Manage Schemas — Note Schema Lifecycle

Create, view, edit, delete, and validate note schemas in .taskorchestrator/config.yaml. Schemas define which notes agents must fill at each workflow phase before advancing items.

Step 1 — Determine Intent

Classify from $ARGUMENTS and conversation context before making any tool calls.

If $ARGUMENTS contains both an action and a schema name (e.g., "view bug-fix"), extract both. If intent cannot be determined, ask via AskUserQuestion with options: Create, View / Validate, Edit, Delete.

Validate is grouped with View — both are read-only operations on the config file.

Step 2 — Config Bootstrap

Check if .taskorchestrator/config.yaml exists by reading it.

If the file does not exist:

• For VIEW or VALIDATE: report "No schemas configured — .taskorchestrator/config.yaml does not exist." and stop.
• For CREATE, EDIT, or DELETE: create the .taskorchestrator/ directory if missing, then create config.yaml with an empty work_item_schemas: key:

  work_item_schemas:

If the file exists: Read and parse it. Proceed to Step 3.

Step 3 — Route to Operation

CREATE — Build a New Schema

Interactive Q&A flow that gathers schema requirements, generates YAML, merges into config, and optionally creates a companion lifecycle skill.

For detailed workflow, see references/create-workflow.md in this skill folder.

VIEW — Display Existing Schemas

Read .taskorchestrator/config.yaml and display schemas in a summary table:

◆ Note Schemas — .taskorchestrator/config.yaml

| Schema Type | Lifecycle | Queue Notes | Work Notes | Review Notes | Total |
|---|---|---|---|---|---|
| feature-implementation | auto | 1 (1 req) | 2 (2 req) | 1 (1 req) | 4 |
| bug-fix | auto | 1 (1 req) | 2 (2 req) | 1 (1 req) | 4 |

If the user specified a schema name, show that schema's full detail: each note with key, role, required, description, guidance, and skill (if set). Also show the schema's lifecycle mode and default_traits (if any).

If the config has a traits: section, show a separate traits summary table:

◆ Traits

| Trait | Notes | Skills |
|---|---|---|
| needs-security-review | security-assessment (review, req) | security-review |
| needs-migration-review | migration-assessment (queue, req) | migration-review |

If the config has an actor_authentication: section, display the actor authentication status including verifier type when present:

◆ Actor authentication: enabled, verifier: noop

Or with a JWKS verifier and its source:

◆ Actor authentication: enabled, verifier: jwks (uri: https://provider.example/.well-known/jwks.json)

Or with DID-trust mode:

◆ Actor authentication: enabled, verifier: jwks (DID trust: did:web:agent.example.com, did:web:lair.dev)

Or ◆ Actor authentication: disabled (or omit if the section is absent). When verifier is absent, default to verifier: noop. When did_allowlist or did_pattern is set, show the DID trust variant.

EDIT — Modify an Existing Schema

Read current config, display the target schema, ask what to change (add note, remove note, toggle required, change description/guidance/skill, change lifecycle mode, add/remove default_traits, rename key), apply changes, write back.

When adding or editing a note, offer the skill field: "Should this note have a skill framework? If so, provide the skill name (e.g., review-quality). The skill will be invoked before the agent fills the note."

If the target schema is not found in config.yaml, inform the user and offer to CREATE instead.

For detailed workflow, see references/edit-workflow.md in this skill folder.

DELETE — Remove a Schema

Read current config, confirm the schema name, warn about orphaned notes on existing items, remove the key, write back.

If the target schema is not found in config.yaml, inform the user and offer to CREATE instead.

For detailed workflow, see references/delete-workflow.md in this skill folder.

VALIDATE — Check Config Integrity

Run structural and semantic checks on the config file and report issues with fix suggestions.

For detailed workflow, see references/validate-workflow.md in this skill folder.

Step 4 — Report

For write operations (CREATE, EDIT, DELETE):

• Show what changed in the config file
• Remind: MCP reconnect required (/mcp) for schema changes to take effect — the server caches schemas on first access

For VIEW and VALIDATE: The output from Step 3 is the deliverable — no additional report needed.

Troubleshooting

`expectedNotes` is empty after creating an item with the schema tag

• Cause: MCP server hasn't loaded the updated config file
• Solution: Run /mcp in Claude Code to reconnect the server, then retry

Schema not applied — item has no schema

• Cause: The item's type field doesn't match any key in work_item_schemas, and its tags don't match any note_schemas key (legacy fallback)
• Resolution order: type field → direct lookup in work_item_schemas; if no type or no match, first tag match in note_schemas; if no match, falls back to default schema if one exists
• Solution: Verify the item's type and tags with query_items(operation="get", id="<uuid>"). Set type to a key that exists in work_item_schemas for reliable schema selection.

Duplicate schema key in config file

• Cause: YAML allows duplicate keys but only the last one is used
• Solution: Check for duplicate entries under work_item_schemas: (or note_schemas:) and merge them

Changes not taking effect after editing config

• Cause: The server caches schemas on first access — changes are not hot-reloaded
• Solution: Run /mcp to reconnect the MCP server subprocess

Examples

Example 1: View all schemas

User says: "What schemas do I have?"

1. Read .taskorchestrator/config.yaml
2. Display summary table with note counts per phase
3. Offer to show detail for any specific schema

Example 2: Add a required note to an existing schema

User says: "Add a test-plan note to the bug-fix schema"

1. Read config, find bug-fix schema
2. Ask: which phase (queue/work/review), required?, description, guidance
3. Append the new note entry, write config back
4. Remind: /mcp reconnect needed

Example 3: Validate config after manual editing

User says: "I edited the config by hand — check it"

1. Read and parse config
2. Run validation checks (syntax, structure, field rules, duplicates)
3. Report issues or confirm "Config is valid — N schemas, M total notes"

Actor authentication config

The .taskorchestrator/config.yaml file also has an actor_authentication: block:

actor_authentication:
  degraded_mode_policy: accept-cached  # accept-cached | accept-self-reported | reject
  # ... other actor_authentication settings (enabled, verifier)

When the user wants to view, set, or change degradedModePolicy:

1. Read .taskorchestrator/config.yaml
2. Locate the actor_authentication: block (create it if absent)
3. For view: display the current value (default accept-cached if key is absent)
4. For changes: update the degraded_mode_policy: field (preserving all other actor_authentication keys)
5. Validate the new value is one of: accept-cached, accept-self-reported, reject
6. Write back

Note: If the DEGRADED_MODE_POLICY environment variable is set on the server, it overrides the YAML value. To check whether an override is in effect:

echo $DEGRADED_MODE_POLICY

Tell the user when the env-var override is active — the YAML change will be shadowed until the env var is unset or the server is restarted without it.

Recommended: Use reject for cross-org or multi-tenant fleet deployments where agents from different organizations share a single Task Orchestrator instance. See current/docs/fleet-deployment.md for the full security rationale.

degradedModePolicy values