# Documentation Program Execution Tracker

Last updated: 2026-03-16
Owner: Product + Engineering
Status legend:
- `[ ]` not started
- `[-]` in progress
- `[x]` done
- `[!]` blocked

## Scope Of This File
This tracker is the active execution control file for the documentation program.

Use it to track:
- documentation system planning and rollout
- canonical docs source-tree setup
- publishing and automation implementation
- metadata, governance, and review gates

Do not use it for:
- generic product delivery tracking
- detailed defect logs
- raw UAT evidence

## Current Milestone
- [x] DP-1 documentation program foundation and source-tree setup
- [x] DP-2 documentation portal implementation and publishing workflow
- [x] DP-3 API contract and machine-readable docs foundation
- [x] DP-4 documentation-agent implementation and drift controls
- [x] DP-7 optional improvement and deployment activation prep
- [x] DP-8 autonomous refresh flow and agent instruction surfaces

## DP-1 Documentation Program Foundation
- [x] Accept baseline documentation strategy and tool direction.
- [x] Create dedicated branch for documentation foundation work.
- [x] Create `documentation/docs-program/` control folder.
- [x] Write documentation program charter.
- [x] Write documentation operating model.
- [x] Write documentation information architecture.
- [x] Write content lifecycle and governance rules.
- [x] Write content design system and copy rules.
- [x] Write documentation-agent architecture.
- [x] Create decision log for accepted documentation choices.
- [x] Create initial `docs/` source-tree scaffolding.
- [x] Create initial `openapi/` source area.
- [x] Replace boilerplate repository README with project-appropriate documentation pointers.
- [x] Confirm named business owner for platform-admin docs.
- [x] Confirm named business owner for tenant-admin docs.
- [x] Confirm named engineering owner for developer and agent docs.
- [x] Confirm whether public docs and internal docs will be split into two deploy targets from day one.
- [x] Approve final public/private content boundary.

## DP-2 Documentation Portal And Publishing
- [x] Create docs site implementation plan for Docusaurus.
- [x] Decide site deployment topology for public and private docs.
- [x] Create initial `apps/docs-portal/` scaffold.
- [x] Create docs navigation configuration aligned to Operate, Build, and Use entrances.
- [x] Establish search, analytics, and feedback capture requirements.
- [x] Implement local static search baseline for the docs portal.
- [x] Constrain static portal search indexing to the published main-content boundary.
- [x] Add page metadata/frontmatter template to the published docs source tree.
- [x] Define visual component set for callouts, status blocks, diagrams, and persona markers.
- [x] Define release/versioning policy for published docs.
- [x] Create migration plan for existing docs under `docs/` and `documentation/`.
- [x] Verify real internal and public Docusaurus builds from canonical repo sources.
- [x] Wire public docs deployment workflow to Firebase Hosting.
- [x] Wire internal docs deployment workflow to Cloud Run.
- [x] Define current search baseline and style-token synchronization approach for the docs portal.
- [x] Write deploy-variable checklist and rollout sequence for public and internal docs environments.

## DP-3 API Contract And Machine-Readable Docs
- [x] Establish OpenAPI naming and versioning rules.
- [x] Create first canonical API contract inventory for existing `/api/v1` routes.
- [x] Define process for generating API reference from `openapi/` into the docs portal.
- [x] Create first OpenAPI source specs for `public-access` and `account-iam`.
- [x] Create starter OpenAPI source specs for `account-campaigns` and `account-registration`.
- [x] Create starter OpenAPI source specs for `account-campaign-participants` and `account-templates`.
- [x] Create starter OpenAPI source specs for `account-campaign-assessments` and `account-registration-submissions`.
- [x] Create starter OpenAPI source specs for `account-agent-runtime`, `account-campaign-reports`, and `account-assessment-submissions`.
- [x] Create starter OpenAPI source specs for `account-communications`, `account-files`, and `internal-agent-runs`.
- [x] Create starter OpenAPI source specs for `account-notifications`, `account-invitations`, `account-dashboard-summary`, and `account-user-settings`.
- [x] Create starter OpenAPI source specs for `account-core`, `account-members`, and `account-labels`.
- [x] Create starter OpenAPI source specs for `account-label-groups`, `platform-accounts`, `platform-label-catalog`, and `platform-templates`.
- [x] Create starter OpenAPI source specs for `platform-distribution-rules`, `platform-notification-operations`, and `platform-statement-catalog`.
- [x] Create starter OpenAPI source specs for `account-statement-sets` and `platform-bim-dictionary`.
- [x] Define machine-readable docs outputs for agents (`llms.txt`, searchable index, and retrieval payloads).
- [x] Decide whether agent-facing retrieval is file-based, MCP-backed, or both.

## DP-4 Documentation Agent And Evidence Automation
- [x] Define GitHub trigger points for documentation-impact classification.
- [x] Create repository-native impact-classification helper and trigger config.
- [x] Define evidence bundle inputs from tests, Playwright, and route changes.
- [x] Define approval gates for security, privacy, pricing, permission, and public release content.
- [x] Implement documentation drift checks between code surfaces and docs coverage.
- [x] Create docs-quality checks for broken links, metadata completeness, and stale evidence.
- [x] Implement baseline docs-quality gates for metadata completeness, freshness, required OpenAPI coverage, and internal/public portal builds.
- [x] Define PR behavior: suggest-only, draft PR, or auto-commit by risk tier.

## DP-5 Seed Content Migration
- [x] Migrate account architecture notes into the target architecture/reference tree.
- [x] Migrate participant and auditor architecture notes into the target product/reference tree.
- [x] Migrate API IAM contract notes into API planning artifacts and generated reference inputs.
- [x] Migrate deployment policy, local build runbook, and Firebase email setup into the build docs tree.
- [x] Migrate Firebase auth-claims contract into the reference docs tree.
- [x] Create first platform-admin runbook skeleton.
- [x] Create first tenant-admin guide skeleton.
- [x] Create first participant guide skeleton.
- [x] Create first developer setup and contribution guide.
- [x] Create first agent contract and retrieval guide.
- [x] Create initial shared glossary.
- [x] Migrate agent runtime prerequisite guidance into the target agent docs tree.

## DP-6 Operationalization
- [x] Define freshness SLA for canonical pages.
- [x] Define doc coverage KPI for feature changes.
- [x] Define search success and feedback KPI set.
- [x] Create archival cadence for ephemeral working markdown.
- [x] Create quarterly documentation review routine.

## DP-7 Optional Improvement And Deployment Activation Prep
- [x] Assign explicit page-level owners and reviewers to all canonical docs.
- [x] Add automated ownership validation to the docs quality pipeline.
- [x] Add an evidence bundle scaffold command and review-packet template.
- [x] Add a local docs deployment readiness command for public and internal targets.
- [x] Add a first-deploy runbook with GitHub environment setup commands.
- [x] Add a manual GitHub Actions preflight workflow for public and internal docs targets.

## DP-8 Autonomous Refresh Flow And Agent Instruction Surfaces
- [x] Add root and subtree `AGENTS.md` files with hard documentation save-boundary rules.
- [x] Add machine-readable documentation write rules for coding agents.
- [x] Add a diff-driven docs-agent refresh script that writes run reports and scaffolds evidence.
- [x] Add a GitHub workflow for docs-agent refresh on PR, push, and scheduled runs.
- [x] Add evidence-to-public-assets promotion for approved screenshots.
- [x] Add public-image convention guidance and a reusable page snippet pattern.
- [x] Add automatic draft-brief generation under `documentation/generated/docs-agent/<run-id>/drafts/`.
- [x] Add direct Playwright capture into evidence packets with publish/public and publish/internal routing.
- [x] Add source-controlled capture-plan templates for the highest-value public participant flows.
- [x] Add sticky PR comment publication for docs-agent pull-request runs.
- [x] Add low-risk internal draft-promotion rules and generated candidate output.