Document Tracker System

- Check `trackers\` and its subfolders (`data\`, `templates\`) -- create if missing (Folder Structure normally does this).
- Check whether `trackers\README.md` and `trackers\tracker_index.md` already exist. If they do, read and carry them forward; if not, generate them at first setup.
- Read `admin\AGENT_INSTRUCTIONS.md` for any existing Active Trackers table and carry it forward.
- Scan the conversation and project for tracking needs (multiple documents, procurement items, tasks, deadlines) so you can suggest a first tracker.

- If no trackers exist but tracking needs are evident: "It sounds like you're managing [X]. Want me to set up a tracking dashboard? I'll create the data file, generate the HTML, build the folder structure, and write the README." Confirm which tracker type(s) to create.
- If trackers already exist and are current, nothing to ask -- just record the guide.

Create `trackers\data\`, `trackers\templates\`, generate `trackers\README.md` (contents specified below) and `trackers\tracker_index.md` at first tracker setup. Then add this guide to `admin\AGENT_INSTRUCTIONS.md`:

```
* TRACKER IMPLEMENTATION GUIDE
This guide applies whether or not trackers are active at project start.
When tracking needs emerge -- read it, follow it, suggest it.

WHEN TO SUGGEST A TRACKER
If the project has no trackers yet but the conversation reveals tracking
needs (multiple documents, procurement items, tasks, deadlines, status
questions), suggest one -- don't wait to be asked:
"It sounds like you're managing [X]. Want me to set up a tracking
dashboard? I'll create the data file, generate the HTML, build the folder
structure, and write the README."

TWO-LAYER ARCHITECTURE -- every tracker has exactly two files:
Layer 1 -- Data File (.md) -- SOURCE OF TRUTH
  Location: trackers\data\[ProjectCode]_[TrackerName].md
  Markdown, human-readable, Claude-parseable. What Claude reads, updates,
  and commits. Survives every conversation. If HTML is lost: regenerate
  from this file. This is the record.
Layer 2 -- Display File (.html) -- DISPLAY LAYER
  Location: trackers\templates\[ProjectCode]_[tracker_name].html
  Visual card-view dashboard. Generated FROM the .md -- never edited
  directly. Lost HTML is never a crisis. This is the view.
Filename rule: tracker filenames are static -- never change.
Version rule: version number lives INSIDE both files' headers. Increment
  on every commit. No version numbers in filenames.

TRACKER FOLDER STRUCTURE (create when trackers\ is first initialized)
  trackers\
    data\          <- edit these ([ProjectCode]_[Name].md)
    templates\     <- generated from data\ ([ProjectCode]_[name].html)
    README.md      <- auto-generated -- explains this folder

README.md -- GENERATE AT FIRST SETUP
When trackers\ is first created, generate trackers\README.md immediately.
It contains: project name and code; two-layer architecture explanation;
list of active trackers (data file, HTML file, what each tracks); how to
read current state (read the .md -- no download needed); how to update (tell
the agent -> it updates .md -> regenerates .html); how to render in a
conversation (upload the HTML, or ask the agent to render from .md); commit
protocol reminder; note that the folder was created by the project
bootstrap (version, date). Update the README whenever a new tracker is
added.

HOW TO DISPLAY A TRACKER
"render the [tracker name] in the conversation" or "show me the document
tracker." Displays as card view in the chat. Default: card view; list view
on request.
Locating the HTML display file -- search broadly before declaring missing:
expected at trackers\templates\[ProjectCode]_[tracker].html. If not there,
search subdirectories named tracking/tracker/templates/dashboard/matrix and
any .html with matrix/tracker/dashboard in the name. If found elsewhere:
use it, note the actual location, update the instructions. If not found:
generate from the .md -- the source of truth is always sufficient.

COMMIT PROTOCOL -- NON-NEGOTIABLE
A commit is complete only when BOTH files are updated and written.
1. Update the .md data file in trackers\data\ with all session changes
2. Increment the internal version number in the .md header
3. Regenerate the .html from the updated .md
4. Carry the same version number into the .html header
5. Write both via Filesystem MCP -- or present both inline for download
6. Update trackers\tracker_index.md with new version and commit date
If direct write fails: present both files for download with exact save
paths. To save HTML manually: three dots top-right of the rendered tracker
-> Download -> trackers\templates\.

SESSION COMMIT PROMPTING
During tracker work -- not just at conversation close -- prompt at natural
stopping points when a cluster of changes accumulates: "We've made [X]
updates to the tracker this session. Ready to commit? I'll update the data
file and regenerate the HTML -- both get written." Always prompt before the
conversation ends if any tracker updates remain seeded.

CROSS-CONVERSATION CONTINUITY
The .md data file makes a tracker durable. Any future session reads it and
reconstructs full state -- or regenerates the HTML -- without the HTML file.
If a future conversation asks "what's in the tracker?" read the .md
directly from trackers\data\. The HTML is a render; the markdown is the
record.

ACTIVE TRACKERS
| Tracker | Code | Data File | HTML File | Version | Last Commit |
| [Name]  | [C]  | trackers\data\[f].md | trackers\templates\[f].html | v[X.X] | [Date] |
Tracker index: trackers\tracker_index.md -- all trackers, both file paths,
internal version, last commit date. Also in Project Files.

TRACKER TYPES AVAILABLE
Document · Project Status · Procurement/Vendor · Evidence/Exhibit ·
Research · Contact · Decision Log · Compliance · Pipeline · Active Flags ·
Project Cache Manifest.

DOCUMENT STATUSES (full set)
Needed · Seeded · Draft · Active · Final · Restricted.

REFERENCING ITEMS
Every item has a code name on its card (T02, MTN-001, EXH-A).
"Show me [ProjectCode]-T02" -> markdown in conversation. Default: markdown;
Word only when explicitly asked.
```

Confirm: your Document Tracker System is installed -- two-layer architecture, commit protocol, tracker README, and tracker index are all in place, and the agent will suggest trackers proactively. Want to install another, or is that everything for now?