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New ingredient / vendor onboard risk 3 · mediumItem & vendorreflexion on

workflow_type: new_ingredient_vendor_onboard · owner: — · contract v2

First PO or vendor add. Cascade: NS vendor record, D1 vendors, vendor_costs baseline, items index for which products could use it, sourcing alternative analysis, AR/AP setup.

0 · Visual flow archify workflow graph (6 lanes: trigger → context → HITL → fan-out → post → verify)

Workflow flow
01 / Trigger 02 / Context + preconditions 03 / HITL gate (Mike approves) 04 / Fan-out cascade 05 / Post actions (log_run + reflexion + events) 06 / Verify (SQL / R2 / HTTP checks) How this workflow gets kicked off. Could be a chat-tool invocation, a cron tick, an inbound event (e.g. price.changed), or Mike clicking 'execute' from an admin page. TRIGGER kind: manual sources: vendor_intake_form invoker: Mike (single-admin) risk_level: 3i Manual Mike invokes risk 3 Before deciding anything, pull related data from D1 (the local mirror of NetSuite). Each query loads a slice of the entity's current state so the AI and Mike can review before any writes happen. LOAD CONTEXT (D1 queries before fan-out) existing_vendor: SELECT id, companyname FROM vendors WHERE LOWER(companyname) = LOWER(?) OR LOWE…i Load context 1 D1 query Safety checks that must pass before any writes. 'block' severity halts the run; 'warn' surfaces a warning but continues. Without these, a bad input could cascade into NetSuite. PRECONDITIONS (checked before fan-out) [block] no_duplicate: existing_vendor IS NULLi Preconditions 1 check The HITL (Human-In-The-Loop) gate. The workflow stages a proposed_action and waits for Mike to approve in /proposed-actions.html. Only fires when risk_level >= 3. This is the invariant: no NS write happens without Mike's go-ahead. HITL GATE (Mike approves before fan-out) action_type: workflow_new_ingredient_vendor_onboard entity_ref: workflow:new_ingredient_vendor_onboard:run_<run_id> approver: mike (single-admin) risk_gate: >= 3 (this workflow = 3) approval window: typical <= 60 min envelope: proposed_actions row staged by runneri Mike approves stage_proposed_action risk ≥ 3 gate Write to the local D1 mirror (the read-side cache of NetSuite). Used for derived data and platform state. STUB today - per-tool d1_write logic lives in chat_tools/impls.ts. FAN-OUT #write_d1 -> D1: multiple kind: d1_write op: INSERT vendors op: INSERT vendor_items (batch) status: REAL (src/lib/workflow_runner.ts)i write_d1 d1_write STUB Pushes a write back to NetSuite via the NS_PUSH_QUEUE. The push is staged in ns_pending_pushes first and only flips to 'applied' after NS confirms. STUB today - the runner logs intent but doesn't enqueue yet. FAN-OUT #write_ns -> NS_PUSH_QUEUE: vendor kind: ns_push queue: NS_PUSH_QUEUE record_type: vendor status: REAL (src/lib/workflow_runner.ts)i write_ns ns_push STUB Always-runs at the end of every workflow execution: writes a row to workflow_run_log with status, duration, step counts, and errors. Real implementation. POST ACTION: log_run -> D1: workflow_run_log fields: run_id, workflow_type, status, started_at, completed_at, summary_json source: runner automatic (always)i log_run workflow_run_log REAL Writes an entry to reflexion_log so the AI 'remembers' what happened. Only fires if the contract has reflexion_enabled=1. Future workflows can search this log for prior context. Real implementation. POST ACTION: reflexion -> D1: reflexion_log tags: new_ingredient_vendor_onboard reflexion_enabled: True fields: run_id, narrative, tags source: runner automatic (when reflexion_enabled=1)i reflexion reflexion_log REAL Fires a workflow.completed / workflow.partial / workflow.failed event into the event ledger so downstream subscriptions can react. Uses an idempotency_key so producer retries collapse. Real implementation (R564). POST ACTION: event -> Event ledger (recordEvent) types: workflow.completed | workflow.partial | workflow.failed idempotency_key per run_id source: runner automatici event workflow.completed REAL A post-execution sanity check. The runner stages this with status='pending'; the verify-scheduler cron (every :08 and :38 hourly) wakes up after the configured window (e.g. +24h) and executes the sql_check, then flips status to pass/fail/timeout. Real implementation (R564). VERIFY: vendor_persisted window: 5s sql_check: SELECT id FROM vendors WHERE companyname=? scheduler: verify cron @ :08/:38 (R563) result row: workflow_verify_resultsi vendor_persisted ≤60m A post-execution sanity check. The runner stages this with status='pending'; the verify-scheduler cron (every :08 and :38 hourly) wakes up after the configured window (e.g. +24h) and executes the sql_check, then flips status to pass/fail/timeout. Real implementation (R564). VERIFY: ns_vendor_reflects window: 15m scheduler: verify cron @ :08/:38 (R563) result row: workflow_verify_resultsi ns_vendor_reflects ≤60m Legend User UI Agent logic Policy Tool action Context / trace
Open standalone archify diagram (export PNG / SVG) →

1 · Trigger FIRES WHEN…

kind
manual
sources
["vendor_intake_form"]

2 · Inputs required

namerequiredtype / hint
company_namerequired—
contact_emailrequired—
contact_phoneoptional—
payment_termsoptional—
tax_idoptional—
initial_items[]required—

3 · Context loaded D1 queries run before fan-out

name
existing_vendor
tables
vendors
SELECT
  id, companyname
  FROM vendors
  WHERE LOWER(companyname) = LOWER(?)
  OR LOWER(email) = LOWER(?)

4 · Preconditions checked before any fan-out

checkruleseverity
no_duplicateexisting_vendor IS NULLblock

5 · HITL gate

Risk level 3 ≥ 3 — runner stages a proposed_actions row before fan-out runs. Mike must approve in proposed-actions.html before any side-effect step executes (real or stub).

action_type
workflow_new_ingredient_vendor_onboard (proposal envelope)
entity_ref
workflow:new_ingredient_vendor_onboard:run_<run_id>
approver
mike (single-admin)

6 · Fan-out targets 2 total · 0 real · 2 stub

#1write_d1 d1_write STUB

operations
["INSERT vendors","INSERT vendor_items (batch)"]
stub — not yet implemented in src/lib/workflow_runner.ts (kind d1_write hits the placeholder branch at line ~340 and emits step status 'stub'). Documented intent only.

#2write_ns ns_push STUB

NS record_type
vendor
queue
NS_PUSH_QUEUE
stub — not yet implemented in src/lib/workflow_runner.ts (kind ns_push hits the placeholder branch at line ~340 and emits step status 'stub'). Documented intent only.

7 · Post actions declared + runner-automatic

idactionsource
runner_log_runINSERT into workflow_run_log (run_id, workflow_type, status, started_at, completed_at, summary_json)runner automatic
runner_reflexionINSERT into reflexion_log (tags=new_ingredient_vendor_onboard, run_id, narrative)runner automatic (reflexion_enabled=1)
log_runINSERT workflow_runsdeclared in contract
reflexionINSERT reflexion_log with tags=new_vendordeclared in contract

8 · Verify checks written to workflow_verify_results (pending — verify cron not yet wired)

name
vendor_persisted
SELECT
  id
  FROM vendors
  WHERE companyname=?
name
ns_vendor_reflects
when_to_run
15 min after run

9 · Retry policy

max_attempts
3
backoff
exponential
base_ms
1500
max_ms
30000
alert_on_final_failure
true

10 · What changes when this workflow runs aggregated side effects

systemtable / resourceactionstatussource
D1workflow_run_logINSERT (run summary)REALrunner automatic
D1reflexion_logINSERT (tags=new_ingredient_vendor_onboard)REALrunner automatic
Eventworkflow.completed (or workflow.failed)fireREALrunner automatic
D1workflow_verify_resultsINSERT pending × 2REALrunner verify staging
D1proposed_actionsINSERT (HITL gate envelope)REALrunner HITL gate
D1unknownwriteSTUBfan-out #1 (write_d1)
NetSuite (via NS_PUSH_QUEUE)vendorpushSTUBfan-out #2 (write_ns)