Create pbs-project-tracking.md via n8n

Tech/Projects/pbs-project-tracking.md

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+---
+project: pbs-project-tracking
+type: project-plan
+status: active
+path: Tech/Projects
+tags:
+  - pbs
+  - github
+  - trello
+  - project-management
+created: 2026-04-19
+updated: 2026-04-19
+---
+# PBS Project Tracking System
+
+Two-layer project tracking: GitHub Issues for task-level work (linked to
+commits), Trello for shared high-level visibility with Jenny.
+
+## Architecture
+
+- **GitHub Issues** — per-repo project boards, task-level tracking, linked
+to commits via issue numbers
+- **Trello** — shared board with Jenny, high-level project phases and
+milestones
+- **Gitea** — unchanged, continues as Obsidian vault repo and n8n pipeline
+endpoint
+- **Lovebug** — references GitHub issue numbers in phase-based commits
+(e.g. `closes #14`)
+
+## Phase 1 — Manual Setup (Loose Coupling)
+
+Goal: Get both tracking layers in place and establish the workflow habit.
+No automation between GitHub and Trello — manual sync only.
+
+### GitHub Issues Setup
+
+- [ ] Enable GitHub Projects on each active PBS repo
+- [ ] Create issue templates for standard task types (feature, bug,
+infrastructure)
+- [ ] Create labels that map to project areas (e.g. `membership`,
+`security`, `content-intelligence`, `infrastructure`)
+- [ ] Create milestones for current project phases (e.g. "Membership LOE 1
+Phase 3", "Cloudflare Access Setup")
+- [ ] Populate initial issues from existing project plans in the vault
+- [ ] Confirm Lovebug workflow includes issue number references in commit
+messages
+
+### Trello Board Setup
+
+- [ ] Create PBS shared board (or repurpose existing if Jenny has one)
+- [ ] Define lists: Backlog, Up Next, In Progress, Done
+- [ ] Create cards for each high-level project/phase:
+  - Membership Platform LOE 1 — Phase 3 (Sunflower Garden)
+  - Cloudflare Access Setup
+  - Content Intelligence Platform (YouTube + GSC pipelines)
+  - Per-Container Ansible Playbooks
+  - WordPress Log Monitor
+  - Video Editing queue
+- [ ] Add checklists to cards for sub-phase visibility (e.g. Phase 3a–3e
+under Membership)
+- [ ] Invite Jenny to the board
+- [ ] Establish cadence — update Trello cards when starting/finishing a
+phase
+
+## Phase 2 — n8n Automation (Trello Sync)
+
+Goal: Automate status updates from GitHub to Trello so the shared board
+stays current without manual effort.
+
+### n8n Workflow Design
+
+- [ ] Set up GitHub webhook trigger in n8n (listen for issue state changes)
+- [ ] Map GitHub repo + milestone to corresponding Trello card
+- [ ] When all issues in a GitHub milestone close → move Trello card to
+Done (or update checklist item)
+- [ ] When first issue in a milestone moves to In Progress → move Trello
+card to In Progress
+- [ ] Add Google Chat notification on Trello card transitions (webadmin
+space)
+- [ ] Test on a single repo/card pair before expanding
+
+### Mapping Strategy
+
+- [ ] Define naming convention so n8n can match GitHub milestones to Trello
+cards (e.g. milestone name matches card title)
+- [ ] Document the mapping in this project file once established
+
+## Key Decisions
+
+- **Per-repo issue boards** (not a single central tracker) — keeps issues
+next to the code
+- **Loose coupling first** — validate the workflow before automating
+- **GitHub over Gitea for project tracking** — keeps CI/CD and build
+compute off the production server
+- **Gitea unchanged** — continues serving Obsidian vault and n8n pipeline
+
+## Commit Linking Convention
+
+Reference issues in commit messages for automatic linking:
+
+```bash
+# Link to an issue
+git commit -m "Build card grid component for Sunflower Garden #12"
+
+# Close an issue from a commit
+git commit -m "Wire up save button API, closes #14"
+```
+
+This turns git history into a traceable project journal.
+
+-- 
+...sent from Jenny & Travis