/memory-lifecycle

name: memory-lifecycle
description: "Manage entity status transitions in Basic Memory: archive completed work, move notes between status folders, update frontmatter, and handle edge cases. Use when marking items complete, archiving old entities, or managing any folder-based status workflow."

Memory Lifecycle

Manage how entities move through status stages in Basic Memory. The core principle: **archive, never delete.** Completed work is valuable context — move it out of the active view, but keep it in the knowledge graph.

When to Use

• User says something is "done", "finished", "completed", "submitted", "missed", or "cancelled"
• Moving entities between status folders (active → archive, pipeline → active, etc.)
• Reverting a mistaken completion
• Periodic cleanup of stale active items

Core Principle: Archive, Never Delete

Deleting a note removes it from the knowledge graph — all its observations, relations, and history disappear. Archiving preserves everything while signaling the entity is no longer active.

# Good — entity stays in the knowledge graph
move_note → active/ to archive/

# Bad — knowledge is lost
delete_note

The only exception: notes created by mistake (typos, true duplicates) can be deleted.

Folder Conventions

Organize entities by status using folders. The exact folder names depend on your domain, but follow a consistent pattern:

entities/
  active/          # Currently relevant, in-progress
  archive/         # Completed, no longer active, but worth keeping
  pipeline/        # Future items, not yet started

For tasks specifically:

tasks/
  active/          # Work in progress
  completed/       # Finished work

For any entity type with a clear lifecycle:

[type]/
  active/          # Current
  [end-state]/     # Whatever "done" means for this type

Pick folder names that match your domain. The pattern matters more than the specific names.

Status Detection

When the user mentions completion or status change, extract the intent:

| Signal | Status | Action | |--------|--------|--------| | "finished", "done", "completed", "shipped" | Complete | Move to archive/completed folder | | "submitted", "sent", "delivered" | Complete | Move to archive/completed folder | | "missed", "passed", "skipped", "expired" | Missed | Move to archive or missed folder | | "cancelled", "abandoned", "killed" | Cancelled | Move to archive folder | | "paused", "on hold", "deferred" | Paused | Update frontmatter status, keep in place | | "restarting", "reopening", "reviving" | Reactivate | Move back to active folder |

Workflow

1. Find the Entity

Search Basic Memory with multiple variations to locate the entity:

search_notes(query="quarterly report")
search_notes(query="Q1 report")

If multiple matches come back, present options and ask which one.

If no match is found, ask for clarification — don't guess.

2. Move the File

Use `move_note` to relocate the entity to the appropriate status folder:

move_note(
  identifier="tasks/active/quarterly-report",
  destination_path="tasks/completed/quarterly-report.md"
)

By default the permalink stays the same after a move, so links keep resolving. Projects with `update_permalinks_on_move` enabled rewrite it from the new path.

3. Update Frontmatter

After moving, merge the new status (and completion date, if the type tracks one) into frontmatter with the `metadata` parameter. An `append` with empty `content` changes only the frontmatter:

edit_note(
  identifier="quarterly-report",
  operation="append",
  content="",
  metadata={"status": "completed", "completed": "2026-02-22"}
)

If the note also carries a `- [status]` observation, update it too (for example with `find_replace` on `- [status] active`).

4. Confirm

Report what was done concisely:

Marked complete: Quarterly Report
  Moved to: tasks/completed/quarterly-report.md
  Status: completed

Edge Cases

Already Archived

If the entity is already in an archive/completed folder, notify the user:

> "Quarterly Report is already in tasks/completed/. Want me to update anything on it?"

Partial Completion

Sometimes only part of an entity is done. Don't move it — instead, update observations or status notes within the entity to reflect partial progress.

Revert / Reactivate

If something was archived by mistake, move it back:

move_note(
  identifier="tasks/completed/quarterly-report",
  destination_path="tasks/active/quarterly-report.md"
)

edit_note(
  identifier="quarterly-report",
  operation="append",
  content="",
  metadata={"status": "active"}
)

Status Without Movement

Some status changes don't require a folder move — "paused" or "blocked" items often stay in `active/` with just a frontmatter update. Reserve folder moves for terminal or major state transitions.

Relationship to Other Skills

• **memory-tasks**: Tasks are a specific lifecycle case. This skill covers the general pattern; memory-tasks covers task-specific fields (steps, current_step, context).
• **memory-notes**: Use search-before-create (from memory-notes) to find the entity before transitioning it.
• **memory-defrag**: Periodic defrag can identify stale active items that should be archived.

Guidelines

• **Archive, never delete.** The knowledge graph benefits from historical context.
• **Move first, then update frontmatter.** This order ensures the file is in the right place even if the edit step fails.
• **Permalinks survive moves by default.** Links to the entity keep working after a `move_note` unless the project enables `update_permalinks_on_move`.
• **Be concise in confirmations.** The user knows their system — just report what changed.
• **Ask when ambiguous.** If multiple entities match or the target folder isn't clear, ask rather than guess.
• **Batch operations are fine.** If the user says "archive all completed tasks", find them all, confirm the list