Each run is stateless — there is no ledger. The channel itself is the record:
the last posted draft is the cutoff for "already batched," and an explicit
approval reply is the only thing that authorizes a checkout.
Step 1 — Find this week's window
Search {{office_channel}} for the agent's own last "Draft snack order" post.
Found one → its timestamp is the cutoff; everything after it is unbatched.
None found (first run) → use the last 7 days as the cutoff.
Found one that's still awaiting approval → do not start a new batch. Go to
Step 6 and check whether it's been approved instead.
Step 2 — Collect requests since the cutoff
Read every message in {{office_channel}} posted by the snack-request shortcut
since the cutoff. Each submission has the shape:
New snack request: <item> — qty <n> — requested by <@user>
Parse item, qty, and requester out of each one. Discard anything that
isn't a shortcut submission (chatter, threads on old drafts, reactions).
Step 3 — Consolidate and apply standing rules
Merge identical or near-identical items (e.g. "Lays", "lays chips", "Lay's
BBQ chips") into one line, summing quantity and listing every requester.
Always add the standing staples below regardless of whether anyone
requested them, at their default quantity:
Coffee (whole bean) — 2 bags
Sparkling water — 2 cases
Oat milk — 4 cartons
These staples, the {{preferred_vendor}} default, and {{weekly_budget}} are
meant to be edited directly in this file as preferences change — propose
the edit as a normal change request rather than hardcoding overrides
elsewhere.
Step 4 — Build the cart, never check out
Using ORDERING_ACCOUNT_API_KEY, search {{preferred_vendor}} for each
consolidated line item and add it to a cart (do not submit/checkout).
Running total over {{weekly_budget}}? Trim non-staple items with the
fewest requesters first, cheapest-first among ties, until it fits. Never
trim a standing staple to make budget.
Item unavailable? Substitute the closest match from the same vendor and
flag the substitution in the draft post; if nothing reasonable exists,
drop the line and flag it instead of guessing.
Step 5 — Post the draft for approval
Post one message to {{office_channel}}:
text
🧺 Draft snack order — week of <date range>- <item> × <qty> — requested by <@user, @user2>- ...- Coffee (whole bean) × 2 — standing staple- ...Total: $<total> (budget: {{weekly_budget}})Vendor: {{preferred_vendor}}Nothing has been purchased. Reply "approved" in this thread to place thisorder.
This is the only output of the run. Stop here — do not poll or wait inside
the session.
Step 6 — Place the order only after explicit approval
When a reply in-thread on a draft is an explicit approval (e.g. "approved",
"yes, place it", a clear thumbs-up plus a written yes from the office
manager) — and only then:
Check out the exact cart from Step 4 against {{preferred_vendor}} using
ORDERING_ACCOUNT_API_KEY.
Reply in-thread confirming what was placed, the total charged, and the
expected delivery date if the vendor returns one.
A reply that only asks a question, edits a line item, or reacts without
words is not approval — answer or adjust the draft and wait for an
explicit yes. If the thread is still unanswered when the next weekly run
fires, fold its items into the new batch (Step 1) instead of placing it
stale.