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FeaturesDepositClearUpdated March 15, 2026

Deposit Release Draft Abandonment Cleanup

Deposit Release Draft Abandonment Cleanup

Overview

The Draft Abandonment Cleanup is a scheduled maintenance workflow that keeps your deposit release pipeline tidy by identifying drafts that have been left incomplete for an extended period. It runs automatically every Monday at 10:00 UTC and sends notifications to the relevant parties — no manual intervention required to trigger it.

How It Works

Each week, the workflow scans all deposit releases across every organisation and flags any record that matches all three of the following conditions:

ConditionValue
Release statusdraft
Age of the releaseMore than 30 days since creation
Deductions attached0 (no depositReleaseDeductions linked to the releaseId)

If all three conditions are met, the release is considered an abandoned draft.

Notifications

When an abandoned draft is detected, two notifications are sent:

  • Release creator — the user who originally created the deposit release receives an in-app notification flagging the stale draft and suggesting they either complete it or archive it.
  • Organisation admins — all admins belonging to the same organisation are also notified, giving them visibility and the ability to take action if the creator is unavailable.

Notifications include a direct suggestion to archive the draft in order to keep the pipeline accurate and uncluttered.

What the Workflow Does NOT Do

  • It does not automatically archive, delete, or modify any deposit release
  • It does not send external emails or SMS — notifications are in-app only
  • It does not flag drafts that already have at least one deduction attached, even if they are old

All remedial action (archiving the draft or resuming work on it) remains a manual step for the release creator or an org admin.

Schedule

The workflow runs on the cron schedule 0 10 * * 1, meaning:

┌──── minute (0)
│  ┌─ hour (10 = 10:00 UTC)
│  │  ┌ day of month (*)
│  │  │ ┌ month (*)
│  │  │ │ ┌ day of week (1 = Monday)
0  10 * * 1

Every Monday at 10:00 UTC.

Affected Data Entities

  • depositReleases — queried to find drafts older than 30 days
  • depositReleaseDeductions — checked to confirm zero deductions are linked to the release
  • notifications — written to when an abandoned draft is found

Recommended Actions for Recipients

If you receive an abandoned draft notification, you have two options:

  1. Resume the draft — add the relevant deductions and progress the release through the standard workflow
  2. Archive the draft — if the release is no longer needed, archive it to remove it from the active pipeline and prevent future notifications about the same record