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FeaturesDepositClearUpdated March 12, 2026

Deposit Release Proposal Stale Escalation

Deposit Release Proposal Stale Escalation

Overview

Once a deposit release has been proposed, all parties must acknowledge it before the release can be finalised. If any acknowledgement is left pending for too long, the process stalls — delaying the end of the tenancy for everyone involved.

The Stale Escalation workflow automatically detects these stalled proposals and re-engages the relevant parties each morning, ensuring no deposit release falls through the cracks.

How It Works

Trigger

The workflow runs on a daily schedule at 08:00 UTC (cron: 0 8 * * *).

Criteria for Escalation

A deposit release is escalated when all of the following are true:

  • The deposit release has status = 'proposed'
  • proposedAt + 14 days ≤ today (i.e. the proposal is at least 14 days old)
  • At least one depositReleaseAcknowledgement record has status = 'pending'

Actions Taken

When a stale proposal is identified, the workflow performs two actions simultaneously:

  1. Org Admin Escalation Notification An escalation notification is created for all admins of the relevant organisation, alerting them that a deposit release proposal is overdue and requires attention.

  2. Reminder Emails to Pending Parties Each party who has not yet acknowledged the proposal receives a reminder email containing:

    • A summary of the pending deposit release
    • Their unique token link to action (accept or dispute) the proposal directly

Entities Involved

EntityDescription
depositReleasesThe deposit release records checked for stale proposals
depositReleaseAcknowledgementsIndividual acknowledgement records per party, checked for pending status
notificationsEscalation notifications raised for organisation admins
organizationsUsed to resolve the admin recipients for escalation

Timeline Reference

Day 0     — Deposit release proposal created (status = 'proposed')
Day 1–13  — Normal acknowledgement window; no automated escalation
Day 14+   — Daily sweep detects pending acknowledgements → escalation triggered
             ↳ Org admins notified
             ↳ Pending parties receive reminder email with token link

Notes

  • The escalation fires every day after the 14-day threshold is passed, until all acknowledgements are resolved or the proposal status changes.
  • Reminder emails include each recipient's individual token link — these links are unique per party and should not be shared.
  • Organisation admins receive a consolidated escalation notification; they do not receive individual token links on behalf of tenants or other parties.

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