Deposit Released Without Archive Watchdog

Overview

The Deposit Released Without Archive Watchdog is a scheduled reconciliation workflow that runs daily at 04:00 UTC. It identifies deposit releases that have been finalised but whose tenancy archive never reached a complete state, then alerts org admins so the issue can be investigated and resolved before it becomes a compliance problem.

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Trigger

Property	Value
Schedule	0 4 * * * (daily, 04:00 UTC)
Type	Reconciliation
Version	0.1.327

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Logic

Step 1 — Identify stale released deposits

The workflow queries the depositReleases table for records that meet both conditions:

status = 'released'
AND releasedAt < CURRENT_DATE - INTERVAL '10 days'

The 10-day window provides a reasonable buffer for archive jobs that may be slow to complete under normal circumstances, while still catching genuinely stuck cases.

Step 2 — Check the corresponding archive

For each matching depositRelease, the workflow looks up the associated record in tenancyArchives and evaluates its status:

Archive status	Outcome
complete	✅ No action taken
pending	🚨 Alert fired
error	🚨 Alert fired
Not found	🚨 Alert fired

Step 3 — Alert and notify

When a problematic archive is detected, the workflow takes two actions:

1. Admin alert — All org admins (sourced from orgMembers) are notified.
2. Notification record — A stuck-archive notification is inserted into the notifications table, associated with the affected tenancy.

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Entities

Entity	Access	Purpose
depositReleases	Read	Find released deposits older than 10 days
tenancyArchives	Read	Verify archive completion status
tenancies	Read	Provide tenancy context for alerts
notifications	Write	Insert stuck-archive notification records
orgMembers	Read	Identify org admins to alert

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What Admins Should Do

When you receive a stuck-archive alert, you should:

1. Identify the affected tenancy — The notification will reference the tenancy and deposit release in question.
2. Check the archive job status — Review the tenancyArchives record for an error message or stuck pending state.
3. Re-trigger the archive if needed — If the archive job failed, it can be re-queued manually or via the admin interface once the root cause is resolved.
4. Confirm resolution — The alert will clear once the tenancyArchives record reaches status = 'complete'.

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Background

Deposit releases and tenancy archiving are closely coupled processes, but they run independently. A deposit can be marked released before its archive job completes — or the archive job may fail silently after the deposit is released. Without active monitoring, these partially-closed tenancies can accumulate undetected.

This watchdog ensures that no tenancy remains in a limbo state for more than 10 days after its deposit is released, supporting both operational hygiene and compliance with the Renters' Rights Act.