Prescribed Info Overdue Status Sweep

Available from: v0.1.202

Overview

The Prescribed Info Overdue Status Sweep is a scheduled nightly batch job that automatically identifies prescribed information documents that have passed their service deadline without being served. It escalates these documents to overdue status, raises a compliance alert, and notifies all relevant organisation admins.

This workflow helps landlords, agents, and their organisations stay compliant with the Renters' Rights Act by ensuring no missed service deadline goes unnoticed.

How It Works

The sweep runs automatically every night at 02:00 UTC (cron: 0 2 * * *). No manual action is required.

Step-by-Step

Query — All prescribedInfoDoc records matching both conditions are selected:
- status = 'generated'
- serviceDeadline < today
Status Update — Each matched document's status is changed from generated → overdue.
Compliance Event — A compliance/alert.raised event is fired at high priority for each affected document.
In-App Notification — A critical in-app notification is created and delivered to all admins of the associated organisation.

Entities Affected

Entity	Change
`prescribedInfoDocs`	`status` updated to `'overdue'`
`complianceChecks`	New compliance alert record created via `compliance/alert.raised` event
`notifications`	Critical in-app notification created
`organizations`	All org admins receive the notification

Events Fired

`compliance/alert.raised`

Priority: High
Trigger: One event per prescribedInfoDoc that transitions to overdue
Use: Can be consumed by downstream webhooks, audit logs, or third-party integrations subscribed to compliance events.

Notifications

When a document is marked overdue, a critical in-app notification is sent to every admin user belonging to the document's organisation. Notifications appear in the platform's notification centre and persist until acknowledged.

Compliance Context

Prescribed information (e.g. deposit protection certificates and prescribed information documents) must be served to tenants within a legally defined window. Failure to serve prescribed information on time can result in:

Loss of the right to serve a Section 21 notice
Liability for penalty awards to the tenant

This automated sweep ensures your team is alerted the morning after any deadline is missed, minimising compliance exposure.

Schedule Reference

Cron:    0 2 * * *
Time:    02:00 UTC, daily
Type:    Nightly batch

FAQ

Can I trigger this sweep manually? The sweep is currently scheduled only. Contact your platform administrator if an ad-hoc run is required.

What happens if a document is already overdue? The query filters on status = 'generated' only, so documents already marked overdue are not re-processed.

Who receives the in-app notification? All users with the org_admin role within the organisation associated with the affected prescribedInfoDoc.

Will I be notified every night if a document remains overdue? No. The status transition from generated → overdue happens once. Subsequent nightly runs will not match the document again because its status is no longer generated.