resolutionflow/docs/plans/2026-02-17-maintenance-flows-design.md

# Maintenance Flows — Design Document

> **Date:** 2026-02-17
> **Status:** Approved
> **Phase:** Design (pre-implementation)

---

## Overview

Add `maintenance` as a first-class flow type in ResolutionFlow, alongside `troubleshooting` and `procedural`. Maintenance flows are designed for MSP scheduled/repeatable infrastructure tasks (e.g., patching Citrix servers, updating FSLogix, updating RDS software). They share the procedural execution engine but add scheduling, multi-target batch launching, and saved target lists.

---

## Goals

- Visual separation of maintenance flows from troubleshooting and project flows
- Batch launch: one flow run against N servers/targets simultaneously, each tracked as an independent session
- Saved target lists per team, with ad-hoc entry and future PSA/RMM import
- Scheduled auto-session creation with in-app notifications
- Re-use target lists from previous batch runs

---

## Data Model

### `tree_type` expansion

**Migration:** Drop and recreate the `ck_trees_tree_type` check constraint to allow `'troubleshooting' | 'procedural' | 'maintenance'`.

Maintenance flows reuse `tree_structure` (step-by-step like procedural) and `intake_form` (for capturing target-specific context at session start, e.g., patch version).

---

### `target_lists` table (new)

```sql
id          UUID PRIMARY KEY DEFAULT gen_random_uuid()
team_id     UUID NOT NULL REFERENCES teams(id) ON DELETE CASCADE
created_by  UUID REFERENCES users(id) ON DELETE SET NULL
name        VARCHAR(255) NOT NULL
description TEXT
targets     JSONB NOT NULL  -- [{ "label": "RDS-01", "notes": "..." }, ...]
created_at  TIMESTAMPTZ NOT NULL DEFAULT now()
updated_at  TIMESTAMPTZ NOT NULL DEFAULT now()
```

- Scoped to team; any engineer can create/edit/delete their team's lists
- Each target entry: `label` (required, display name / hostname) + `notes` (optional, IP, role, etc.)

---

### `maintenance_schedules` table (new)

```sql
id               UUID PRIMARY KEY DEFAULT gen_random_uuid()
tree_id          UUID NOT NULL REFERENCES trees(id) ON DELETE CASCADE
created_by       UUID REFERENCES users(id) ON DELETE SET NULL
cron_expression  VARCHAR(100) NOT NULL   -- e.g. "0 9 15 * *"
timezone         VARCHAR(100) NOT NULL DEFAULT 'UTC'
target_list_id   UUID REFERENCES target_lists(id) ON DELETE SET NULL
is_active        BOOLEAN NOT NULL DEFAULT true
next_run_at      TIMESTAMPTZ NOT NULL
last_run_at      TIMESTAMPTZ
created_at       TIMESTAMPTZ NOT NULL DEFAULT now()
updated_at       TIMESTAMPTZ NOT NULL DEFAULT now()
```

- One active schedule per maintenance flow (enforced at API level)
- `target_list_id` is optional — if null, schedule auto-creates sessions without targets (engineer specifies targets on the pending sessions)
- `next_run_at` is computed from `cron_expression` + `timezone` at creation/update

---

### Sessions — batch tracking fields (new columns)

```sql
batch_id      UUID        -- all sessions from one batch launch share this value
target_label  VARCHAR(255) -- e.g. "RDS-01"
```

- `batch_id` is generated at batch launch time (not per-session)
- `target_label` is the label from the target list entry or ad-hoc input

---

## Scheduling Engine

**APScheduler** runs in-process with the FastAPI backend (async scheduler).

On startup:
1. Load all `is_active=true` maintenance schedules
2. Register each as an APScheduler job using its `cron_expression` + `timezone`

When a schedule fires:
1. Resolve target list (`target_list_id` → targets, or empty list if null)
2. Generate a new `batch_id`
3. Create one `Session` per target with `batch_id`, `target_label`, status `pending`
4. Update `last_run_at`, compute and update `next_run_at`
5. Create in-app notification: "Maintenance run ready: [Flow Name] — N sessions created"

Schedule changes (create/update/disable) are applied to APScheduler immediately via the API.

---

## Batch Launch (Ad-hoc)

Triggered from the maintenance flow detail page. Engineer picks target list via modal with four tabs:

| Tab | Description |
|-----|-------------|
| **Saved List** | Pick from team's saved target lists |
| **Previous Run** | Browse this flow's past batches, re-use that target list |
| **Manual Entry** | Paste/type server names (one per line) |
| **PSA/RMM Import** | Placeholder — "Coming soon" |

After confirming, engineer sees a preview: "Will create N sessions for: RDS-01, RDS-02..."

On confirm: creates N sessions with shared `batch_id`, status `pending`.

---

## UI / UX

### Sidebar

```
All Flows          [total]
  Troubleshooting  [count]
  Projects         [count]
  Maintenance      [count]  ← new
```

Links to `/trees?type=maintenance`.

### TreeLibraryPage

- `typeFilter` expands to `'all' | 'troubleshooting' | 'procedural' | 'maintenance'`
- Maintenance flows show a distinct badge (wrench icon, amber accent color)

### Flow Editor

- New flow type selector includes "Maintenance"
- Uses the same `ProceduralEditorPage` — no new editor needed

### Maintenance Flow Detail Page (`/flows/:id/maintenance`)

New page shown when opening a maintenance flow (via `getTreeNavigatePath`). Sections:
- **Overview** — name, description, steps summary
- **Schedule panel** — set/edit/disable cron schedule, timezone, assigned target list
- **Batch Launch button** — opens target list modal
- **Run history** — past batches grouped by `batch_id`, status rollup (e.g., "6/8 complete")

### Sessions Page — Batch View

Sessions with a shared `batch_id` collapsed into a single row:
- Flow name, launch date, target count, completion status
- Expand to see individual target sessions

### Target Lists Settings (`/account/target-lists`)

New page under Team settings. Engineers can:
- Create a named target list with target entries (label + optional notes)
- Edit / delete existing lists
- See last-used date per list

### Routing

`getTreeNavigatePath()` in `@/lib/routing` gains `'maintenance'` case → `/flows/:id/maintenance`.

Individual session execution from the detail page still uses `ProceduralNavigationPage`.

---

## Rollout Phases

| Phase | Scope |
|-------|-------|
| 1 — DB + API | Alembic migration, model changes, target_lists + schedules endpoints, batch session creation API |
| 2 — Core UI | Sidebar entry, type filter, flow badge, maintenance detail page, batch launch modal |
| 3 — Scheduler | APScheduler integration, auto-session creation, in-app notifications |
| 4 — Target Lists | Saved lists settings page under Team settings |

Each phase is independently shippable without breaking existing flows.

---

## Testing

- `test_maintenance_tree_type.py` — CRUD, check constraint, filter by type
- `test_target_lists.py` — create/list/update/delete, team scoping
- `test_maintenance_schedules.py` — create/update/disable, `next_run_at` calculation, schedule fires + creates correct batch sessions
- `test_batch_sessions.py` — correct session count, shared `batch_id`, `target_label` values, re-use previous session targets
- Frontend: `npm run build` after each phase

---

## Future

- PSA/RMM import (ConnectWise, Kaseya) for target lists — Phase 4 roadmap item
- Patch window constraints (maintenance flows only run within defined windows)
- Per-target session results dashboard