fixed retention policy runtime bug and sidebar bug

application/single_app/config.py

@@ -88,7 +88,7 @@
 EXECUTOR_TYPE = 'thread'
 EXECUTOR_MAX_WORKERS = 30
 SESSION_TYPE = 'filesystem'
-VERSION = "0.237.004"
+VERSION = "0.237.005"
 
 
 SECRET_KEY = os.getenv('SECRET_KEY', 'dev-secret-key-change-in-production')

application/single_app/functions_retention_policy.py

@@ -6,10 +6,11 @@
 This module handles automated deletion of aged conversations and documents
 based on configurable retention policies for personal, group, and public workspaces.
 
-Version: 0.237.004
+Version: 0.237.005
 Implemented in: 0.234.067
 Updated in: 0.236.012 - Fixed race condition handling for NotFound errors during deletion
 Updated in: 0.237.004 - Fixed critical bug where conversations with null/undefined last_activity_at were deleted regardless of age
+Updated in: 0.237.005 - Fixed field name: use last_updated (actual field) instead of last_activity_at (non-existent)
 """
 
 from config import *
@@ -487,7 +488,7 @@ def process_public_retention():
 
 def delete_aged_conversations(retention_days, workspace_type='personal', user_id=None, group_id=None, public_workspace_id=None):
     """
-    Delete conversations that exceed the retention period based on last_activity_at.
+    Delete conversations that exceed the retention period based on last_updated.
 
     Args:
         retention_days (int): Number of days to retain conversations
@@ -521,16 +522,16 @@ def delete_aged_conversations(retention_days, workspace_type='personal', user_id
     cutoff_iso = cutoff_date.isoformat()
 
     # Query for aged conversations
-    # ONLY delete conversations that have a valid last_activity_at that is older than the cutoff
-    # Conversations with null/undefined last_activity_at should be SKIPPED (not deleted)
-    # This prevents accidentally deleting new conversations that haven't had activity tracked yet
+    # ONLY delete conversations that have a valid last_updated that is older than the cutoff
+    # Conversations with null/undefined last_updated should be SKIPPED (not deleted)
+    # This prevents accidentally deleting new conversations that haven't had their timestamp set
     query = f"""
-        SELECT c.id, c.title, c.last_activity_at, c.{partition_field}
+        SELECT c.id, c.title, c.last_updated, c.{partition_field}
         FROM c
         WHERE c.{partition_field} = @partition_value
-        AND IS_DEFINED(c.last_activity_at) 
-        AND NOT IS_NULL(c.last_activity_at)
-        AND c.last_activity_at < @cutoff_date
+        AND IS_DEFINED(c.last_updated) 
+        AND NOT IS_NULL(c.last_updated)
+        AND c.last_updated < @cutoff_date
     """
 
     parameters = [
@@ -571,7 +572,7 @@ def delete_aged_conversations(retention_days, workspace_type='personal', user_id
                 deleted_details.append({
                     'id': conversation_id,
                     'title': conversation_title,
-                    'last_activity_at': conv.get('last_activity_at'),
+                    'last_updated': conv.get('last_updated'),
                     'already_deleted': True
                 })
                 continue
@@ -653,7 +654,7 @@ def delete_aged_conversations(retention_days, workspace_type='personal', user_id
             deleted_details.append({
                 'id': conversation_id,
                 'title': conversation_title,
-                'last_activity_at': conv.get('last_activity_at')
+                'last_updated': conv.get('last_updated')
             })
 
             debug_print(f"Deleted conversation {conversation_id} ({conversation_title}) due to retention policy")
@@ -844,7 +845,7 @@ def send_retention_notification(workspace_id, deletion_summary, workspace_type):
             notification_type='system_announcement',
             title='Retention Policy Cleanup',
             message=full_message,
-            link_url='/chat',
+            link_url='/chats',
             metadata={
                 'conversations_deleted': conversations_deleted,
                 'documents_deleted': documents_deleted,
@@ -857,7 +858,7 @@ def send_retention_notification(workspace_id, deletion_summary, workspace_type):
             notification_type='system_announcement',
             title='Retention Policy Cleanup',
             message=full_message,
-            link_url='/chat',
+            link_url='/chats',
             metadata={
                 'conversations_deleted': conversations_deleted,
                 'documents_deleted': documents_deleted,
@@ -870,7 +871,7 @@ def send_retention_notification(workspace_id, deletion_summary, workspace_type):
             notification_type='system_announcement',
             title='Retention Policy Cleanup',
             message=full_message,
-            link_url='/chat',
+            link_url='/chats',
             metadata={
                 'conversations_deleted': conversations_deleted,
                 'documents_deleted': documents_deleted,

application/single_app/static/js/chat/chat-sidebar-conversations.js

@@ -146,10 +146,12 @@ function createSidebarConversationItem(convo) {
     const titleWrapper = document.createElement('div');
     titleWrapper.classList.add('sidebar-conversation-header', 'd-flex', 'align-items-center', 'flex-grow-1', 'overflow-hidden', 'gap-2');
 
-    // Ensure the title can truncate correctly within the new wrapper
+    // Insert the wrapper before the dropdown first
+    headerRow.insertBefore(titleWrapper, dropdownElement);
+
+    // Now move the title element into the wrapper
     originalTitleElement.classList.add('flex-grow-1', 'text-truncate');
     originalTitleElement.style.minWidth = '0';
-
     titleWrapper.appendChild(originalTitleElement);
 
     const isGroupConversation = (convo.chat_type && convo.chat_type.startsWith('group')) || groupName;
@@ -160,8 +162,6 @@ function createSidebarConversationItem(convo) {
       badge.title = groupName ? `Group conversation: ${groupName}` : 'Group conversation';
       titleWrapper.appendChild(badge);
     }
-
-    headerRow.insertBefore(titleWrapper, dropdownElement);
   }
 
   // Add double-click editing to title

docs/explanation/fixes/v0.237.005/RETENTION_POLICY_FIELD_NAME_FIX.md

@@ -0,0 +1,201 @@
+# Retention Policy Field Name Fix
+
+## Version: 0.237.005
+
+## Problem Statement
+
+The retention policy was not deleting any conversations despite being configured with valid retention periods. After the v0.237.004 fix that required conversations to have a valid timestamp field, the policy found zero conversations to delete because it was querying for a field (`last_activity_at`) that doesn't exist on any conversation document.
+
+### Symptoms
+- Retention policy execution shows "0 conversations deleted" even with old conversations present
+- Manual execution completes successfully but no conversations are affected
+- Conversations older than the retention period remain in the database
+
+### Debug Output Example
+```
+[DEBUG] [INFO]: Querying aged conversations: workspace_type=personal, retention_days=1
+[DEBUG] [INFO]: Found 0 aged conversations for personal workspace
+```
+
+## Root Cause Analysis
+
+### The Field Mismatch
+
+The retention policy SQL query was looking for `last_activity_at`:
+
+```sql
+SELECT c.id, c.title, c.last_activity_at, c.user_id
+FROM c
+WHERE c.user_id = @partition_value
+AND IS_DEFINED(c.last_activity_at) 
+AND NOT IS_NULL(c.last_activity_at)
+AND c.last_activity_at < @cutoff_date
+```
+
+However, **all conversation schemas use `last_updated`**, not `last_activity_at`:
+
+| Schema Version | Era | Field Used |
+|----------------|-----|------------|
+| Schema 1 (messages embedded) | Legacy | `last_updated` |
+| Schema 2 (messages separate) | Middle | `last_updated` |
+| Schema 3 (messages with threading) | Current | `last_updated` |
+
+### Example Conversation Documents
+
+**Schema 1 (Legacy - messages embedded):**
+```json
+{
+    "id": "2ff663f2-f260-4a21-a388-dc8f60caa353",
+    "user_id": "441f7b4e-2f43-4a83-abf1-40697309b24d",
+    "messages": [...],
+    "last_updated": "2025-03-04T21:09:23.945024",
+    "title": "how do i know if i'm being sca..."
+}
+```
+
+**Schema 2 (Middle - messages in separate container):**
+```json
+{
+    "id": "4d45051a-693d-4893-8960-9c4c2dc6b8be",
+    "user_id": "07e61033-ea1a-4472-a1e7-6b9ac874984a",
+    "last_updated": "2025-08-01T18:58:10.137683",
+    "title": "what did paul win"
+}
+```
+
+**Schema 3 (Current - messages with threading):**
+```json
+{
+    "id": "bba2f03e-aa9a-4cee-a8fb-273e0c89c834",
+    "user_id": "07e61033-ea1a-4472-a1e7-6b9ac874984a",
+    "last_updated": "2026-01-27T21:00:43.910594",
+    "title": "tell me about https://microsof...",
+    "context": [...],
+    "tags": [...],
+    "strict": false,
+    "is_pinned": false,
+    "is_hidden": false
+}
+```
+
+### Why `last_activity_at` Never Existed
+
+The field `last_activity_at` was likely a planned feature that was never implemented. All conversation creation and update code paths use `last_updated`:
+
+```python
+# From route_backend_conversations.py
+conversation_item = {
+    'id': conversation_id,
+    'user_id': user_id,
+    'last_updated': datetime.utcnow().isoformat(),  # ← Only 'last_updated' is set
+    'title': 'New Conversation',
+    ...
+}
+```
+
+## Solution Implementation
+
+### File Modified: `functions_retention_policy.py`
+
+Changed all references from `last_activity_at` to `last_updated`:
+
+#### 1. Updated SQL Query
+
+```python
+# Before (incorrect field)
+query = f"""
+    SELECT c.id, c.title, c.last_activity_at, c.{partition_field}
+    FROM c
+    WHERE c.{partition_field} = @partition_value
+    AND IS_DEFINED(c.last_activity_at) 
+    AND NOT IS_NULL(c.last_activity_at)
+    AND c.last_activity_at < @cutoff_date
+"""
+
+# After (correct field)
+query = f"""
+    SELECT c.id, c.title, c.last_updated, c.{partition_field}
+    FROM c
+    WHERE c.{partition_field} = @partition_value
+    AND IS_DEFINED(c.last_updated) 
+    AND NOT IS_NULL(c.last_updated)
+    AND c.last_updated < @cutoff_date
+"""
+```
+
+#### 2. Updated Docstring
+
+```python
+# Before
+"""Delete conversations that exceed the retention period based on last_activity_at."""
+
+# After
+"""Delete conversations that exceed the retention period based on last_updated."""
+```
+
+#### 3. Updated Result Dictionaries
+
+```python
+# Before
+deleted_details.append({
+    'id': conversation_id,
+    'title': conversation_title,
+    'last_activity_at': conv.get('last_activity_at')
+})
+
+# After
+deleted_details.append({
+    'id': conversation_id,
+    'title': conversation_title,
+    'last_updated': conv.get('last_updated')
+})
+```
+
+## Files Modified
+
+| File | Changes |
+|------|---------|
+| `config.py` | Version updated to `0.237.005` |
+| `functions_retention_policy.py` | Changed `last_activity_at` → `last_updated` in query, docstring, and result dictionaries |
+
+## Testing & Validation
+
+After the fix, retention policy execution should correctly identify and delete old conversations:
+
+```
+[DEBUG] [INFO]: Querying aged conversations: workspace_type=personal, retention_days=1
+[DEBUG] [INFO]: Found 3 aged conversations for personal workspace
+[DEBUG] [INFO]: Deleted conversation abc123 (Test Conversation) due to retention policy
+```
+
+### Test Scenarios
+
+| Scenario | Before Fix | After Fix |
+|----------|------------|-----------|
+| Conversation with valid `last_updated` older than retention | ❌ Not found (wrong field) | ✅ Deleted |
+| Conversation with valid `last_updated` newer than retention | ✅ Kept | ✅ Kept |
+| Conversation with null `last_updated` | ✅ Skipped | ✅ Skipped |
+
+## Schema Compatibility
+
+This fix ensures compatibility with all three conversation schemas that exist in production:
+
+| Schema | Messages Location | `last_updated` Field | Retention Works? |
+|--------|-------------------|---------------------|------------------|
+| 1 (Legacy) | Embedded in conversation | ✅ Present | ✅ Yes |
+| 2 (Middle) | Separate container | ✅ Present | ✅ Yes |
+| 3 (Current) | Separate container + threading | ✅ Present | ✅ Yes |
+
+## Version History
+
+| Version | Issue | Fix |
+|---------|-------|-----|
+| 0.237.003 | Initial retention policy implementation | N/A |
+| 0.237.004 | Conversations with null `last_activity_at` deleted | Required valid timestamp field |
+| 0.237.005 | Query used non-existent field | Changed to `last_updated` field |
+
+## Related Documentation
+
+- [v0.237.004 Null Last Activity Fix](../v0.237.004/RETENTION_POLICY_NULL_LAST_ACTIVITY_FIX.md)
+- [v0.236.012 NotFound Error Fix](../v0.236.012/RETENTION_POLICY_NOTFOUND_FIX.md)
+- [Retention Policy Feature Documentation](../../features/RETENTION_POLICY.md)

docs/explanation/release_notes.md

@@ -1,6 +1,21 @@
 <!-- BEGIN release_notes.md BLOCK -->
 # Feature Release
 
+### **(v0.237.005)**
+
+#### Bug Fixes
+
+*   **Retention Policy Field Name Fix**
+    *   Fixed retention policy to use the correct field name `last_updated` instead of the non-existent `last_activity_at` field.
+    *   **Root Cause**: The retention policy query was looking for `last_activity_at` field, but all conversation schemas (legacy and current) use `last_updated` to track the conversation's last modification time.
+    *   **Impact**: After the v0.237.004 fix, NO conversations were being deleted because the query required a field that doesn't exist on any conversation document.
+    *   **Schema Support**: Now correctly supports all 3 conversation schemas:
+        *   Schema 1 (legacy): Messages embedded in conversation document with `last_updated`
+        *   Schema 2 (middle): Messages in separate container with `last_updated`
+        *   Schema 3 (current): Messages with threading metadata with `last_updated`
+    *   **Solution**: Changed SQL query to use `last_updated` field which exists on all conversation documents.
+    *   (Ref: retention policy execution, conversation deletion, `delete_aged_conversations()`, `last_updated` field)
+
 ### **(v0.237.004)**
 
 #### Bug Fixes