fix(knowledge): make indexing and connector recovery durable

Author: icecrasher321

apps/sim/app/api/webhooks/outbox/process/route.ts

@@ -15,6 +15,7 @@ import { withRouteHandler } from '@/lib/core/utils/with-route-handler'
 import { directGrantOutboxHandlers } from '@/lib/invitations/direct-grant'
 import { slackSearchOutboxHandlers } from '@/lib/knowledge/application/slack-search/outbox'
 import { knowledgeDocumentProcessingOutboxHandlers } from '@/lib/knowledge/documents/processing-outbox-handler'
+import { recoverKnowledgeDocumentProcessing } from '@/lib/knowledge/documents/processing-recovery'
 import { organizationResourceCleanupOutboxHandlers } from '@/lib/organizations/resource-cleanup'
 import { workspaceFileLiveDocOutboxHandlers } from '@/lib/uploads/contexts/workspace/workspace-file-live-doc-outbox'
 import { workspaceFileStorageCleanupOutboxHandlers } from '@/lib/uploads/contexts/workspace/workspace-file-storage-cleanup-outbox'
@@ -53,12 +54,22 @@ export const GET = withRouteHandler(async (request: NextRequest) => {
       return authError
     }
 
+    const startedAt = Date.now()
     const result = await processOutboxEvents(handlers, {
       batchSize: 500,
-      maxRuntimeMs: 790_000,
+      maxRuntimeMs: 760_000,
       minRemainingMs: 95_000,
     })
 
+    let recoveredDocuments = 0
+    try {
+      if (Date.now() - startedAt < 770_000) {
+        recoveredDocuments = await recoverKnowledgeDocumentProcessing()
+      }
+    } catch {
+      logger.error('Stored document recovery failed', { requestId })
+    }
+
     // Reap fork background-work rows stuck `processing` past their TTL (worker crash /
     // restart has no in-task hook). Independent of the outbox; a failure here must not
     // fail the outbox run, so it's guarded separately.
@@ -69,13 +80,19 @@ export const GET = withRouteHandler(async (request: NextRequest) => {
       logger.error('Background-work reap failed', { requestId, error: toError(error).message })
     }
 
-    logger.info('Outbox processing completed', { requestId, ...result, reapedBackgroundWork })
+    logger.info('Outbox processing completed', {
+      requestId,
+      ...result,
+      reapedBackgroundWork,
+      recoveredDocuments,
+    })
 
     return NextResponse.json({
       success: true,
       requestId,
       result,
       reapedBackgroundWork,
+      recoveredDocuments,
     })
   } catch (error) {
     logger.error('Outbox processing failed', { requestId, error: toError(error).message })

apps/sim/background/knowledge-connector-member-sync.ts

@@ -13,12 +13,19 @@ import { MEMBER_SYNC_MAX_DURATION_SECONDS } from '@/lib/knowledge/connectors/syn
 
 const logger = createLogger('TriggerKnowledgeConnectorMemberSync')
 
-export type MemberSyncTaskOutcome = 'completed' | 'partial' | 'skipped' | 'failed'
+export type MemberSyncTaskOutcome = 'completed' | 'partial' | 'skipped' | 'failed' | 'deferred'
 
 /** A run is partial when any member or document failed; skipped and failed mirror the content task. */
 export function classifyMemberSyncResult(result: MemberSyncResult): MemberSyncTaskOutcome {
   if (result.skipReason) return 'skipped'
   if (result.error) return 'failed'
+  if (
+    result.deferred &&
+    result.docsFailed === 0 &&
+    result.processingDispatch.failed === 0 &&
+    result.membersFailed === 0
+  )
+    return 'deferred'
   if (
     result.listingIncomplete ||
     result.membersIncomplete > 0 ||
@@ -49,6 +56,7 @@ export async function executeMemberSyncJob(payload: unknown) {
     logger.info(`[${requestId}] Member sync completed`, {
       connectorId,
       outcome,
+      deferred: result.deferred,
       membersClaimed: result.membersClaimed,
       membersCompleted: result.membersCompleted,
       membersIncomplete: result.membersIncomplete,

apps/sim/background/knowledge-connector-sync.test.ts

@@ -140,6 +140,34 @@ describe('knowledge connector sync worker', () => {
     await expect(run).rejects.toThrow('Connector sync partially failed')
   })
 
+  it('completes a durably scheduled capacity wait while preserving existing source failures', async () => {
+    mockAssertConnectorSyncPayload.mockReturnValue({
+      connectorId: 'connector-1',
+      requestId: 'request-1',
+      billingAttribution: BILLING_ATTRIBUTION,
+    })
+    const base = await mockExecuteSync()
+    const waiting = {
+      ...base,
+      listingIncomplete: true,
+      deferred: {
+        reason: 'admission_timeout',
+        providerId: 'github-rest',
+        nextSyncAt: '2026-09-01T00:00:00Z',
+      },
+    }
+    mockExecuteSync.mockResolvedValue(waiting)
+    expect(await executeConnectorSyncJob({})).toMatchObject({
+      outcome: 'deferred',
+      success: false,
+      deferred: waiting.deferred,
+    })
+    mockExecuteSync.mockResolvedValue({ ...waiting, docsFailed: 1 })
+    await expect(executeConnectorSyncJob({})).rejects.toThrow('partially failed')
+    mockExecuteSync.mockResolvedValue({ ...waiting, error: 'Retry persistence failed' })
+    await expect(executeConnectorSyncJob({})).rejects.toThrow('Retry persistence failed')
+  })
+
   it('does not turn intentionally skipped source files into a task failure', () => {
     expect(
       classifyConnectorSyncResult({

apps/sim/background/knowledge-connector-sync.ts

@@ -10,7 +10,7 @@ import type { SyncResult } from '@/connectors/types'
 
 const logger = createLogger('TriggerKnowledgeConnectorSync')
 
-export type ConnectorSyncTaskOutcome = 'completed' | 'partial' | 'skipped' | 'failed'
+export type ConnectorSyncTaskOutcome = 'completed' | 'partial' | 'skipped' | 'failed' | 'deferred'
 
 /**
  * Separates source-sync failures from expected queue/lock no-ops. Intentional
@@ -20,6 +20,8 @@ export type ConnectorSyncTaskOutcome = 'completed' | 'partial' | 'skipped' | 'fa
 export function classifyConnectorSyncResult(result: SyncResult): ConnectorSyncTaskOutcome {
   if (result.skipReason) return 'skipped'
   if (result.error) return 'failed'
+  if (result.deferred && result.docsFailed === 0 && result.processingDispatch.failed === 0)
+    return 'deferred'
   if (result.listingIncomplete || result.docsFailed > 0 || result.processingDispatch.failed > 0)
     return 'partial'
   return 'completed'
@@ -61,6 +63,7 @@ export async function executeConnectorSyncJob(payload: unknown) {
     logger.info(`[${requestId}] Connector sync completed`, {
       connectorId,
       outcome: classifyConnectorSyncResult(result),
+      deferred: result.deferred,
       added: result.docsAdded,
       updated: result.docsUpdated,
       deleted: result.docsDeleted,