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Add Tier Downgrade Support for Case Retention Policy with Auto-Adjustment and Admin Warning#8773

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sanjacornelius wants to merge 4 commits intoepic/FOUR-29101from
observation/FOUR-30459
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Add Tier Downgrade Support for Case Retention Policy with Auto-Adjustment and Admin Warning#8773
sanjacornelius wants to merge 4 commits intoepic/FOUR-29101from
observation/FOUR-30459

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@sanjacornelius sanjacornelius commented Apr 9, 2026 •
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Issue & Reproduction Steps

This PR implements support for handling tier downgrades in the Case Retention Policy. When a client downgrades their tier, any configured process retention periods that exceed the new tier’s maximum limit are automatically adjusted to comply with the new constraints.

Additionally, a warning message is surfaced to admin users for a 24-hour period to notify them of the automatic adjustment.

Solution

  • Introduced CaseRetentionTierService to:
    • Retrieve the maximum allowed retention period for the current tier
    • Automatically clamp process retention values to the allowed maximum
  • Implemented auto-adjustment logic:
    • Example: If a process is configured for 5 years (Tier 3 max) and the client is downgraded to Tier 2 (3 year max), the retention period is automatically updated to 3 years
  • Added UI warning for affected processes (visible to admin users for 24 hours)

How to Test

  1. Ensure tenant tier is set to Level 3
  2. Create processes with retention periods: six_months, one_year, three_years, five_years
  3. Downgrade the tier to Level 2
  4. Run:
    • php artisan optimize:clear
    • Restart Horizon
  5. Execute:
    • TENANT=[TENANT_ID] php artisan cases:retention:evaluate
  6. Navigate to Designer → Processes listing page
  7. Locate processes previously set above the Tier 2 limit (greater than 3 years)
  8. Verify:
    • A warning message is displayed for affected processes
  9. Open process configuration and confirm:
    • Retention period is adjusted to 3 years
  10. Repeat downgrade (Tier 2 → Tier 1) and verify:
    • Retention is adjusted to 1 year for any processes exceeding the limit

Related Tickets & Packages

ci:deploy

Code Review Checklist

  • I have pulled this code locally and tested it on my instance, along with any associated packages.
  • This code adheres to ProcessMaker Coding Guidelines.
  • This code includes a unit test or an E2E test that tests its functionality, or is covered by an existing test.
  • This solution fixes the bug reported in the original ticket.
  • This solution does not alter the expected output of a component in a way that would break existing Processes.
  • This solution does not implement any breaking changes that would invalidate documentation or cause existing Processes to fail.
  • This solution has been tested with enterprise packages that rely on its functionality and does not introduce bugs in those packages.
  • This code does not duplicate functionality that already exists in the framework or in ProcessMaker.
  • This ticket conforms to the PRD associated with this part of ProcessMaker.

@sanjacornelius
Support retention downgrades: Add case retention tier service and int…
b936593 
…egration

Introduce CaseRetentionTierService to manage tier-driven case retention rules and notices. Integrate the service into ProcessController to expose an admin-only adjustment notice flag, clear notice properties when an admin changes retention_period, and preserve notice keys when restoring process properties. Update EvaluateProcessRetentionJob to clamp process retention to the current tier (logging and refreshing the model when a clamp occurs). The service provides allowed-period lookup, period normalization, a 24-hour admin notice window, and a clamp operation that updates retention_period, retention_updated_at, clears retention_updated_by, and records when to show the notice.
@sanjacornelius
Add retention-shortening message to en.json
e833af2 
Insert an English translation entry informing users that case retention was automatically shortened to match their subscription tier and that the new retention period applies immediately.
@sanjacornelius
Use tier-allowed periods when evaluating retention
0d3e40c 
Resolve allowed retention periods once in the command and pass them to the queued job to avoid re-resolving per process. Add PERIOD_MONTHS and longestAllowedPeriod() to determine the longest period by duration (not array order). Update EvaluateProcessRetentionJob to accept optional tierAllowedPeriods and clampProcessRetentionToCurrentTier() to use the provided list when present; clamp now sets the retention to the longest allowed period. Minor docblock and logging updates.
@sanjacornelius
Expose retention tier notice and show warning
91da6b1 
Add a boolean case_retention_tier_adjustment_notice field to the Process API resource (defaults to false) so clients can detect when case retention was automatically shortened to match the subscription tier. Update the frontend ProcessMixin to append a localized warning message to process.warningMessages when this flag is true, informing users the new retention period applies immediately.
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processmaker-sonarqube bot commented Apr 9, 2026

Quality Gate passed Quality Gate passed

Issues
0 New issues
0 Accepted issues

Measures
0 Security Hotspots
No data about Coverage
No data about Duplication

See analysis details on SonarQube

@Kookster310
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Kookster310 commented Apr 9, 2026

QA server K8S was successfully deployed https://ci-b9748f55a0.engk8s.processmaker.net

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@sanjacornelius @Kookster310