fix(workflows): ship built-ins disabled for first beta + enabled-based mutex + admin sentinel

Per review: the four cutover built-ins (dunning, gallery_expiring,
gallery_expired, pre_event_email) now ship enabled:false. The mutual-exclusion
guards revert to ENABLED-based (isBuiltinFlowActive, not existence) so the
legacy paths keep running until the admin enables a built-in — enabling cuts
over, disabling reverts to legacy (fixes concern #4's "disable = silent dark"
foot-gun; no automation goes dark on upgrade).

admin_toggled_at sentinel (migration 148) marks admin ownership; the boot
re-seeder applies a shipped default-flip (enabled→disabled) only to
never-touched built-ins and never overwrites an admin's enable/disable/edit
(nit #1). SEED_VERSIONs bumped so the disabled default propagates.

Nit: applyReminder unlinks the just-rendered Mahnung PDF if queueEmail throws
(no orphan file).

backend/migrations/core/148_add_workflow_admin_toggled_at.js

@@ -0,0 +1,24 @@
+/**
+ * Migration 148: mark when an admin has taken ownership of a (built-in) workflow.
+ *
+ * The boot seeder re-seeds a built-in on a SEED_VERSION bump and applies the new
+ * default `enabled` state. Without a sentinel that would re-flip a flow the
+ * admin had deliberately enabled/disabled. `admin_toggled_at` is stamped on any
+ * admin enable/disable or edit; the seeder then leaves that flow alone. Nullable
+ * → existing rows are treated as never-touched (seed defaults apply once).
+ */
+exports.up = async function (knex) {
+  if (!(await knex.schema.hasTable('workflows'))) return;
+  if (!(await knex.schema.hasColumn('workflows', 'admin_toggled_at'))) {
+    await knex.schema.alterTable('workflows', (t) => {
+      t.timestamp('admin_toggled_at');
+    });
+  }
+};
+
+exports.down = async function (knex) {
+  if (!(await knex.schema.hasTable('workflows'))) return;
+  if (await knex.schema.hasColumn('workflows', 'admin_toggled_at')) {
+    await knex.schema.alterTable('workflows', (t) => t.dropColumn('admin_toggled_at'));
+  }
+};

backend/src/services/_workflowSeedBoot.js

@@ -206,16 +206,20 @@ function buildGalleryExpiredGraph() {
 
 // Built-in registry. `version` is the SEED_VERSION — bump when a graph changes
 // (or to re-assert the default `enabled` state) so a never-admin-touched copy is
-// re-seeded on boot. `enabled` is the cutover default: the live automations
+// re-seeded on boot. `enabled` is the seed default.
-// (dunning, gallery expiry, pre-event) ship ENABLED and their legacy hardcoded
+//
-// paths stand down (isBuiltinFlowActive guards), so behaviour is preserved with
+// FIRST-BETA POSTURE (review feedback): all built-ins ship DISABLED. The legacy
-// zero double-send. Illustrative/stub flows (booking) ship disabled.
+// hardcoded paths keep running by default (the mutual-exclusion guards are
-//   invoice_dunning v5 = enabled-by-default cutover (was v4: collections handoff).
+// enabled-based, so they only stand down once the admin ENABLES the matching
+// built-in — a deliberate, per-install cutover). Enabling reverts to legacy.
+// Once the prefetch-safe approval interstitial has soaked in beta, flip the
+// three notification built-ins back to enabled-by-default in a follow-up.
+//   invoice_dunning v6 = ship disabled (was v5 enabled-by-default).
 const BUILTINS = [
   {
     key: DUNNING_KEY,
-    version: 5,
+    version: 6,
-    enabled: true,
+    enabled: false,
     name: 'Invoice dunning (built-in)',
     trigger_type: 'invoice.sent',
     trigger_config: {},
@@ -223,9 +227,9 @@ const BUILTINS = [
       'Drives overdue dunning through the engine: wait to the due date, then up to '
       + 'three payment-check cycles. Each cycle fires the existing admin confirm-payment '
       + 'email (the gate), which applies reminders + Mahngebühr via the proven payment-check '
-      + 'flow; after the cycles exhaust it hands the case to collections. ENABLED by default; '
+      + 'flow; after the cycles exhaust it hands the case to collections. DISABLED by default — '
-      + 'while it is enabled the hardcoded reminder ladder is skipped automatically, so the two '
+      + 'the hardcoded reminder ladder keeps running until you enable this; enabling cuts over to '
-      + 'never double-send. Reminder timing is now edited here (no longer in Settings → CRM).',
+      + 'the engine (the ladder then stands down so the two never double-send), disabling reverts.',
     build: async () => {
       const firstDays = Number(await getAppSetting('crm_invoices_reminder_first_days')) || 14;
       const secondDays = Number(await getAppSetting('crm_invoices_reminder_second_days')) || 30;
@@ -235,50 +239,49 @@ const BUILTINS = [
   },
   {
     key: 'gallery_expiring',
-    version: 1,
+    version: 2,
-    enabled: true,
+    enabled: false,
     name: 'Gallery expiring (built-in)',
     trigger_type: 'gallery.expiring',
     trigger_config: {},
     description:
       'When a gallery is approaching its expiry date, email the customer the expiration warning. '
-      + 'ENABLED by default; it delegates to the same email the hourly expiration checker used to '
+      + 'DISABLED by default; the hourly expiration checker keeps sending the warning until you '
-      + 'send, and that legacy email stands down while this flow is on (no double-send). Edit or '
+      + 'enable this, which delegates to the identical email and stands the legacy send down. '
-      + 'extend it here (e.g. add a final-download nudge).',
+      + 'Edit or extend it here (e.g. add a final-download nudge).',
     build: async () => buildGalleryExpiringGraph(),
   },
   {
     key: 'gallery_expired',
-    version: 1,
+    version: 2,
-    enabled: true,
+    enabled: false,
     name: 'Gallery expired (built-in)',
     trigger_type: 'gallery.expired',
     trigger_config: {},
     description:
       'When a gallery passes its expiry, email the customer (and admin) that it has expired. '
-      + 'ENABLED by default; delegates to the same email the expiration checker used to send, '
+      + 'DISABLED by default; the expiration checker keeps sending it until you enable this, which '
-      + 'and that legacy email stands down while this flow is on. The gallery is still archived '
+      + 'delegates to the identical email and stands the legacy send down. The gallery is still '
-      + 'automatically regardless of this flow.',
+      + 'archived automatically regardless of this flow.',
     build: async () => buildGalleryExpiredGraph(),
   },
   {
     key: 'pre_event_email',
-    version: 2,
+    version: 3,
-    enabled: true,
+    enabled: false,
     name: 'Pre-event reminder (built-in)',
     trigger_type: 'event.date_approaching',
     // daysBefore seeds the scheduler emitter from the current global setting so
-    // upgrades preserve timing; per-event offset overrides still win. This flow
+    // enabling preserves timing; per-event offset overrides still win.
-    // is now the source of truth for the lead time (was Settings → Reminder emails).
     trigger_config: async () => {
       const d = Number(await getAppSetting('crm_event_reminders_days_before'));
       return { daysBefore: Number.isFinite(d) && d >= 0 ? d : 2 };
     },
     description:
-      'A few days before the event date, send the customer the pre-event reminder. ENABLED by '
+      'A few days before the event date, send the customer the pre-event reminder. DISABLED by '
-      + 'default; the notify_pre_event action delegates to the proven reminder logic (per-type '
+      + 'default; the legacy reminder pass keeps running until you enable this, which delegates to '
-      + 'template, per-event override, send-once), and the legacy reminder pass stands down while '
+      + 'the proven reminder logic (per-type template, per-event override, send-once) and stands '
-      + 'this flow is on. Lead time = daysBefore in the trigger config (seeded from your old '
+      + 'the legacy pass down. Lead time = daysBefore in the trigger config (seeded from your old '
       + 'global setting); per-event overrides on the event page still apply.',
     build: async () => buildPreEventEmailGraph(),
   },
@@ -363,14 +366,14 @@ async function seedOneBuiltin(db, logger, def) {
   const existing = await db('workflows').where({ builtin_key: def.key }).first();
 
   if (existing) {
-    // Re-seed only a never-admin-activated copy whose SEED_VERSION moved on. An
+    // Never touch a built-in the admin has taken ownership of (enabled/disabled
-    // already-ENABLED built-in is the admin's live (possibly customised) flow —
+    // or edited it) — admin_toggled_at is the sentinel (migration 148). For a
-    // never overwrite it. The version bump carries the cutover default (incl.
+    // never-touched copy, re-seed on a SEED_VERSION bump and (re-)apply the seed
-    // flipping a still-disabled flow to enabled); the cutover targets flows that
+    // default `enabled`, so a shipped default flip (e.g. enabled→disabled for
-    // shipped disabled and were never touched, so this leaves admin choices alone.
+    // first beta) propagates to installs the admin hasn't customised.
     const storedVersion = Number(parseSeedConfig(existing.trigger_config).seedVersion) || 0;
-    const isEnabled = existing.enabled === true || existing.enabled === 1;
+    const adminOwned = !!existing.admin_toggled_at;
-    if (isEnabled || storedVersion >= def.version) return;
+    if (adminOwned || storedVersion >= def.version) return;
 
     const newVersion = (existing.version || 1) + 1;
     await db.transaction(async (trx) => {

backend/src/services/eventReminderService.js

@@ -128,13 +128,13 @@ async function runEventReminderPass() {
     return { scanned: 0, sent: 0, skipped: 0, disabled: true };
   }
 
-  // Mutual exclusion with the workflow engine: once the pre_event_email built-in
+  // Mutual exclusion with the workflow engine: the legacy pass stands down only
-  // is seeded (flag on), the engine OWNS the reminder — it sends via the
+  // when the pre_event_email built-in is ENABLED (then the engine sends via the
-  // notify_pre_event action when the flow is enabled, or nothing when the admin
+  // notify_pre_event action). If the flow is disabled, this legacy pass keeps
-  // disabled it. Either way the legacy pass stands down so the two never
+  // running — so the built-ins can ship disabled without going dark, and
-  // double-send. Fails closed → legacy pass keeps running if the subsystem is down.
+  // disabling a built-in cleanly reverts to the legacy path. Fails closed.
   try {
-    if (await require('./workflows').isBuiltinFlowPresent('pre_event_email')) {
+    if (await require('./workflows').isBuiltinFlowActive('pre_event_email')) {
       return { scanned: 0, sent: 0, skipped: 0, byWorkflow: true };
     }
   } catch (_) { /* workflow subsystem down → keep the legacy pass running */ }

backend/src/services/expirationChecker.js

@@ -26,12 +26,14 @@ async function checkExpirations() {
     // but skip the LEGACY email so the two never double-send. State transitions
     // (is_active=false, archive) always run regardless — they're the expiry
     // mechanic, not the notification.
-    // Existence-based: once the built-in is seeded the engine OWNS the email, so
+    // Enabled-based mutual exclusion: the legacy email stands down only when the
-    // the legacy send stands down whether the flow is enabled (it sends) or
+    // matching built-in is ENABLED (then its action sends the identical mail). A
-    // disabled (admin turned it off). The trigger is still emitted regardless.
+    // disabled built-in leaves the legacy send running — so the flows can ship
-    const { isBuiltinFlowPresent } = require('./workflows');
+    // disabled without galleries going un-notified, and disabling a flow reverts
-    const warningFlowOwns = await isBuiltinFlowPresent('gallery_expiring');
+    // to legacy. The trigger is still emitted regardless (for any custom flows).
-    const expiredFlowOwns = await isBuiltinFlowPresent('gallery_expired');
+    const { isBuiltinFlowActive } = require('./workflows');
+    const warningFlowOwns = await isBuiltinFlowActive('gallery_expiring');
+    const expiredFlowOwns = await isBuiltinFlowActive('gallery_expired');
 
     // Check for events needing warning emails
     // Skip events with null expires_at (they never expire)

backend/src/services/invoiceService.js

@@ -2765,20 +2765,27 @@ async function applyReminder(invoice, lineItems, level, adminId) {
   attachments.push({ filename: `${fresh.invoice_number}_Mahnung.pdf`, contentPath: mahnungPath, contentType: 'application/pdf' });
 
   const { to: reminderTo, cc: reminderCc } = resolveBillingRecipients(customer, invoice.cc_pdf_email);
-  await emailProcessor.queueEmail(invoice.event_id || null, reminderTo, templateKey, {
+  try {
-    invoice_number: invoice.invoice_number,
+    await emailProcessor.queueEmail(invoice.event_id || null, reminderTo, templateKey, {
-    customer_name: customer.display_name || customer.first_name || customer.email.split('@')[0],
+      invoice_number: invoice.invoice_number,
-    total_amount: formatMajor(invoice.total_amount_minor, invoice.currency, locale),
+      customer_name: customer.display_name || customer.first_name || customer.email.split('@')[0],
-    new_total_amount: formatMajor(newTotal, invoice.currency, locale),
+      total_amount: formatMajor(invoice.total_amount_minor, invoice.currency, locale),
-    outstanding_amount: formatMajor(outstandingMinor, invoice.currency, locale),
+      new_total_amount: formatMajor(newTotal, invoice.currency, locale),
-    paid_amount: formatMajor(invoice.paid_amount_minor, invoice.currency, locale),
+      outstanding_amount: formatMajor(outstandingMinor, invoice.currency, locale),
-    late_fee_amount: formatMajor(lateFeeGross, invoice.currency, locale),
+      paid_amount: formatMajor(invoice.paid_amount_minor, invoice.currency, locale),
-    due_date: formatShortDate(invoice.due_date),
+      late_fee_amount: formatMajor(lateFeeGross, invoice.currency, locale),
-    days_overdue: daysOverdue,
+      due_date: formatShortDate(invoice.due_date),
-    cc: reminderCc,
+      days_overdue: daysOverdue,
-    attachments,
+      cc: reminderCc,
-  // Dunning reminders are relationship mail — hold to business hours.
+      attachments,
-  }, { respectBusinessHours: true });
+    // Dunning reminders are relationship mail — hold to business hours.
+    }, { respectBusinessHours: true });
+  } catch (err) {
+    // Don't leave the just-rendered Mahnung PDF orphaned on disk if queueing the
+    // email failed — it would only be reachable via the next reminder anyway.
+    try { fs.unlinkSync(mahnungPath); } catch (_) { /* best-effort cleanup */ }
+    throw err;
+  }
 
   try {
     await logActivity('invoice_reminder_sent', { invoiceId: invoice.id, level, lateFeeMinor: lateFeeGross },
@@ -3447,14 +3454,15 @@ async function runScheduledTasks() {
   // Throttled to one email per 24h per invoice via
   // invoices.last_payment_check_at.
   const remindersEnabled = await getAppSetting('crm_invoices_reminders_enabled');
-  // Mutual exclusion with the workflow engine: once the invoice_dunning built-in
+  // Mutual exclusion with the workflow engine: the hardcoded ladder stands down
-  // is seeded (flag on), the engine OWNS dunning and is the single switch — it
+  // only when the invoice_dunning built-in is ENABLED (then the engine fires the
-  // fires the payment-check emails when the flow is enabled, or nothing when the
+  // payment-check emails). A disabled built-in leaves this ladder running — so
-  // admin disabled it. Either way the hardcoded ladder stands down so the two
+  // the flow can ship disabled without dunning going dark, and disabling the
-  // never double-send. Fails closed → ladder stays on if the subsystem is down.
+  // flow reverts to the ladder. Fails closed → ladder stays on if the subsystem
+  // is down.
   let engineDrivesDunning = false;
   try {
-    engineDrivesDunning = await require('./workflows').isBuiltinFlowPresent('invoice_dunning');
+    engineDrivesDunning = await require('./workflows').isBuiltinFlowActive('invoice_dunning');
   } catch (_) { /* workflows tables absent / flag system down → ladder stays on */ }
   if (remindersEnabled !== false && !engineDrivesDunning) {
     const firstDays  = ensureInt(await getAppSetting('crm_invoices_reminder_first_days')) || 14;