Add default retention policy

application/single_app/config.py

@@ -88,7 +88,7 @@
 EXECUTOR_TYPE = 'thread'
 EXECUTOR_MAX_WORKERS = 30
 SESSION_TYPE = 'filesystem'
-VERSION = "0.236.007"
+VERSION = "0.236.011"
 
 
 SECRET_KEY = os.getenv('SECRET_KEY', 'dev-secret-key-change-in-production')

application/single_app/functions_activity_logging.py

@@ -1215,3 +1215,75 @@ def has_user_accepted_agreement_today(
         )
         debug_print(f"⚠️  Error checking user agreement acceptance: {str(e)}")
         return False
+
+
+def log_retention_policy_force_push(
+    admin_user_id: str,
+    admin_email: str,
+    scopes: list,
+    results: dict,
+    total_updated: int
+) -> None:
+    """
+    Log retention policy force push action to activity_logs container.
+
+    This creates a permanent audit record when an admin forces organization
+    default retention policies to be applied to all workspaces.
+
+    Args:
+        admin_user_id (str): User ID of the admin performing the force push
+        admin_email (str): Email of the admin performing the force push
+        scopes (list): List of workspace types affected (e.g., ['personal', 'group', 'public'])
+        results (dict): Breakdown of updates per workspace type
+        total_updated (int): Total number of workspaces/users updated
+    """
+
+    try:
+        # Create force push activity record
+        force_push_activity = {
+            'id': str(uuid.uuid4()),
+            'user_id': admin_user_id,  # Partition key
+            'activity_type': 'retention_policy_force_push',
+            'timestamp': datetime.utcnow().isoformat(),
+            'created_at': datetime.utcnow().isoformat(),
+            'admin': {
+                'user_id': admin_user_id,
+                'email': admin_email
+            },
+            'force_push_details': {
+                'scopes': scopes,
+                'results': results,
+                'total_updated': total_updated,
+                'executed_at': datetime.utcnow().isoformat()
+            },
+            'workspace_type': 'admin',
+            'workspace_context': {
+                'action': 'retention_policy_force_push'
+            }
+        }
+
+        # Save to activity_logs container for permanent audit trail
+        cosmos_activity_logs_container.create_item(body=force_push_activity)
+
+        # Also log to Application Insights for monitoring
+        log_event(
+            message=f"Retention policy force push executed by {admin_email} for scopes: {', '.join(scopes)}. Total updated: {total_updated}",
+            extra=force_push_activity,
+            level=logging.INFO
+        )
+
+        debug_print(f"✅ Retention policy force push logged: {scopes} by {admin_email}, updated {total_updated}")
+
+    except Exception as e:
+        # Log error but don't break the force push flow
+        log_event(
+            message=f"Error logging retention policy force push: {str(e)}",
+            extra={
+                'admin_user_id': admin_user_id,
+                'scopes': scopes,
+                'total_updated': total_updated,
+                'error': str(e)
+            },
+            level=logging.ERROR
+        )
+        debug_print(f"⚠️  Warning: Failed to log retention policy force push: {str(e)}")

application/single_app/functions_retention_policy.py

@@ -82,6 +82,47 @@ def get_all_public_workspaces():
         return []
 
 
+def resolve_retention_value(value, workspace_type, retention_type, settings=None):
+    """
+    Resolve a retention value, handling 'default' by looking up organization defaults.
+
+    Args:
+        value: The retention value ('none', 'default', or a number/string of days)
+        workspace_type: 'personal', 'group', or 'public'
+        retention_type: 'conversation' or 'document'
+        settings: Optional pre-loaded settings dict (to avoid repeated lookups)
+
+    Returns:
+        str or int: 'none' if no deletion, or the number of days as int
+    """
+    if value is None or value == 'default' or value == '':
+        # Look up the organization default
+        if settings is None:
+            settings = get_settings()
+
+        setting_key = f'default_retention_{retention_type}_{workspace_type}'
+        default_value = settings.get(setting_key, 'none')
+
+        # If the org default is also 'none', return 'none'
+        if default_value == 'none' or default_value is None:
+            return 'none'
+
+        # Return the org default as the effective value
+        try:
+            return int(default_value)
+        except (ValueError, TypeError):
+            return 'none'
+
+    # User/workspace has their own explicit value
+    if value == 'none':
+        return 'none'
+
+    try:
+        return int(value)
+    except (ValueError, TypeError):
+        return 'none'
+
+
 def execute_retention_policy(workspace_scopes=None, manual_execution=False):
     """
     Execute retention policy for specified workspace scopes.
@@ -185,6 +226,9 @@ def process_personal_retention():
         # Get all user settings
         all_users = get_all_user_settings()
 
+        # Pre-load settings once for efficiency
+        settings = get_settings()
+
         for user in all_users:
             user_id = user.get('id')
             if not user_id:
@@ -194,10 +238,15 @@ def process_personal_retention():
             user_settings = user.get('settings', {})
             retention_settings = user_settings.get('retention_policy', {})
 
-            conversation_retention_days = retention_settings.get('conversation_retention_days', 'none')
-            document_retention_days = retention_settings.get('document_retention_days', 'none')
+            # Get raw values (may be 'default', 'none', or a number)
+            raw_conversation_days = retention_settings.get('conversation_retention_days')
+            raw_document_days = retention_settings.get('document_retention_days')
 
-            # Skip if both are set to "none"
+            # Resolve to effective values (handles 'default' -> org default lookup)
+            conversation_retention_days = resolve_retention_value(raw_conversation_days, 'personal', 'conversation', settings)
+            document_retention_days = resolve_retention_value(raw_document_days, 'personal', 'document', settings)
+
+            # Skip if both resolve to "none"
             if conversation_retention_days == 'none' and document_retention_days == 'none':
                 continue
 
@@ -273,6 +322,9 @@ def process_group_retention():
         # Get all groups
         all_groups = get_all_groups()
 
+        # Pre-load settings once for efficiency
+        settings = get_settings()
+
         for group in all_groups:
             group_id = group.get('id')
             if not group_id:
@@ -281,10 +333,15 @@ def process_group_retention():
             # Get group's retention settings
             retention_settings = group.get('retention_policy', {})
 
-            conversation_retention_days = retention_settings.get('conversation_retention_days', 'none')
-            document_retention_days = retention_settings.get('document_retention_days', 'none')
+            # Get raw values (may be 'default', 'none', or a number)
+            raw_conversation_days = retention_settings.get('conversation_retention_days')
+            raw_document_days = retention_settings.get('document_retention_days')
+
+            # Resolve to effective values (handles 'default' -> org default lookup)
+            conversation_retention_days = resolve_retention_value(raw_conversation_days, 'group', 'conversation', settings)
+            document_retention_days = resolve_retention_value(raw_document_days, 'group', 'document', settings)
 
-            # Skip if both are set to "none"
+            # Skip if both resolve to "none"
             if conversation_retention_days == 'none' and document_retention_days == 'none':
                 continue
 
@@ -359,6 +416,9 @@ def process_public_retention():
         # Get all public workspaces
         all_workspaces = get_all_public_workspaces()
 
+        # Pre-load settings once for efficiency
+        settings = get_settings()
+
         for workspace in all_workspaces:
             workspace_id = workspace.get('id')
             if not workspace_id:
@@ -367,10 +427,15 @@ def process_public_retention():
             # Get workspace's retention settings
             retention_settings = workspace.get('retention_policy', {})
 
-            conversation_retention_days = retention_settings.get('conversation_retention_days', 'none')
-            document_retention_days = retention_settings.get('document_retention_days', 'none')
+            # Get raw values (may be 'default', 'none', or a number)
+            raw_conversation_days = retention_settings.get('conversation_retention_days')
+            raw_document_days = retention_settings.get('document_retention_days')
+
+            # Resolve to effective values (handles 'default' -> org default lookup)
+            conversation_retention_days = resolve_retention_value(raw_conversation_days, 'public', 'conversation', settings)
+            document_retention_days = resolve_retention_value(raw_document_days, 'public', 'document', settings)
 
-            # Skip if both are set to "none"
+            # Skip if both resolve to "none"
             if conversation_retention_days == 'none' and document_retention_days == 'none':
                 continue
 

application/single_app/functions_settings.py

@@ -276,6 +276,15 @@ def get_settings(use_cosmos=False):
         'retention_conversation_max_days': 3650,  # ~10 years
         'retention_document_min_days': 1,
         'retention_document_max_days': 3650,  # ~10 years
+        # Default retention policies for each workspace type
+        # 'none' means no automatic deletion (users can still set their own)
+        # Numeric values (e.g., 30, 60, 90, 180, 365, 730) represent days
+        'default_retention_conversation_personal': 'none',
+        'default_retention_document_personal': 'none',
+        'default_retention_conversation_group': 'none',
+        'default_retention_document_group': 'none',
+        'default_retention_conversation_public': 'none',
+        'default_retention_document_public': 'none',
     }
 
     try:

application/single_app/requirements.txt

@@ -4,7 +4,7 @@ azure-monitor-query==1.4.1
 Flask==2.2.5
 Flask-WTF==1.2.1
 gunicorn
-Werkzeug==3.1.4
+Werkzeug==3.1.5
 requests==2.32.4
 openai==1.67
 docx2txt==0.8
@@ -49,7 +49,7 @@ azure-monitor-opentelemetry==1.6.13
 psycopg2-binary==2.9.10
 cython
 pyyaml==6.0.2
-aiohttp==3.12.15
+aiohttp==3.13.3
 html2text==2025.4.15
 matplotlib==3.10.7
 azure-cognitiveservices-speech==1.47.0