Leads created_by / updated_by (leads 1.6.0) — Production Readiness Audit

Field	Value
Date	2026-09-26
Status	Go for production after migrate-first deploy + staging smoke
Scope	Tenant Leads module catalog 1.5.0 → 1.6.0 — denormalized created_by / updated_by, list/board/export filters, SPA columns + filters + overview
Backend	Columns + batched activity backfill; LeadService write + note/tag/follow-up touch paths; list/board filters (system = null); API creator / updater; catalog bump + CatalogSeeder; Pest LeadCreatedByUpdatedByTest
Frontend	Table columns, Created by / Updated by filters (ActorFilterSelect), board badge, peek + record overview; Playwright leads.created-by.spec.ts; import e2e queue-worker hint
Docs	User / developer / API / database + changelog + hubs 1.6.0 + this audit

Companion docs: Leads deploy · Upgrade · User guide · Developer guide · API · Changelog · Playwright

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Executive summary

Operators needed fast “who created / who last changed this lead?” filters without joining lead_activities on every list/board query. This ship denormalizes leads.created_by and leads.updated_by (nullable FKs → users, nullOnDelete), backfills from existing activity on migrate (batched), and keeps columns in sync on create/update/convert/restore/delete and notes / tag sync / follow-up mutations going forward.

SPA adds table columns, list filters (including System for null actors), board “By …” badge, and peek/record overview fields. No new permissions, no platform-shell changes (platform freeze).

Go / No-Go: Go — all audit residuals remediated.

Gate	Result
Migrate-only catalog bump leads 1.5.0 → 1.6.0 + CatalogSeeder sync	Pass
Schema: nullable FKs + `(tenant_id, created_by	updated_by)` indexes
Batched backfill from lead_activities (created type → earliest actor → latest updater)	Pass
LeadService::create sets both from authenticated actor; system/webhook leaves null	Pass
Notes / tags / follow-ups stamp updated_by when actor present	Pass (I1 remediated)
Client cannot mass-assign created_by / updated_by (update fill allowlist)	Pass
List/board/stats share created_by / updated_by filters (system → whereNull)	Pass
Eager load creator / updater; API embeds + export columns	Pass
Import / Meta / custom webhook use LeadService::create (actor or null)	Pass
Duplicate-notification path prefers created_by over activity scan	Pass
Pest LeadCreatedByUpdatedByTest (4)	Pass (35 assertions, local 2026-09-26)
Playwright leads.created-by.spec.ts one-session human flow	Pass
Import e2e documents / fails clearly without imports worker	Pass (I2 remediated)
User / developer / API / database / changelog / roadmap hubs	Pass
New permission / env / queue / seeder required for cutover	N/A

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Security summary

Control	Status
No new endpoints or Spatie permissions	Pass
Module gate module:leads + existing leads.* unchanged	Pass
Tenant isolation unchanged (columns on tenant leads)	Pass
Request payloads cannot set actor columns	Pass
Filter values are user id or system — no extra PII beyond existing list embeds	Pass
Soft-delete / restore still permission-gated; restore stamps updated_by	Pass

Findings

ID	Severity	Item	Disposition
I1	Info	Notes, tags, follow-ups alone did not bump updated_by	Remediated — LeadService stamps updated_by on note add, tag sync (when tags/follow-up change), follow-up create/update/complete
L1	Low	Migrate backfill was O(leads × 2) per-row activity lookups	Remediated — chunk 500 with aggregate MIN/MAX activity id queries per chunk
L2	Low	Pre-created activity leads stayed null	Remediated — fall back to earliest activity with user_id for created_by; latest actor (else created_by) for updated_by. True orphans remain System
I2	Info	Playwright import specs timed out without queue worker	Remediated — npm run test:e2e:leads prints worker hint; import helper throws actionable Status:completed timeout; import spec documents worker command

No open residuals.

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Change inventory

Backend

• Migration 2026_09_26_112037_add_created_by_and_updated_by_to_leads_table — columns, FKs, indexes, batched activity backfill with created-type + earliest-actor fallbacks.
• Migration 2026_09_26_112040_bump_leads_module_to_1_6_0 — DefaultModuleRegistrar::bumpVersion('leads', '1.6.0').
• Migration 2026_09_26_133208_remediates_leads_created_by_updated_by_backfill — idempotent re-fill for rows still null (L1/L2 remediations on already-migrated DBs).
• CatalogSeeder leads version 1.6.0.
• Lead model: fillable + creator / updater relations.
• LeadService: create stamps; update/assign/stage/convert/restore/delete; notes/tags/follow-ups via touchUpdatedBy; list/board filters; eager loads.
• ListLeadResource (+ show resources): created_by / updated_by + embedded users.
• LeadsExport: Created by / Updated by name columns.
• LeadEventSubscriber: duplicate notify prefers created_by.
• Factory / Pest: LeadCreatedByUpdatedByTest (create/update, filters, system, touch paths).

Frontend

• ActorFilterSelect + leads list filters / URL params.
• Table columns, board badge, peek + record overview.
• Types: lead creator / updater.
• Playwright: e2e/tests/leads/leads.created-by.spec.ts; import queue-worker hint + clear timeout error.

Docs

• Changelog delivery note; user guide + overview; developer guide; API query params; database schema; product roadmap hubs 1.6.0.
• This production readiness audit (residuals closed); Upgrade + Leads deploy + Playwright cross-links.

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Test evidence

Suite	Result	Notes
herd php artisan test --compact tests/Feature/Tenant/Lead/LeadCreatedByUpdatedByTest.php	4 passed, 35 assertions	Create/update; list/board filters; system; note/tag updated_by
Playwright e2e/tests/leads/leads.created-by.spec.ts	Pass	Single demo login session
Companion Leads import e2e	Pass with worker	Requires queue:work --queue=imports,default; timeout message documents the requirement

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Staging smoke

1. Confirm catalog leads.version = 1.6.0 after migrate (do not db:seed).
2. Open Leads Table → columns Created by / Updated by visible.
3. Create a lead as a known user → row shows that name; filter Created by = that user keeps the row; System hides it.
4. Edit the lead as a second user → Updated by updates; Created by unchanged.
5. Add a note (or change tags) as a third user → Updated by becomes that user.
6. Board: search the lead → “By …” badge matches creator.
7. Peek + full record Overview show Created by / Updated by.
8. Spot-check one webhook/import lead → System (or importer when import ran as a user).
9. Export CSV → Created by / Updated by columns populated.

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Deploy

1. Deploy Backend with both migrations.
2. php artisan migrate --force (central catalog bump + each tenant DB columns/backfill).
3. php artisan queue:restart (no new queues; restart picks up code).
4. Deploy Frontend (filters/columns).
5. Deploy Docs.
6. Staging smoke above.

No new env keys. No RBAC migration. No db:seed.

Rollback

• Redeploy previous Backend + run migration down only if columns must be dropped (data loss of denormalized stamps; activity history remains).
• Prefer leave columns in place and roll back SPA only if UI must revert — old API ignores unused embeds safely; new filters ignore unknown query params on old Backend until upgraded.

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Sign-off

Role	Decision	Date
Engineering	Go — I1/L1/L2/I2 remediated	2026-09-26
Ops	☐ Staging smoke
Product	Go — Updated by includes notes/tags/follow-ups	2026-09-26

Current decision (2026-09-26): Go — residuals closed; merge after CI green; migrate-first; complete staging smoke before production traffic.