Incident Report 05/06/2025

Start: Xena/3.0.26 (May 20, 2025)

End: Planned for June 5, 2025 (flow changelog data retention fixed for existing records)

Reach: All changelog records created before May 30, 2025 are unavailable for flows created after the Xena release (May 20, 2025) and before June, 5., unless their data retention settings were manually modified higher than this time range.

Impact: Medium – non-blocking

Description

Following the release of version Xena/3.0.26, the changelog retention policy for flows on the Mindflow platform was unintentionally affected. Specifically, changelog entries for newly created flows were mistakenly included in a new TTL (Time To Live) logic, causing them to expire after 7 days. This behavior is incorrect. By design, flow changelogs must be retained indefinitely for auditing and traceability.

Causes

The issue stemmed from a logic error in the flow creation process introduced in the Xena release. The issue inadvertently applied the flow retention policy (7 days) to changelog entries, deviating from the expected infinite retention.

This caused two issues:

New flows created after the Xena release: changelogs were incorrectly configured to expire after 7 days.
Existing flows at the time of the Xena deployment: changelogs were incorrectly configured to the global data retention policy (90 days by default), instead of being retained indefinitely.

Resolution

A patch was deployed to:

Remove all expiration settings from existing flow changelog entries, ensuring permanent retention.
Update the flow creation logic to prevent any time-based expiration from being applied to new changelog entries.

With these changes, all changelog histories are now retained indefinitely, as originally intended.

Follow-up

The Mindflow engineering team is conducting a platform-wide review of all data retention policies to ensure alignment with audit and compliance requirements. Priority is being placed on data critical to traceability, such as changelogs.