fix(knowledge): skip sync and document processing when KB is deleted

[waleedlatif1]

Summary

• Guard dispatchSync to refuse enqueueing the connector-sync trigger task when the KB is deleted or the connector is archived/deleted
• executeSync now returns a SyncResult with error instead of throwing on missing connector / deleted KB, so the connector-sync task succeeds without 3x retries
• processDocumentAsync logs a warn and returns when the KB is deleted instead of throwing — stops the retry flood on knowledge-process-document

Type of Change

• Bug fix

Testing

Tested manually

Checklist

• Code follows project style guidelines
• Self-reviewed my changes
• Tests added/updated and passing
• No new warnings introduced
• I confirm that I have read and agree to the terms outlined in the Contributor License Agreement (CLA)

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1 Skipped Deployment

Project	Deployment	Actions	Updated (UTC)
docs	Skipped		Apr 29, 2026 0:31am

[cursor]

PR Summary

Medium Risk
Changes control flow in background sync and document-processing paths to skip work and update connector/document state instead of throwing, which could affect scheduling/status transitions but is localized to knowledge sync/processing.

Overview
Prevents background work from being queued or retried when its underlying resources are no longer valid.

dispatchSync now checks for missing connectors, deleted knowledge bases, and archived/deleted connectors before triggering a sync; when the KB is deleted it also marks the connector as error and clears nextSyncAt.

executeSync and processDocumentAsync stop throwing on missing/invalid KB/connector and instead log a warning and return an error/failed status (including persisting a "Knowledge base deleted" error), avoiding Trigger.dev retry floods.

^{Reviewed by Cursor Bugbot for commit dfae79a. Configure here.}

[greptile-apps]

Greptile Summary

This PR adds defensive guards in dispatchSync and executeSync to gracefully handle deleted knowledge bases and archived/deleted connectors, preventing retry floods on knowledge-process-document and connector-sync tasks. The changes are correct and complement the existing scheduler-level filtering (isNull(knowledgeBase.deletedAt)) already in sync/route.ts.

Confidence Score: 5/5

Safe to merge — no P1/P0 issues; logic is correct, type-safe, and complementary to existing scheduler-level filtering.

All three change sites (dispatchSync Trigger path, executeSync, processDocumentAsync) correctly handle the deleted-KB and archived/deleted-connector cases. SyncResult.error is already typed as optional string, the scheduler already pre-filters these cases so no zombie-scheduler loop is possible, and the connector/document DB states are left in unambiguous terminal form. Previously raised review concerns have been addressed in this HEAD commit.

No files require special attention.

Important Files Changed

Filename	Overview
apps/sim/lib/knowledge/connectors/sync-engine.ts	Adds KB-deleted and connector-archived/deleted guards in dispatchSync (Trigger.dev path) and converts throws to graceful SyncResult error returns in executeSync; connector state correctly cleaned up (status=error, nextSyncAt=null) on KB-deleted detection.
apps/sim/lib/knowledge/documents/service.ts	Replaces throw on missing KB with a graceful early return that marks the document failed with processingError = 'Knowledge base deleted', eliminating the retry flood on the knowledge-process-document queue.

Flowchart

%%{init: {'theme': 'neutral'}}%%
flowchart TD
    CRON["Cron scheduler\n/api/knowledge/connectors/sync"] -->|"filters: active/error, nextSyncAt≤now,\narchivedAt=null, deletedAt=null,\nkb.deletedAt=null"| DS["dispatchSync(connectorId)"]

    DS -->|"isTriggerAvailable()"| TRG_PATH["Trigger.dev path"]
    DS -->|"else"| INLINE["executeSync (inline, fire-and-forget)"]

    TRG_PATH --> R1{"row found?"}
    R1 -->|"No"| WARN1["log warn, return"]
    R1 -->|"Yes"| R2{"kb deleted?"}
    R2 -->|"Yes"| UPD1["set connector status=error,\nnextSyncAt=null, log warn, return"]
    R2 -->|"No"| R3{"connector archived\nor deleted?"}
    R3 -->|"Yes"| WARN2["log warn, return"]
    R3 -->|"No"| ENQUEUE["Trigger.dev task enqueued"]
    ENQUEUE --> ES["executeSync(connectorId)"]

    INLINE --> ES

    ES --> C1{"connector found\n(not archived/deleted)?"}
    C1 -->|"No"| RET1["return {error: 'connector_unavailable'}"]
    C1 -->|"Yes"| C2{"KB found\n(not deleted)?"}
    C2 -->|"No"| UPD2["set connector status=error,\nnextSyncAt=null\nreturn {error: 'knowledge_base_deleted'}"]
    C2 -->|"Yes"| SYNC["Run sync logic"]

    PDA["processDocumentAsync"] --> KB_CHK{"KB found\n(not deleted)?"}
    KB_CHK -->|"No"| DOC_FAIL["mark document failed\n'Knowledge base deleted', return"]
    KB_CHK -->|"Yes"| PROC["Process document"]

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[waleedlatif1]

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