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TenantAtlas/specs/046-inventory-sync-button/spec.md

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Feature Specification: Inventory Sync Button

Feature Branch: 046-inventory-sync-button
Created: 2026-01-09
Status: Draft
Input: User description: "Add an Inventory Sync button"

User Scenarios & Testing (mandatory)

User Story 1 - Run Inventory Sync from UI (Priority: P1)

As an admin, I want a button in the admin UI to start an Inventory Sync for the currently selected tenant, so I can refresh inventory data without needing CLI.

Why this priority: Inventory is a core admin surface; the ability to refresh on-demand reduces troubleshooting time and improves trust in the data.

Independent Test: Can be fully tested by clicking a "Run Inventory Sync" button and verifying a new Sync Run record appears and progresses to a terminal state.

Acceptance Scenarios:

  1. Given I am viewing Inventory for a tenant, When I click "Run Inventory Sync", Then a new Inventory Sync Run is created for that tenant and work is started asynchronously.
  2. Given a sync run is started, When I view in-app notifications and the progress widget, Then I can see the sync progress and final outcome.
  3. Given a sync run finishes (success/partial/failed), When I open the Inventory Sync Runs list, Then the run is visible with its terminal status and error summary (if any).

User Story 2 - Safe feedback when sync cannot start (Priority: P2)

As an admin, I want clear feedback when an Inventory Sync cannot be started (for example due to locks or concurrency), so I understand what to do next.

Why this priority: Inventory sync runs are lock- and concurrency-gated; unclear failures lead to repeated clicks and confusion.

Independent Test: Can be tested by attempting to start a sync while another sync is already running and verifying the UI shows a clear message and does not create duplicate runs.

Acceptance Scenarios:

  1. Given a sync for the same tenant/selection is already running, When I click "Run Inventory Sync", Then the system does not start a second overlapping run and provides a clear explanation.

User Story 3 - Permissioned access (Priority: P3)

As a tenant-scoped admin, I want only authorized users to be able to start Inventory Sync runs, so tenant data and Graph access are not triggered by unauthorized users.

Why this priority: Starting a sync triggers tenant-scoped Graph reads and creates operational records.

Independent Test: Can be tested by using a user without the required permission and verifying the action is not available or is denied.

Acceptance Scenarios:

  1. Given I do not have permission to run inventory sync, When I view the Inventory area, Then I cannot trigger a sync and I receive an access denied message if I attempt it.

[Add more user stories as needed, each with an assigned priority]

Edge Cases

  • What happens when a sync is already running for the same tenant and selection?
  • What happens when tenant credentials are missing/invalid and the sync fails early?
  • What happens when the user clicks the button multiple times quickly?
  • What happens when a sync is started but the UI is closed (should still finish and be observable later)?
  • What happens when queue workers are down and the sync does not progress?

Requirements (mandatory)

Constitution alignment (required): If this feature introduces any Microsoft Graph calls or any write/change behavior, the spec MUST describe contract registry updates, safety gates (preview/confirmation/audit), tenant isolation, and tests.

Functional Requirements

  • FR-001: System MUST provide an admin UI action to start an Inventory Sync for the currently selected tenant.
  • FR-002: System MUST scope the sync to the currently selected tenant and MUST NOT allow cross-tenant initiation.
  • FR-003: System MUST create an observable Inventory Sync Run record when a sync is started.
  • FR-004: System MUST start the Inventory Sync asynchronously (queued/background execution), not inline in the request.
  • FR-005: System MUST enforce existing concurrency/lock rules and MUST NOT start overlapping runs for the same tenant/selection.
  • FR-006: System MUST show a clear success message when a run is started and a clear informational message when a run cannot be started due to locks/concurrency.
  • FR-007: System MUST enforce authorization for starting sync runs.
  • FR-008: System MUST record who initiated the sync run (user identity) on the run record AND in the audit trail for auditability.
  • FR-009: System MUST provide in-app visibility into sync progress and outcome via a DB-backed notifications panel.
  • FR-010: System MUST provide in-app visibility into sync progress and outcome via a bottom-right progress widget, consistent with the Policy Sync experience.

Assumptions

  • The Inventory Sync capability already exists and can be triggered by the application.
  • An Inventory Sync Runs list/detail view already exists (or will exist) where users can observe runs.

Dependencies

  • Tenant context switching is available so the action always targets the current tenant.
  • Existing concurrency/lock rules are enforced consistently for all sync starts (UI-triggered or otherwise).
  • The application has an existing mechanism for DB-backed in-app notifications and a progress widget (used by Policy Sync).

Example of marking unclear requirements:

Key Entities (include if feature involves data)

  • Inventory Sync Run: A record representing a single inventory sync execution for a specific tenant and selection; includes status, timestamps, and error summary.
  • Tenant: The tenant context the user is currently operating on; determines credentials/scope for inventory sync.
  • User (Initiator): The authenticated user who triggered the sync run; used for auditability and access control.

Success Criteria (mandatory)

Measurable Outcomes

  • SC-001: An authorized admin can start an Inventory Sync from the UI in under 10 seconds (time to find + click action).
  • SC-002: In a normal tenant, 95% of sync start attempts either create a run or provide a clear lock/concurrency explanation within 2 seconds.
  • SC-003: In usability testing, at least 90% of admins can successfully start a sync and locate the resulting run and its progress without guidance.
  • SC-004: Support/debug time for "inventory looks stale" issues is reduced (measured as fewer repeated sync/troubleshooting requests), after rollout.