Email Archive Feature Design

Date: 2026-02-09 Status: Approved

Problem

The "Sent" filter tab in the Email Schedules table and the separate "Logs" page show overlapping information. Completed one-time emails clutter the main list, making it harder to focus on actionable items.

Solution

1. Remove the "Sent" filter tab — replaced by a new "Archived" tab
2. Add Archive functionality — terminal-state one-time emails are auto-archived
3. Keep the Logs page — serves as a detailed audit trail (separate concern)
4. "All" tab excludes archived emails — main list stays clean

Design Decisions

Decision	Choice	Rationale
What gets archived?	Sent + failed + cancelled one-time emails	All terminal-state one-time emails are "done"
Archive mechanism	Auto-archive + manual unarchive	Auto keeps things tidy; unarchive provides safety net
Logs page	Keep as-is, remove "Sent" filter tab	Logs = audit trail (different purpose from Archive)
Database implementation	is_archived boolean column	Preserves original status (sent vs failed vs cancelled)

Data Model Changes

New column on email_schedules

ALTER TABLE email_schedules
ADD COLUMN is_archived boolean NOT NULL DEFAULT false;

Auto-archive trigger

Fires when email_schedules.status changes to 'sent', 'failed', or 'cancelled' AND mode IN ('manual', 'scheduled') (one-time only). Sets is_archived = true.

Recurring emails are never auto-archived.

Migration steps

1. Add is_archived column (default false)
2. Backfill: set is_archived = true for existing terminal one-time emails
3. Create trigger function for auto-archive on future status changes
4. Add index on is_archived for efficient filtering

UI Changes

Filter tabs

Before: [All] [Pending] [Sent] [Failed] [Recurring]After: [All] [Pending] [Failed] [Recurring] [Archived]

Tab	Filter Logic
All	is_archived === false (excludes archived)
Pending	is_archived === false AND status IN (draft, scheduled, processing)
Failed	is_archived === false AND status IN (failed, cancelled)
Recurring	mode === 'recurring' (unaffected by archive)
Archived	is_archived === true

Row actions

• Archived emails: Unarchive action (sets is_archived = false)
• Non-archived terminal-state emails: Archive action (manual archive)

Stats cards

Replace "Sent" count with "Archived" count.

Service & Hook Changes

EmailScheduleService

// New method
static async setArchived(id: string, isArchived: boolean): Promise<void>

useEmailSchedules hook

// New actions
archiveSchedule(id: string): Promise<void>    // sets is_archived = true
unarchiveSchedule(id: string): Promise<void>  // sets is_archived = false

Client-side filtering

type FilterStatus = "all" | "pending" | "failed" | "recurring" | "archived";

Files to Modify

File	Change
supabase/migrations/YYYYMMDD_add_email_archive.sql	New migration
src/features/email-schedules/types.ts	Add is_archived to EmailSchedule type
src/features/email-schedules/services/EmailScheduleService.ts	Add setArchived() method
src/features/email-schedules/hooks/useEmailSchedules.ts	Add archive/unarchive actions
src/features/email-schedules/components/EmailSchedulesTable.tsx	Update filters, tabs, row actions
src/app/(admin)/(pages)/email-schedules/index.tsx	Update stats cards
src/lib/supabaseTypes.ts	Regenerate types