Merge pull request #432 from christianlouis/copilot/fix-ocr-data-extraction-issue

fix(tasks): resolve files stuck in Pending status despite completed processing

app/tasks/process_document.py

@@ -183,13 +183,6 @@ def process_document(
 
             # Not a duplicate (or deduplication disabled) -> insert a new record
             logger.info(f"[{task_id}] Creating new file record in database")
-            if settings.enable_deduplication and settings.show_deduplication_step:
-                log_task_progress(
-                    task_id,
-                    "check_for_duplicates",
-                    "success",
-                    "New file - no duplicates found",
-                )
             log_task_progress(task_id, "create_file_record", "in_progress", "Creating file record")
             new_record = FileRecord(
                 filehash=filehash,
@@ -213,6 +206,17 @@ def process_document(
                 f"File record ID: {new_record.id}",
                 file_id=new_record.id,
             )
+            # Update the check_for_duplicates step now that file_id is available.
+            # This must happen after initialize_file_steps() which creates the
+            # step as "pending".  The dedup check already passed at this point.
+            if settings.enable_deduplication:
+                log_task_progress(
+                    task_id,
+                    "check_for_duplicates",
+                    "success",
+                    "New file - no duplicates found",
+                    file_id=new_record.id,
+                )
 
         # 1. Generate a UUID-based filename for storage
         file_ext = os.path.splitext(original_local_file)[1]
@@ -330,6 +334,14 @@ def process_document(
             "Non-PDF file detected, converting to PDF",
             file_id=file_id,
         )
+        # Mark local text extraction as skipped since the file needs PDF conversion first
+        log_task_progress(
+            task_id,
+            "extract_text",
+            "skipped",
+            "Non-PDF file, text extraction deferred to OCR after conversion",
+            file_id=file_id,
+        )
         log_task_progress(
             task_id,
             "process_document",

app/utils/file_status.py

@@ -145,19 +145,26 @@ def get_files_processing_status(db: Session, file_ids: List[int]) -> Dict[int, D
             has_errors = failed_steps > 0
 
             # Determine overall status
+            #
+            # The pipeline is dynamic: steps may be skipped, added, or
+            # left "pending" depending on the file type and processing path.
+            # The terminal step is the authoritative completion signal.
+            terminal_step = next((s for s in file_steps if s.step_name == TERMINAL_STEP), None)
+
             if has_errors:
                 status = "failed"
             elif in_progress_steps > 0:
                 status = "processing"
             elif completed_steps + skipped_steps == total_steps:
-                # Only mark as completed if the terminal processing step has been
+                if terminal_step is not None:
-                # recorded. Without this guard, files where later pipeline steps
-                # have not yet started would be falsely marked as "completed".
-                existing_step_names = {s.step_name for s in file_steps}
-                if TERMINAL_STEP in existing_step_names:
                     status = "completed"
                 else:
                     status = "pending"
+            elif terminal_step is not None and terminal_step.status == "success":
+                # Terminal step succeeded but some intermediate steps are
+                # still "pending" (dynamic pipeline artifacts). The file
+                # is effectively complete.
+                status = "completed"
             else:
                 status = "pending"
 

app/utils/step_manager.py

@@ -251,19 +251,32 @@ def get_file_overall_status(db: Session, file_id: int) -> Dict:
     has_errors = failed_steps > 0
 
     # Determine overall status
+    #
+    # The processing pipeline is not strictly linear: steps may be skipped,
+    # repeated, or dynamically added depending on the file (e.g. OCR is
+    # skipped when embedded text is found, local extraction is skipped for
+    # non-PDF files, dedup check may not record its result).  Because of
+    # this, we use the terminal step as the authoritative signal that the
+    # pipeline finished successfully, rather than requiring every single
+    # intermediate step to be explicitly marked as success/skipped.
+    terminal_step_obj = next((s for s in steps if s.step_name == TERMINAL_STEP), None)
+
     if has_errors:
         status = "failed"
     elif in_progress_steps > 0:
         status = "processing"
     elif completed_steps + skipped_steps == total_steps:
-        # Only mark as completed if the terminal processing step has been recorded.
+        # All steps resolved – completed only if terminal step was recorded.
-        # Without this guard, files where later pipeline steps have not yet started
+        if terminal_step_obj is not None:
-        # would be falsely marked as "completed" (e.g. only the first 3 steps ran).
-        existing_step_names = {s.step_name for s in steps}
-        if TERMINAL_STEP in existing_step_names:
             status = "completed"
         else:
             status = "pending"
+    elif terminal_step_obj is not None and terminal_step_obj.status == "success":
+        # The terminal step succeeded but some intermediate steps are still
+        # "pending" (e.g. check_for_duplicates logged without file_id, or
+        # extract_text not marked when OCR path was taken).  The pipeline
+        # is effectively complete.
+        status = "completed"
     else:
         status = "pending"
 

tests/test_file_status_fix.py

@@ -474,3 +474,54 @@ class TestFileStatusMissingCoverage:
             result = get_files_processing_status(db_session, [file_record.id])
 
         assert result[file_record.id]["status"] == "completed"
+
+    def test_get_files_processing_status_completed_with_pending_intermediate(self, db_session):
+        """Test that terminal step success marks file completed even with pending intermediate steps.
+
+        This tests the dynamic pipeline scenario where check_for_duplicates or
+        extract_text might remain pending because the pipeline skipped them.
+        """
+        from datetime import datetime
+        from unittest.mock import patch
+
+        from app.models import FileProcessingStep
+        from app.utils.file_status import get_files_processing_status
+
+        file_record = FileRecord(
+            filehash="terminal_fallback",
+            original_filename="fallback.pdf",
+            local_filename="/tmp/fallback.pdf",
+            file_size=100,
+        )
+        db_session.add(file_record)
+        db_session.commit()
+
+        now = datetime.now()
+        # Simulate: check_for_duplicates pending, rest succeeded, OCR skipped
+        for step_name, step_status in [
+            ("check_for_duplicates", "pending"),
+            ("create_file_record", "success"),
+            ("check_text", "success"),
+            ("extract_text", "success"),
+            ("process_with_ocr", "skipped"),
+            ("extract_metadata_with_gpt", "success"),
+            ("embed_metadata_into_pdf", "success"),
+            ("finalize_document_storage", "success"),
+            ("send_to_all_destinations", "success"),
+        ]:
+            step = FileProcessingStep(
+                file_id=file_record.id,
+                step_name=step_name,
+                status=step_status,
+                created_at=now,
+                updated_at=now,
+            )
+            db_session.add(step)
+        db_session.commit()
+
+        with patch("app.config.settings") as ms:
+            ms.enable_deduplication = True
+            result = get_files_processing_status(db_session, [file_record.id])
+
+        # Terminal step succeeded → file should be completed despite pending dedup step
+        assert result[file_record.id]["status"] == "completed"

tests/test_step_manager.py

@@ -281,6 +281,67 @@ class TestStepManager:
         assert status["completed_steps"] == len(MAIN_PROCESSING_STEPS)
         assert status["in_progress_steps"] == 0
 
+    def test_get_file_overall_status_completed_with_pending_intermediate_steps(self, db_session: Session):
+        """Test that a file is 'completed' when the terminal step succeeds even if some intermediate steps are pending.
+
+        This covers the scenario where steps like check_for_duplicates or
+        extract_text are left in 'pending' because the dynamic pipeline
+        skipped them without explicitly marking them (e.g. dedup log written
+        before file_id was available, or extract_text not marked for non-PDF).
+        """
+        file_record = FileRecord(
+            filehash="test_terminal_complete",
+            original_filename="terminal.pdf",
+            local_filename="/tmp/terminal.pdf",
+            file_size=1024,
+        )
+        db_session.add(file_record)
+        db_session.commit()
+
+        initialize_file_steps(db_session, file_record.id)
+
+        # Simulate a pipeline where most steps succeed but check_for_duplicates
+        # stays pending (the exact scenario from the bug report).
+        for step_name in MAIN_PROCESSING_STEPS:
+            if step_name == "check_for_duplicates":
+                continue  # Leave this as "pending"
+            update_step_status(db_session, file_record.id, step_name, "success")
+
+        # Also add a dynamically created OCR step as "skipped"
+        update_step_status(db_session, file_record.id, "process_with_ocr", "skipped")
+
+        status = get_file_overall_status(db_session, file_record.id)
+
+        # The terminal step (send_to_all_destinations) succeeded, so the
+        # file should be "completed" despite check_for_duplicates being pending.
+        assert status["status"] == "completed"
+        assert status["has_errors"] is False
+
+    def test_get_file_overall_status_pending_without_terminal_step(self, db_session: Session):
+        """Test that a file stays 'pending' when the terminal step hasn't been recorded."""
+        file_record = FileRecord(
+            filehash="test_no_terminal",
+            original_filename="no_terminal.pdf",
+            local_filename="/tmp/no_terminal.pdf",
+            file_size=1024,
+        )
+        db_session.add(file_record)
+        db_session.commit()
+
+        initialize_file_steps(db_session, file_record.id)
+
+        # Only first few steps completed - terminal step is still pending
+        update_step_status(db_session, file_record.id, "create_file_record", "success")
+        update_step_status(db_session, file_record.id, "check_text", "success")
+        update_step_status(db_session, file_record.id, "extract_text", "success")
+
+        status = get_file_overall_status(db_session, file_record.id)
+
+        # Terminal step hasn't run yet, so file should remain pending
+        assert status["status"] == "pending"
+        assert status["has_errors"] is False
+        assert status["completed_steps"] == 3
+
     def test_get_file_overall_status_failed(self, db_session: Session):
         """Test overall status for a file with failed steps."""
         file_record = FileRecord(