Auto-sync system default tasks to firms and open engagements

alembic/versions/20260919_system_default_task_inheritance.py

@@ -0,0 +1,80 @@
+"""System default task inheritance and firm update review.
+
+Revision ID: 20260919_task_inheritance
+Revises: 20260918_accounting_mirror_ver
+"""
+from alembic import op
+import sqlalchemy as sa
+
+revision = "20260919_task_inheritance"
+down_revision = "20260918_accounting_mirror_ver"
+branch_labels = None
+depends_on = None
+
+
+def upgrade() -> None:
+    bind = op.get_bind()
+    inspector = sa.inspect(bind)
+    columns = {c["name"] for c in inspector.get_columns("firm_service_task_templates")}
+    fks = {fk.get("name") for fk in inspector.get_foreign_keys("firm_service_task_templates")}
+
+    # batch_alter_table keeps this migration compatible with both production
+    # PostgreSQL and the project's supported SQLite development database.
+    with op.batch_alter_table("firm_service_task_templates") as batch:
+        if "source_system_task_id" not in columns:
+            batch.add_column(sa.Column("source_system_task_id", sa.Integer(), nullable=True))
+        if "is_customized" not in columns:
+            batch.add_column(sa.Column("is_customized", sa.Boolean(), nullable=False, server_default=sa.false()))
+        if "last_synced_system_hash" not in columns:
+            batch.add_column(sa.Column("last_synced_system_hash", sa.String(length=64), nullable=True))
+        if "last_reviewed_system_hash" not in columns:
+            batch.add_column(sa.Column("last_reviewed_system_hash", sa.String(length=64), nullable=True))
+        if "system_update_available" not in columns:
+            batch.add_column(sa.Column("system_update_available", sa.Boolean(), nullable=False, server_default=sa.false()))
+        if "system_update_detected_at_utc" not in columns:
+            batch.add_column(sa.Column("system_update_detected_at_utc", sa.DateTime(timezone=True), nullable=True))
+        if "fk_firm_task_source_system_task" not in fks:
+            batch.create_foreign_key(
+                "fk_firm_task_source_system_task",
+                "service_default_task_templates",
+                ["source_system_task_id"],
+                ["id"],
+                ondelete="SET NULL",
+            )
+
+    inspector = sa.inspect(bind)
+    indexes = {i.get("name") for i in inspector.get_indexes("firm_service_task_templates")}
+    if "ix_firm_service_task_templates_source_system_task_id" not in indexes:
+        op.create_index("ix_firm_service_task_templates_source_system_task_id", "firm_service_task_templates", ["source_system_task_id"], unique=False)
+    if "ix_firm_service_task_templates_is_customized" not in indexes:
+        op.create_index("ix_firm_service_task_templates_is_customized", "firm_service_task_templates", ["is_customized"], unique=False)
+    if "ix_firm_service_task_templates_system_update_available" not in indexes:
+        op.create_index("ix_firm_service_task_templates_system_update_available", "firm_service_task_templates", ["system_update_available"], unique=False)
+
+
+def downgrade() -> None:
+    bind = op.get_bind()
+    inspector = sa.inspect(bind)
+    indexes = {i.get("name") for i in inspector.get_indexes("firm_service_task_templates")}
+    if "ix_firm_service_task_templates_system_update_available" in indexes:
+        op.drop_index("ix_firm_service_task_templates_system_update_available", table_name="firm_service_task_templates")
+    if "ix_firm_service_task_templates_is_customized" in indexes:
+        op.drop_index("ix_firm_service_task_templates_is_customized", table_name="firm_service_task_templates")
+    if "ix_firm_service_task_templates_source_system_task_id" in indexes:
+        op.drop_index("ix_firm_service_task_templates_source_system_task_id", table_name="firm_service_task_templates")
+
+    columns = {c["name"] for c in sa.inspect(bind).get_columns("firm_service_task_templates")}
+    fks = {fk.get("name") for fk in sa.inspect(bind).get_foreign_keys("firm_service_task_templates")}
+    with op.batch_alter_table("firm_service_task_templates") as batch:
+        if "fk_firm_task_source_system_task" in fks:
+            batch.drop_constraint("fk_firm_task_source_system_task", type_="foreignkey")
+        for name in (
+            "system_update_detected_at_utc",
+            "system_update_available",
+            "last_reviewed_system_hash",
+            "last_synced_system_hash",
+            "is_customized",
+            "source_system_task_id",
+        ):
+            if name in columns:
+                batch.drop_column(name)

app/modules/services/bulk_imports.py

@@ -1066,6 +1066,7 @@ def import_system_default_tasks(db: Session, *, current_user, file_bytes: bytes,
         return {"created": 0, "updated": 0, "skipped": 0, "errors": [{"row": 1, "message": f"Missing columns: {', '.join(missing)}"}]}
     created = updated = skipped = 0
     errors: list[dict] = []
+    touched_catalogue_ids: set[int] = set()
     for row_no, row in enumerate(ws.iter_rows(min_row=2, values_only=True), start=2):
         if not any(v not in (None, "") for v in row):
             continue
@@ -1078,6 +1079,7 @@ def import_system_default_tasks(db: Session, *, current_user, file_bytes: bytes,
             catalogue = find_service(db, service_code=service_code)
             if not catalogue:
                 raise ValueError("Service code not found in service catalogue.")
+            touched_catalogue_ids.add(int(catalogue.id))
             if not sequence_no or not task_name:
                 raise ValueError("sequence_no and task_name are required.")
             task = db.execute(
@@ -1128,11 +1130,42 @@ def import_system_default_tasks(db: Session, *, current_user, file_bytes: bytes,
             task.is_active = _bool(_cell(row, headers, "is_active"), True)
         except Exception as exc:
             errors.append({"row": row_no, "message": str(exc)})
+    rollout_summary = {
+        "firms_processed": 0,
+        "firms_changed": 0,
+        "custom_updates_available": 0,
+        "engagement_created": 0,
+        "engagement_updated_pending": 0,
+        "engagement_deactivated_pending": 0,
+    }
     if not errors:
+        # Apply the same transaction to every enabled firm and safely refresh only
+        # unstarted tasks in open/unlocked engagements. Customized firm tasks are
+        # never overwritten; they receive an update-available decision instead.
+        from app.modules.services.default_task_sync import sync_system_defaults_to_all_firms
+        for catalogue_id in sorted(touched_catalogue_ids):
+            rollout = sync_system_defaults_to_all_firms(
+                db,
+                service_catalogue_id=catalogue_id,
+                updated_by_user_id=current_user.id,
+                sync_open_engagements=True,
+            )
+            rollout_summary["firms_processed"] += rollout.firms_processed
+            rollout_summary["firms_changed"] += rollout.firms_changed
+            rollout_summary["custom_updates_available"] += rollout.custom_updates_available
+            rollout_summary["engagement_created"] += rollout.engagement_created
+            rollout_summary["engagement_updated_pending"] += rollout.engagement_updated_pending
+            rollout_summary["engagement_deactivated_pending"] += rollout.engagement_deactivated_pending
         db.commit()
     else:
         db.rollback()
-    return {"created": created if not errors else 0, "updated": updated if not errors else 0, "skipped": skipped, "errors": errors}
+    return {
+        "created": created if not errors else 0,
+        "updated": updated if not errors else 0,
+        "skipped": skipped,
+        "errors": errors,
+        **(rollout_summary if not errors else {}),
+    }
 
 
 def import_firm_task_templates(db: Session, *, current_user, tenant_id: int, file_bytes: bytes, update_existing: bool = True, expected_service_code: str | None = None) -> dict:
@@ -1210,6 +1243,9 @@ def import_firm_task_templates(db: Session, *, current_user, tenant_id: int, fil
             task.aqmm_blocks_final_release = _bool(_cell(row, headers, "aqmm_blocks_final_release"), False)
             task.aqmm_reference = _clean(_cell(row, headers, "aqmm_reference")) or None
             task.is_active = _bool(_cell(row, headers, "is_active"), True)
+            # A firm-level workbook import is an explicit firm customization. Linked
+            # system defaults remain available for later Firm Admin upgrade review.
+            task.is_customized = True
             task.updated_by_user_id = current_user.id
         except Exception as exc:
             errors.append({"row": row_no, "message": str(exc)})

app/modules/services/default_task_sync.py

@@ -1,129 +1,285 @@
 from __future__ import annotations
 
-from collections import defaultdict
+from dataclasses import dataclass, field
-from dataclasses import dataclass
+from datetime import datetime, timezone
+import hashlib
+import json
 import re
 from typing import Any
 
 from sqlalchemy import func, select
-from sqlalchemy.inspection import inspect as sa_inspect
 from sqlalchemy.orm import Session
 
 from app.modules.services.models import (
     ClientServiceTaskInstance,
+    FirmServiceSelection,
     FirmServiceTaskTemplate,
     ServiceDefaultTaskTemplate,
+    ServiceTaskCategory,
 )
 
 
+# Fields that define the centrally maintained system-default task snapshot.
+# task_category_id is deliberately excluded because system and firm category
+# masters use different scoped rows; task_category text is the portable value.
+SYSTEM_TASK_FIELDS: tuple[str, ...] = (
+    "task_name",
+    "description",
+    "sequence_no",
+    "default_role_name",
+    "eligible_role_names",
+    "is_mandatory",
+    "requires_review",
+    "normal_review_role",
+    "task_category",
+    "response_required",
+    "response_type",
+    "evidence_required",
+    "remarks_required_if_no",
+    "task_tool_code",
+    "is_aqmm_task",
+    "aqmm_mandatory",
+    "aqmm_evidence_required",
+    "aqmm_manager_review_required",
+    "aqmm_partner_review_required",
+    "aqmm_review_partner_required",
+    "aqmm_blocks_final_release",
+    "aqmm_reference",
+    "is_active",
+)
+
+_SPACE_RE = re.compile(r"\s+")
+
+
 @dataclass
 class FirmDefaultTaskSyncResult:
     created: int = 0
     updated: int = 0
     duplicates_disabled: int = 0
     unchanged: int = 0
+    custom_updates_available: int = 0
+    linked_legacy: int = 0
+    engagement_created: int = 0
+    engagement_updated_pending: int = 0
+    engagement_deactivated_pending: int = 0
+    engagement_preserved_history: int = 0
 
     @property
     def active_total_change(self) -> int:
         return self.created - self.duplicates_disabled
 
 
-_SPACE_RE = re.compile(r"\s+")
+@dataclass
+class SystemDefaultRolloutResult:
+    firms_processed: int = 0
+    firms_changed: int = 0
+    created: int = 0
+    updated: int = 0
+    unchanged: int = 0
+    custom_updates_available: int = 0
+    duplicates_disabled: int = 0
+    engagement_created: int = 0
+    engagement_updated_pending: int = 0
+    engagement_deactivated_pending: int = 0
+    engagement_preserved_history: int = 0
+    tenant_results: dict[int, FirmDefaultTaskSyncResult] = field(default_factory=dict)
 
 
 def _normalise_name(value: str | None) -> str:
     return _SPACE_RE.sub(" ", (value or "").strip()).casefold()
 
 
-def _column_names(model: type[Any]) -> set[str]:
+def _portable_value(value: Any) -> Any:
-    return {column.key for column in sa_inspect(model).mapper.column_attrs}
+    if isinstance(value, (str, int, float, bool)) or value is None:
+        return value
+    return str(value)
+
+
+def _snapshot_dict(row: Any) -> dict[str, Any]:
+    return {name: _portable_value(getattr(row, name, None)) for name in SYSTEM_TASK_FIELDS}
+
+
+def system_task_hash(source: ServiceDefaultTaskTemplate) -> str:
+    payload = json.dumps(_snapshot_dict(source), sort_keys=True, separators=(",", ":"), ensure_ascii=False)
+    return hashlib.sha256(payload.encode("utf-8")).hexdigest()
+
+
+def firm_task_hash(target: FirmServiceTaskTemplate) -> str:
+    payload = json.dumps(_snapshot_dict(target), sort_keys=True, separators=(",", ":"), ensure_ascii=False)
+    return hashlib.sha256(payload.encode("utf-8")).hexdigest()
+
+
+def system_task_diff(source: ServiceDefaultTaskTemplate, target: FirmServiceTaskTemplate) -> list[dict[str, Any]]:
+    labels = {
+        "task_name": "Task name",
+        "description": "Description",
+        "sequence_no": "Sequence",
+        "default_role_name": "Default role",
+        "eligible_role_names": "Eligible roles",
+        "is_mandatory": "Mandatory",
+        "requires_review": "Review required",
+        "normal_review_role": "Normal reviewer",
+        "task_category": "Task category",
+        "response_required": "Response required",
+        "response_type": "Response type",
+        "evidence_required": "Evidence required",
+        "remarks_required_if_no": "Remarks required if No",
+        "task_tool_code": "Task tool",
+        "is_aqmm_task": "AQMM task",
+        "aqmm_mandatory": "AQMM mandatory",
+        "aqmm_evidence_required": "AQMM evidence",
+        "aqmm_manager_review_required": "AQMM manager review",
+        "aqmm_partner_review_required": "AQMM partner review",
+        "aqmm_review_partner_required": "AQMM review partner",
+        "aqmm_blocks_final_release": "Blocks final release",
+        "aqmm_reference": "AQMM reference",
+        "is_active": "Active",
+    }
+    changes: list[dict[str, Any]] = []
+    for name in SYSTEM_TASK_FIELDS:
+        old = getattr(target, name, None)
+        new = getattr(source, name, None)
+        if old != new:
+            changes.append({"field": name, "label": labels.get(name, name), "firm": old, "system": new})
+    return changes
+
+
+def mark_firm_task_customized(task: FirmServiceTaskTemplate) -> None:
+    """Mark an explicitly edited firm task as protected from automatic overwrite."""
+    task.is_customized = True
+    # Do not clear an already pending system update. If there is no pending update,
+    # the next system revision/hash change will create one automatically.
+
+
+def _ensure_firm_category(
+    db: Session,
+    *,
+    source: ServiceDefaultTaskTemplate,
+    tenant_id: int,
+    user_id: int | None,
+) -> ServiceTaskCategory | None:
+    name = (getattr(source, "task_category", None) or "").strip()
+    if not name:
+        return None
+
+    system_category = None
+    source_category_id = getattr(source, "task_category_id", None)
+    if source_category_id:
+        system_category = db.get(ServiceTaskCategory, int(source_category_id))
+
+    code = ((getattr(system_category, "code", None) or "").strip().upper() if system_category else "")
+    if code:
+        existing = db.execute(
+            select(ServiceTaskCategory).where(
+                ServiceTaskCategory.tenant_id == tenant_id,
+                ServiceTaskCategory.service_catalogue_id == source.service_catalogue_id,
+                ServiceTaskCategory.code == code,
+            )
+        ).scalar_one_or_none()
+    else:
+        existing = db.execute(
+            select(ServiceTaskCategory).where(
+                ServiceTaskCategory.tenant_id == tenant_id,
+                ServiceTaskCategory.service_catalogue_id == source.service_catalogue_id,
+                func.lower(ServiceTaskCategory.name) == name.lower(),
+            )
+        ).scalar_one_or_none()
+
+    if existing:
+        # Central category rename/status/order should remain aligned for inherited use.
+        # Firm category rows are shared by firm templates, so update only metadata that
+        # does not destroy task history.
+        if system_category:
+            existing.name = system_category.name
+            existing.sort_order = system_category.sort_order
+            existing.is_active = system_category.is_active
+            if user_id is not None:
+                existing.updated_by_user_id = user_id
+        return existing
+
+    if not code:
+        # Match the application's existing category-code convention sufficiently for
+        # automatic inherited categories without importing services.py (avoids cycles).
+        code = re.sub(r"[^A-Z0-9]+", "_", name.upper()).strip("_")[:50] or "CATEGORY"
+        base = code
+        suffix = 2
+        while db.execute(
+            select(ServiceTaskCategory.id).where(
+                ServiceTaskCategory.tenant_id == tenant_id,
+                ServiceTaskCategory.service_catalogue_id == source.service_catalogue_id,
+                ServiceTaskCategory.code == code,
+            )
+        ).first():
+            code = f"{base[:45]}_{suffix}"
+            suffix += 1
+
+    row = ServiceTaskCategory(
+        tenant_id=tenant_id,
+        service_catalogue_id=source.service_catalogue_id,
+        code=code,
+        name=(system_category.name if system_category else name),
+        sort_order=(system_category.sort_order if system_category else 100),
+        is_active=(system_category.is_active if system_category else True),
+        created_by_user_id=user_id,
+        updated_by_user_id=user_id,
+    )
+    db.add(row)
+    db.flush()
+    return row
 
 
 def _copy_default_columns(
+    db: Session,
     source: ServiceDefaultTaskTemplate,
     target: FirmServiceTaskTemplate,
+    *,
+    tenant_id: int,
+    user_id: int | None,
+    allow_sequence_change: bool = True,
 ) -> bool:
-    """Copy only columns that exist on both system and firm task models.
-
-    Firm-only identity/audit fields are deliberately excluded. Related firm
-    requirement/template-file records are untouched.
-    """
-    source_cols = _column_names(ServiceDefaultTaskTemplate)
-    target_cols = _column_names(FirmServiceTaskTemplate)
-
-    excluded = {
-        "id",
-        "tenant_id",
-        "service_catalogue_id",
-        "created_at",
-        "created_at_utc",
-        "created_by_user_id",
-        "updated_at",
-        "updated_at_utc",
-        "updated_by_user_id",
-    }
-
     changed = False
-    for name in sorted((source_cols & target_cols) - excluded):
+    for name in SYSTEM_TASK_FIELDS:
+        if name == "sequence_no" and not allow_sequence_change:
+            continue
         new_value = getattr(source, name, None)
         if getattr(target, name, None) != new_value:
             setattr(target, name, new_value)
             changed = True
 
-    # IMPORTANT:
+    category = _ensure_firm_category(db, source=source, tenant_id=tenant_id, user_id=user_id)
-    # is_active is copied from ServiceDefaultTaskTemplate above because it is
+    category_id = category.id if category else None
-    # a shared mapped column. Do NOT force FirmServiceTaskTemplate back to True.
+    category_name = category.name if category else None
-    #
+    if getattr(target, "task_category_id", None) != category_id:
-    # This makes System Default activation state authoritative during sync:
+        target.task_category_id = category_id
-    #   System Default disabled  -> Firm Task disabled
+        changed = True
-    #   System Default enabled   -> Firm Task enabled
+    if getattr(target, "task_category", None) != category_name:
-    #
+        target.task_category = category_name
-    # Firm-only/custom tasks remain untouched because this function is called
+        changed = True
-    # only for tasks matched to current System Defaults.
     return changed
 
 
-def _reference_counts(
+def _reference_counts(db: Session, *, firm_task_ids: list[int]) -> dict[int, int]:
-    db: Session,
-    *,
-    firm_task_ids: list[int],
-) -> dict[int, int]:
     if not firm_task_ids:
         return {}
-
     rows = db.execute(
-        select(
+        select(ClientServiceTaskInstance.firm_task_template_id, func.count(ClientServiceTaskInstance.id))
-            ClientServiceTaskInstance.firm_task_template_id,
-            func.count(ClientServiceTaskInstance.id),
-        )
         .where(ClientServiceTaskInstance.firm_task_template_id.in_(firm_task_ids))
         .group_by(ClientServiceTaskInstance.firm_task_template_id)
     ).all()
-
+    return {int(template_id): int(count) for template_id, count in rows if template_id is not None}
-    return {
-        int(template_id): int(count)
-        for template_id, count in rows
-        if template_id is not None
-    }
 
 
-def _choose_canonical(
+def _choose_canonical(candidates: list[FirmServiceTaskTemplate], *, reference_counts: dict[int, int]) -> FirmServiceTaskTemplate:
-    candidates: list[FirmServiceTaskTemplate],
+    return sorted(candidates, key=lambda row: (-reference_counts.get(int(row.id), 0), int(row.id)))[0]
-    *,
-    reference_counts: dict[int, int],
-) -> FirmServiceTaskTemplate:
-    """Prefer the row already used by the most engagement task instances.
 
-    This avoids breaking historical links. If usage is equal, keep the oldest
+
-    row (smallest id).
+def _next_free_sequence(used: set[int], preferred: int) -> int:
-    """
+    if preferred > 0 and preferred not in used:
-    return sorted(
+        return preferred
-        candidates,
+    candidate = max(used or {0}) + 1
-        key=lambda row: (
+    while candidate in used:
-            -reference_counts.get(int(row.id), 0),
+        candidate += 1
-            int(row.id),
+    return candidate
-        ),
-    )[0]
 
 
 def sync_firm_tasks_from_system_defaults(
@@ -132,183 +288,305 @@ def sync_firm_tasks_from_system_defaults(
     tenant_id: int,
     service_catalogue_id: int,
     updated_by_user_id: int | None = None,
+    sync_open_engagements: bool = False,
 ) -> FirmDefaultTaskSyncResult:
-    """Idempotently synchronise system default tasks into one firm's template set.
+    """Synchronise one firm's task templates from centrally maintained defaults.
 
-    Behaviour:
+    Inherited tasks are updated automatically. Explicitly customized linked tasks are
-    * existing firm task with the same normalised task name -> UPDATE, never INSERT;
+    never overwritten; a system_update_available flag is raised for Firm Admin review.
-    * duplicate firm rows with the same task name -> retain one canonical active row,
+    Firm-only tasks remain untouched. Legacy rows are linked by exact normalized name.
-      mark the additional template rows inactive;
-    * missing system default -> create one firm task;
-    * unique firm-only/custom tasks are preserved;
-    * existing ClientServiceTaskInstance rows are never deleted or reassigned.
-
-    The function may safely be called repeatedly.
     """
     defaults = db.execute(
         select(ServiceDefaultTaskTemplate)
-        .where(
+        .where(ServiceDefaultTaskTemplate.service_catalogue_id == service_catalogue_id)
-            ServiceDefaultTaskTemplate.service_catalogue_id == service_catalogue_id,
+        .order_by(ServiceDefaultTaskTemplate.sequence_no.asc(), ServiceDefaultTaskTemplate.id.asc())
-        )
-        .order_by(
-            ServiceDefaultTaskTemplate.sequence_no.asc(),
-            ServiceDefaultTaskTemplate.id.asc(),
-        )
     ).scalars().all()
-
     firm_rows = db.execute(
         select(FirmServiceTaskTemplate)
         .where(
             FirmServiceTaskTemplate.tenant_id == tenant_id,
             FirmServiceTaskTemplate.service_catalogue_id == service_catalogue_id,
         )
-        .order_by(
+        .order_by(FirmServiceTaskTemplate.sequence_no.asc(), FirmServiceTaskTemplate.id.asc())
-            FirmServiceTaskTemplate.sequence_no.asc(),
-            FirmServiceTaskTemplate.id.asc(),
-        )
     ).scalars().all()
 
     result = FirmDefaultTaskSyncResult()
-
+    reference_counts = _reference_counts(db, firm_task_ids=[int(r.id) for r in firm_rows if r.id])
-    by_name: dict[str, list[FirmServiceTaskTemplate]] = defaultdict(list)
+    by_source: dict[int, list[FirmServiceTaskTemplate]] = {}
+    legacy_by_name: dict[str, list[FirmServiceTaskTemplate]] = {}
     for row in firm_rows:
-        key = _normalise_name(getattr(row, "task_name", None))
+        if row.source_system_task_id:
-        if key:
+            by_source.setdefault(int(row.source_system_task_id), []).append(row)
-            by_name[key].append(row)
+        else:
+            key = _normalise_name(row.task_name)
+            if key:
+                legacy_by_name.setdefault(key, []).append(row)
 
-    reference_counts = _reference_counts(
+    used_sequences = {int(r.sequence_no) for r in firm_rows if r.sequence_no is not None}
-        db,
-        firm_task_ids=[int(row.id) for row in firm_rows if getattr(row, "id", None)],
-    )
 
-    # ------------------------------------------------------------------
+    for source in defaults:
-    # IMPORTANT: two-phase sequence re-numbering
+        latest_hash = system_task_hash(source)
-    #
+        candidates = by_source.get(int(source.id), [])
-    # The database enforces a UNIQUE constraint on:
+        linked_from_legacy = False
-    #   (tenant_id, service_catalogue_id, sequence_no)
+        if not candidates:
-    #
+            legacy_candidates = legacy_by_name.get(_normalise_name(source.task_name), [])
-    # Existing duplicate imports may contain several generations of the same
+            if not legacy_candidates:
-    # task at different sequence numbers. During a sync, moving a canonical
+                # One-time migration fallback for a firm that renamed a previously
-    # row directly onto the latest system-default sequence can therefore
+                # copied default before provenance columns existed. Sequence is used
-    # collide with another historical row that still owns that sequence.
+                # only when there is exactly one unlinked candidate at that position.
-    #
+                legacy_candidates = [
-    # Marking that historical row inactive does NOT release the unique key.
+                    row for row in firm_rows
-    # Park every existing firm template on a guaranteed-unique temporary
+                    if row.source_system_task_id is None
-    # sequence first, flush, and only then apply final/default sequences.
+                    and int(row.sequence_no or 0) == int(source.sequence_no or 0)
-    # ------------------------------------------------------------------
+                ]
-    max_existing_sequence = max(
+                if len(legacy_candidates) != 1:
-        [int(getattr(row, "sequence_no", 0) or 0) for row in firm_rows] + [0]
+                    legacy_candidates = []
-    )
+            if legacy_candidates:
-    max_default_sequence = max(
+                target = _choose_canonical(legacy_candidates, reference_counts=reference_counts)
-        [int(getattr(row, "sequence_no", 0) or 0) for row in defaults] + [0]
+                candidates = [target]
-    )
+                target.source_system_task_id = source.id
-    parking_base = max(max_existing_sequence, max_default_sequence, 0) + 100000
+                linked_from_legacy = True
-
+                result.linked_legacy += 1
-    for offset, row in enumerate(sorted(firm_rows, key=lambda item: int(item.id)), start=1):
+                by_source.setdefault(int(source.id), []).append(target)
-        row.sequence_no = parking_base + offset
+                # Remove from future legacy matching.
-
+                key = _normalise_name(target.task_name)
-    # This flush is intentional and must happen before any canonical row is
+                if key in legacy_by_name:
-    # assigned a system-default sequence number.
+                    legacy_by_name[key] = [r for r in legacy_by_name[key] if r.id != target.id]
-    db.flush()
-
-    # First clean pre-existing duplicate groups, regardless of whether the task
-    # remains in the current system defaults. A unique firm-only task is untouched.
-    for candidates in by_name.values():
-        if len(candidates) <= 1:
-            continue
-        canonical = _choose_canonical(
-            candidates,
-            reference_counts=reference_counts,
-        )
-        for duplicate in candidates:
-            if duplicate.id == canonical.id:
-                continue
-
-            # Duplicate rows are retained for historical FK safety but remain
-            # on their unique parked sequence number. The UNIQUE sequence
-            # constraint therefore remains satisfied even after deactivation.
-            if getattr(duplicate, "is_active", True):
-                duplicate.is_active = False
-                if (
-                    updated_by_user_id is not None
-                    and hasattr(duplicate, "updated_by_user_id")
-                ):
-                    duplicate.updated_by_user_id = updated_by_user_id
-                result.duplicates_disabled += 1
-
-    # Upsert current system defaults.
-    for default in defaults:
-        key = _normalise_name(getattr(default, "task_name", None))
-        candidates = by_name.get(key, []) if key else []
 
         if candidates:
-            target = _choose_canonical(
+            target = _choose_canonical(candidates, reference_counts=reference_counts)
-                candidates,
+            for duplicate in candidates:
-                reference_counts=reference_counts,
+                if duplicate.id == target.id:
-            )
+                    continue
-            changed = _copy_default_columns(default, target)
+                if duplicate.is_active:
+                    duplicate.is_active = False
+                    if updated_by_user_id is not None:
+                        duplicate.updated_by_user_id = updated_by_user_id
+                    result.duplicates_disabled += 1
+
+            # For legacy rows with no inheritance history, infer whether they were
+            # already firm-customized by comparing the full portable snapshot.
+            if linked_from_legacy and target.last_synced_system_hash is None:
+                target.is_customized = firm_task_hash(target) != latest_hash
+                if not target.is_customized:
+                    target.last_synced_system_hash = latest_hash
+                    target.last_reviewed_system_hash = latest_hash
+
+            # Detect out-of-band edits to a linked inherited row as customization.
             if (
-                updated_by_user_id is not None
+                not target.is_customized
-                and hasattr(target, "updated_by_user_id")
+                and target.last_synced_system_hash
+                and firm_task_hash(target) != target.last_synced_system_hash
             ):
+                target.is_customized = True
+
+            if target.is_customized:
+                pending = target.last_reviewed_system_hash != latest_hash
+                target.system_update_available = pending
+                target.system_update_detected_at_utc = datetime.now(timezone.utc) if pending else None
+                if pending:
+                    result.custom_updates_available += 1
+                else:
+                    result.unchanged += 1
+                continue
+
+            # Inherited task: copy system values. Sequence changes are applied when
+            # the desired number is free or currently owned by this same row. If a
+            # firm-only/custom row owns it, preserve that row and place this inherited
+            # task at the next free sequence instead of overwriting customization.
+            desired_seq = int(source.sequence_no or 0)
+            current_seq = int(target.sequence_no or 0)
+            allow_seq = desired_seq == current_seq or desired_seq not in (used_sequences - {current_seq})
+            if allow_seq:
+                used_sequences.discard(current_seq)
+                used_sequences.add(desired_seq)
+            changed = _copy_default_columns(
+                db,
+                source,
+                target,
+                tenant_id=tenant_id,
+                user_id=updated_by_user_id,
+                allow_sequence_change=allow_seq,
+            )
+            target.source_system_task_id = source.id
+            target.last_synced_system_hash = latest_hash
+            target.last_reviewed_system_hash = latest_hash
+            target.system_update_available = False
+            target.system_update_detected_at_utc = None
+            if updated_by_user_id is not None:
                 target.updated_by_user_id = updated_by_user_id
-            if changed:
+            result.updated += 1 if changed else 0
-                result.updated += 1
+            result.unchanged += 0 if changed else 1
-            else:
-                result.unchanged += 1
             continue
 
-        # No name match. A unique sequence match is a conservative fallback for a
+        # Missing default: create a new inherited row. Avoid colliding with a
-        # system-default rename while still avoiding arbitrary replacement.
+        # firm-only sequence; identity is source_system_task_id, not sequence number.
-        # Do NOT use the pre-sync sequence number as an identity fallback here.
+        preferred = int(source.sequence_no or 0)
-        # All existing rows have deliberately been parked on temporary sequence
+        seq = _next_free_sequence(used_sequences, preferred)
-        # numbers to satisfy the DB unique constraint. More importantly,
+        used_sequences.add(seq)
-        # sequence number is ordering metadata, not a stable task identity.
+        row = FirmServiceTaskTemplate(
-        # A renamed system-default task without a name match is therefore
+            tenant_id=tenant_id,
-        # treated as a new task rather than risking replacement of the wrong
+            service_catalogue_id=service_catalogue_id,
-        # firm-specific task.
+            task_name=source.task_name,
-
+            sequence_no=seq,
-        # Missing task: construct from the intersection of mapped columns.
+            source_system_task_id=source.id,
-        source_cols = _column_names(ServiceDefaultTaskTemplate)
+            is_customized=False,
-        target_cols = _column_names(FirmServiceTaskTemplate)
+            last_synced_system_hash=latest_hash,
-        excluded = {
+            last_reviewed_system_hash=latest_hash,
-            "id",
+            system_update_available=False,
-            "tenant_id",
+            created_by_user_id=updated_by_user_id,
-            "service_catalogue_id",
+            updated_by_user_id=updated_by_user_id,
-            "created_at",
+        )
-            "created_at_utc",
+        db.add(row)
-            "created_by_user_id",
-            "updated_at",
-            "updated_at_utc",
-            "updated_by_user_id",
-        }
-        payload = {
-            name: getattr(default, name, None)
-            for name in sorted((source_cols & target_cols) - excluded)
-        }
-        payload["tenant_id"] = tenant_id
-        payload["service_catalogue_id"] = service_catalogue_id
-        if "is_active" in target_cols:
-            payload["is_active"] = True
-        if (
-            updated_by_user_id is not None
-            and "created_by_user_id" in target_cols
-        ):
-            payload["created_by_user_id"] = updated_by_user_id
-        if (
-            updated_by_user_id is not None
-            and "updated_by_user_id" in target_cols
-        ):
-            payload["updated_by_user_id"] = updated_by_user_id
-
-        new_row = FirmServiceTaskTemplate(**payload)
-        db.add(new_row)
         db.flush()
-
+        _copy_default_columns(
-        firm_rows.append(new_row)
+            db,
-        if key:
+            source,
-            by_name[key].append(new_row)
+            row,
+            tenant_id=tenant_id,
+            user_id=updated_by_user_id,
+            allow_sequence_change=(seq == preferred),
+        )
         result.created += 1
+        firm_rows.append(row)
+        by_source.setdefault(int(source.id), []).append(row)
 
     db.flush()
+
+    if sync_open_engagements:
+        from app.modules.services.execution import sync_open_engagement_tasks_for_service
+
+        engagement = sync_open_engagement_tasks_for_service(
+            db,
+            tenant_id=tenant_id,
+            catalogue_id=service_catalogue_id,
+            user_id=updated_by_user_id or 0,
+            include_started_open_tasks=False,
+            safe_system_rollout=True,
+        )
+        result.engagement_created = engagement.get("created", 0)
+        result.engagement_updated_pending = engagement.get("updated_pending", 0)
+        result.engagement_deactivated_pending = engagement.get("deactivated_pending", 0)
+        result.engagement_preserved_history = engagement.get("preserved_history", 0)
+
     return result
+
+
+def sync_system_defaults_to_all_firms(
+    db: Session,
+    *,
+    service_catalogue_id: int,
+    updated_by_user_id: int | None = None,
+    sync_open_engagements: bool = True,
+) -> SystemDefaultRolloutResult:
+    """Roll a system-default service checklist to every firm that enabled it."""
+    selections = db.execute(
+        select(FirmServiceSelection).where(
+            FirmServiceSelection.service_catalogue_id == service_catalogue_id,
+            FirmServiceSelection.is_enabled.is_(True),
+        )
+    ).scalars().all()
+
+    aggregate = SystemDefaultRolloutResult()
+    for selection in selections:
+        result = sync_firm_tasks_from_system_defaults(
+            db,
+            tenant_id=int(selection.tenant_id),
+            service_catalogue_id=service_catalogue_id,
+            updated_by_user_id=updated_by_user_id,
+            sync_open_engagements=sync_open_engagements,
+        )
+        aggregate.firms_processed += 1
+        if result.created or result.updated or result.duplicates_disabled or result.custom_updates_available:
+            aggregate.firms_changed += 1
+        aggregate.created += result.created
+        aggregate.updated += result.updated
+        aggregate.unchanged += result.unchanged
+        aggregate.custom_updates_available += result.custom_updates_available
+        aggregate.duplicates_disabled += result.duplicates_disabled
+        aggregate.engagement_created += result.engagement_created
+        aggregate.engagement_updated_pending += result.engagement_updated_pending
+        aggregate.engagement_deactivated_pending += result.engagement_deactivated_pending
+        aggregate.engagement_preserved_history += result.engagement_preserved_history
+        aggregate.tenant_results[int(selection.tenant_id)] = result
+    return aggregate
+
+
+def accept_system_update_for_firm_task(
+    db: Session,
+    *,
+    task: FirmServiceTaskTemplate,
+    user_id: int,
+    sync_open_engagements: bool = True,
+) -> FirmDefaultTaskSyncResult:
+    if not task.source_system_task_id:
+        raise ValueError("This firm task is not linked to a system default.")
+    source = db.get(ServiceDefaultTaskTemplate, int(task.source_system_task_id))
+    if source is None:
+        raise ValueError("The linked system default no longer exists.")
+
+    latest_hash = system_task_hash(source)
+    used = {
+        int(v)
+        for v in db.scalars(
+            select(FirmServiceTaskTemplate.sequence_no).where(
+                FirmServiceTaskTemplate.tenant_id == task.tenant_id,
+                FirmServiceTaskTemplate.service_catalogue_id == task.service_catalogue_id,
+                FirmServiceTaskTemplate.id != task.id,
+            )
+        ).all()
+        if v is not None
+    }
+    desired = int(source.sequence_no or 0)
+    allow_seq = desired not in used
+    changed = _copy_default_columns(
+        db,
+        source,
+        task,
+        tenant_id=int(task.tenant_id),
+        user_id=user_id,
+        allow_sequence_change=allow_seq,
+    )
+    task.is_customized = False
+    task.last_synced_system_hash = latest_hash
+    task.last_reviewed_system_hash = latest_hash
+    task.system_update_available = False
+    task.system_update_detected_at_utc = None
+    task.updated_by_user_id = user_id
+    db.flush()
+
+    result = FirmDefaultTaskSyncResult(updated=1 if changed else 0, unchanged=0 if changed else 1)
+    if sync_open_engagements:
+        from app.modules.services.execution import sync_open_engagement_tasks_for_service
+        engagement = sync_open_engagement_tasks_for_service(
+            db,
+            tenant_id=int(task.tenant_id),
+            catalogue_id=int(task.service_catalogue_id),
+            user_id=user_id,
+            include_started_open_tasks=False,
+            safe_system_rollout=True,
+        )
+        result.engagement_created = engagement.get("created", 0)
+        result.engagement_updated_pending = engagement.get("updated_pending", 0)
+        result.engagement_deactivated_pending = engagement.get("deactivated_pending", 0)
+        result.engagement_preserved_history = engagement.get("preserved_history", 0)
+    return result
+
+
+def keep_firm_customization_for_system_revision(
+    db: Session,
+    *,
+    task: FirmServiceTaskTemplate,
+    user_id: int,
+) -> None:
+    if not task.source_system_task_id:
+        raise ValueError("This firm task is not linked to a system default.")
+    source = db.get(ServiceDefaultTaskTemplate, int(task.source_system_task_id))
+    if source is None:
+        raise ValueError("The linked system default no longer exists.")
+    task.is_customized = True
+    task.last_reviewed_system_hash = system_task_hash(source)
+    task.system_update_available = False
+    task.system_update_detected_at_utc = None
+    task.updated_by_user_id = user_id
+    db.flush()

app/modules/services/execution.py

@@ -442,16 +442,18 @@ def sync_open_engagement_tasks_for_service(
     catalogue_id: int,
     user_id: int,
     include_started_open_tasks: bool = False,
+    safe_system_rollout: bool = False,
 ) -> dict[str, int]:
-    templates = db.execute(
+    all_templates = db.execute(
         select(FirmServiceTaskTemplate)
         .where(
             FirmServiceTaskTemplate.tenant_id == tenant_id,
             FirmServiceTaskTemplate.service_catalogue_id == catalogue_id,
-            FirmServiceTaskTemplate.is_active.is_(True),
         )
         .order_by(FirmServiceTaskTemplate.sequence_no.asc(), FirmServiceTaskTemplate.id.asc())
     ).scalars().all()
+    templates = [row for row in all_templates if bool(row.is_active)]
+    inactive_templates = [row for row in all_templates if not bool(row.is_active)]
 
     engagements = db.execute(
         select(ClientServiceSubscription)
@@ -470,10 +472,21 @@ def sync_open_engagement_tasks_for_service(
         "created": 0,
         "updated_pending": 0,
         "updated_started": 0,
+        "deactivated_pending": 0,
         "preserved_history": 0,
     }
 
     for subscription in engagements:
+        if (
+            safe_system_rollout
+            and quality_required_for_engagement(subscription.engagement_type)
+            and getattr(subscription, "quality_acceptance_status", None) != QUALITY_APPROVED
+        ):
+            # Preserve the existing assurance acceptance gate during automatic
+            # system-default rollout. Tasks will be generated by the normal flow
+            # once quality acceptance is approved.
+            continue
+
         existing = db.execute(
             select(ClientServiceTaskInstance).where(
                 ClientServiceTaskInstance.subscription_id == subscription.id,
@@ -549,6 +562,7 @@ def sync_open_engagement_tasks_for_service(
                 and task.completed_at_utc is None
                 and task.submitted_for_review_at_utc is None
                 and (task.rework_status or "none") == "none"
+                and not bool(getattr(task, "is_locked", False))
             )
 
             if never_started:
@@ -558,6 +572,8 @@ def sync_open_engagement_tasks_for_service(
                     subscription=subscription,
                     update_assignment=True,
                 )
+                if safe_system_rollout:
+                    task.is_active = True
                 task.updated_by_user_id = user_id
                 result["updated_pending"] += 1
             elif include_started_open_tasks and status in {"in_progress", "blocked"} and task.completed_at_utc is None:
@@ -571,12 +587,35 @@ def sync_open_engagement_tasks_for_service(
                 task.updated_by_user_id = user_id
                 result["updated_started"] += 1
             else:
-                # Preserve task execution/history, but allow an explicit template sync to
+                if not safe_system_rollout:
-                # update only the separated normal-review configuration for existing tasks.
+                    # Preserve the pre-existing explicit/manual sync behaviour.
-                _sync_normal_review_snapshot_preserving_history(task, template=template)
+                    _sync_normal_review_snapshot_preserving_history(task, template=template)
-                task.updated_by_user_id = user_id
+                    task.updated_by_user_id = user_id
+                # Automatic system rollout never rewrites a started/completed/reviewed
+                # task snapshot. Audit/review history remains exactly as performed.
                 result["preserved_history"] += 1
 
+        if safe_system_rollout and inactive_templates:
+            inactive_ids = {int(row.id) for row in inactive_templates}
+            for task in existing:
+                if task.firm_task_template_id is None or int(task.firm_task_template_id) not in inactive_ids:
+                    continue
+                status = (task.status or "pending").strip().lower()
+                never_started = (
+                    status == "pending"
+                    and task.started_at_utc is None
+                    and task.completed_at_utc is None
+                    and task.submitted_for_review_at_utc is None
+                    and (task.rework_status or "none") == "none"
+                    and not bool(getattr(task, "is_locked", False))
+                )
+                if never_started and bool(getattr(task, "is_active", True)):
+                    task.is_active = False
+                    task.updated_by_user_id = user_id
+                    result["deactivated_pending"] += 1
+                elif not never_started:
+                    result["preserved_history"] += 1
+
     return result
 
 

app/modules/services/models.py

@@ -242,6 +242,17 @@ class FirmServiceTaskTemplate(CommonBase):
 
     is_active: Mapped[bool] = mapped_column(Boolean, default=True, nullable=False)
 
+    # System-default inheritance metadata. Firm-only tasks keep source_system_task_id=None.
+    # Linked tasks remain centrally synchronized until the firm explicitly customizes them.
+    source_system_task_id: Mapped[int | None] = mapped_column(
+        ForeignKey("service_default_task_templates.id", ondelete="SET NULL"), nullable=True, index=True
+    )
+    is_customized: Mapped[bool] = mapped_column(Boolean, nullable=False, default=False, index=True)
+    last_synced_system_hash: Mapped[str | None] = mapped_column(String(64), nullable=True)
+    last_reviewed_system_hash: Mapped[str | None] = mapped_column(String(64), nullable=True)
+    system_update_available: Mapped[bool] = mapped_column(Boolean, nullable=False, default=False, index=True)
+    system_update_detected_at_utc: Mapped[datetime | None] = mapped_column(DateTime(timezone=True), nullable=True)
+
     created_by_user_id: Mapped[int | None] = mapped_column(ForeignKey("users.id"), nullable=True)
     updated_by_user_id: Mapped[int | None] = mapped_column(ForeignKey("users.id"), nullable=True)
 
@@ -256,6 +267,7 @@ class FirmServiceTaskTemplate(CommonBase):
     )
 
     catalogue = relationship("ServiceCatalogue", back_populates="task_templates")
+    source_system_task = relationship("ServiceDefaultTaskTemplate", foreign_keys=[source_system_task_id])
     document_requirements = relationship(
         "FirmTaskDocumentRequirement",
         back_populates="task_template",

app/modules/services/task_categories_excel.py

@@ -183,6 +183,7 @@ def import_task_categories(
     created = 0
     updated = 0
     errors: list[dict] = []
+    touched_service_ids: set[int] = set()
     expected = normalize_code(expected_service_code) if expected_service_code else ""
 
     for row_no, row in enumerate(ws.iter_rows(min_row=2, values_only=True), start=2):
@@ -205,6 +206,7 @@ def import_task_categories(
             ).scalar_one_or_none()
             if service is None:
                 raise ValueError("Service code not found in Service Catalogue.")
+            touched_service_ids.add(int(service.id))
 
             scope_filter = (
                 ServiceTaskCategory.tenant_id.is_(None)
@@ -275,11 +277,22 @@ def import_task_categories(
                 if old_name != category_name:
                     for task in linked:
                         task.task_category = category_name
+                        if tenant_id is not None:
+                            task.is_customized = True
         except Exception as exc:
             errors.append({"row": row_no, "message": str(exc)})
 
     if errors:
         db.rollback()
         return {"created": 0, "updated": 0, "errors": errors}
+    if tenant_id is None and touched_service_ids:
+        from app.modules.services.default_task_sync import sync_system_defaults_to_all_firms
+        for service_id in sorted(touched_service_ids):
+            sync_system_defaults_to_all_firms(
+                db,
+                service_catalogue_id=service_id,
+                updated_by_user_id=current_user.id,
+                sync_open_engagements=True,
+            )
     db.commit()
     return {"created": created, "updated": updated, "errors": []}

app/modules/services/task_category_import.py

@@ -277,6 +277,7 @@ async def task_category_import_submit(
                     if template is None or int(template.tenant_id) != tenant_id:
                         raise ValueError(f"Row {result.row_no}: task template changed during import. Please retry.")
                     template.task_category = result.task_category
+                    template.is_customized = True
 
                     if update_existing_tasks:
                         existing = db.execute(

app/modules/services/templates/services/task_template_detail.html

@@ -25,6 +25,9 @@
   {% if request.query_params.get('move_error') %}<div class="rounded-2xl border border-red-200 bg-red-50 p-4 text-sm text-red-800">Task could not be moved.</div>{% endif %}
   {% if request.query_params.get('imported') %}<div class="rounded-2xl border border-emerald-200 bg-emerald-50 p-4 text-sm text-emerald-800">Excel import completed: {{ request.query_params.get('created','0') }} created, {{ request.query_params.get('updated','0') }} updated.</div>{% endif %}
   {% if request.query_params.get('import_error') %}<div class="rounded-2xl border border-red-200 bg-red-50 p-4 text-sm text-red-800">Excel import failed validation. No partial update was committed.</div>{% endif %}
+  {% if request.query_params.get('system_upgraded') %}<div class="rounded-2xl border border-emerald-200 bg-emerald-50 p-4 text-sm text-emerald-800">System update applied to the firm task. Safe unstarted tasks in open engagements were refreshed automatically.</div>{% endif %}
+  {% if request.query_params.get('system_kept') %}<div class="rounded-2xl border border-blue-200 bg-blue-50 p-4 text-sm text-blue-800">Firm customization retained for this system revision. You will be prompted again when the system default changes in a later revision.</div>{% endif %}
+  {% if request.query_params.get('sync_success') %}<div class="rounded-2xl border border-emerald-200 bg-emerald-50 p-4 text-sm text-emerald-800">System defaults synchronized: {{ request.query_params.get('created','0') }} created, {{ request.query_params.get('updated','0') }} updated, {{ request.query_params.get('custom_updates','0') }} customized task(s) awaiting review.</div>{% endif %}
 
 
   {% if can_manage_tasks %}
@@ -46,7 +49,7 @@
     <div class="rounded-2xl bg-white p-5 shadow-soft">
       <div class="text-xs font-semibold uppercase tracking-wide text-slate-500">System Defaults</div>
       <div class="mt-2 text-lg font-semibold text-slate-900">{{ default_tasks|length }}</div>
-      <p class="mt-1 text-sm text-slate-500">Defaults may be copied and customised for the firm.</p>
+      <p class="mt-1 text-sm text-slate-500">Inherited defaults stay synchronized automatically; customized tasks require Firm Admin approval before a later system update is applied.</p>
     </div>
   </section>
 
@@ -60,7 +63,7 @@
       {% if default_tasks|length > 0 %}
       <form method="post" action="/services/catalogue/{{ service.id }}/firm-tasks/sync-system-defaults">
         <input type="hidden" name="csrf_token" value="{{ csrf_token }}">
-        <button class="rounded-xl border border-brand-300 px-4 py-2 text-sm font-medium text-brand-700 hover:bg-brand-50" type="submit">Copy System Defaults</button>
+        <button class="rounded-xl border border-brand-300 px-4 py-2 text-sm font-medium text-brand-700 hover:bg-brand-50" type="submit">Sync System Defaults</button>
       </form>
       {% endif %}
     </div>
@@ -205,6 +208,40 @@
           </td>
           <td class="px-4 py-3 text-sm text-slate-700">
             <div class="font-medium text-slate-900">{{ task.task_name }}</div>
+            <div class="mt-1 flex flex-wrap gap-1">
+              {% if task.source_system_task_id %}
+                {% if task.is_customized %}<span class="rounded-full bg-amber-50 px-2 py-0.5 text-[10px] font-semibold text-amber-700">Customized</span>{% else %}<span class="rounded-full bg-emerald-50 px-2 py-0.5 text-[10px] font-semibold text-emerald-700">System inherited</span>{% endif %}
+              {% else %}
+                <span class="rounded-full bg-slate-100 px-2 py-0.5 text-[10px] font-semibold text-slate-600">Firm-only</span>
+              {% endif %}
+              {% if task.system_update_available %}<span class="rounded-full bg-violet-100 px-2 py-0.5 text-[10px] font-semibold text-violet-800">System update available</span>{% endif %}
+            </div>
+            {% if task.system_update_available %}
+              {% set changes = system_update_diff_map.get(task.id, []) if system_update_diff_map else [] %}
+              <div class="mt-2 rounded-xl border border-violet-200 bg-violet-50 p-3 text-xs text-violet-950">
+                <div class="font-semibold">A newer system default is available. Your firm customization has not been overwritten.</div>
+                {% if changes %}
+                <div class="mt-2 space-y-1">
+                  {% for change in changes[:5] %}
+                  <div><span class="font-medium">{{ change.label }}:</span> {{ change.firm if change.firm is not none else '-' }} → {{ change.system if change.system is not none else '-' }}</div>
+                  {% endfor %}
+                  {% if changes|length > 5 %}<div class="text-violet-700">+ {{ changes|length - 5 }} more change(s)</div>{% endif %}
+                </div>
+                {% endif %}
+                {% if can_manage_tasks %}
+                <div class="mt-3 flex flex-wrap gap-2">
+                  <form method="post" action="/services/templates/{{ service.id }}/tasks/{{ task.id }}/system-update/upgrade" onsubmit="return confirm('Upgrade this customized firm task to the latest system default? Safe unstarted tasks in open engagements will also be refreshed.');">
+                    <input type="hidden" name="csrf_token" value="{{ csrf_token }}">
+                    <button class="rounded-lg bg-violet-700 px-3 py-1.5 text-[11px] font-semibold text-white hover:bg-violet-800">Upgrade to System</button>
+                  </form>
+                  <form method="post" action="/services/templates/{{ service.id }}/tasks/{{ task.id }}/system-update/keep-firm">
+                    <input type="hidden" name="csrf_token" value="{{ csrf_token }}">
+                    <button class="rounded-lg border border-violet-300 bg-white px-3 py-1.5 text-[11px] font-semibold text-violet-800 hover:bg-violet-100">Keep Firm Version</button>
+                  </form>
+                </div>
+                {% endif %}
+              </div>
+            {% endif %}
             {% if task.task_category %}<div class="mt-1 text-[11px] font-semibold uppercase tracking-wide text-brand-600">Category: {{ task.task_category }}</div>{% endif %}
             {% if task.description %}<div class="mt-1 text-xs text-slate-500">{{ task.description }}</div>{% endif %}
           </td>

app/modules/services/ui.py

@@ -27,6 +27,14 @@ from app.modules.services.bulk_imports import (
 from app.modules.services.catalogue_export import build_service_catalogue_export
 from app.modules.services.default_tasks_export import build_default_tasks_export
 from app.modules.services.firm_tasks_export import build_firm_tasks_export
+from app.modules.services.default_task_sync import (
+    accept_system_update_for_firm_task,
+    keep_firm_customization_for_system_revision,
+    mark_firm_task_customized,
+    sync_firm_tasks_from_system_defaults,
+    sync_system_defaults_to_all_firms,
+    system_task_diff,
+)
 from app.modules.services.task_categories_excel import build_task_categories_export, import_task_categories
 from app.modules.services.task_tools import list_task_tools, normalize_task_tool_code
 from app.modules.services.task_duplicates import find_duplicate_pairs, merge_default_tasks, merge_firm_tasks
@@ -944,51 +952,21 @@ def _copy_system_defaults_if_firm_tasks_empty(
     catalogue_id: int,
     user_id: int,
 ) -> tuple[int, bool]:
-    """Initialise firm task templates once without overwriting custom firm tasks."""
+    """Initialise/synchronise inherited firm tasks from the current system defaults."""
     existing_tasks = get_firm_task_templates(
         db,
         tenant_id=tenant_id,
         catalogue_id=catalogue_id,
     )
-    if existing_tasks:
+    had_existing = bool(existing_tasks)
-        return 0, True
+    result = sync_firm_tasks_from_system_defaults(
-
+        db,
-    defaults = get_default_task_templates(db, catalogue_id=catalogue_id)
+        tenant_id=tenant_id,
-    copied_count = 0
+        service_catalogue_id=catalogue_id,
-    for default in defaults:
+        updated_by_user_id=user_id,
-        db.add(FirmServiceTaskTemplate(
+        sync_open_engagements=False,
-            tenant_id=tenant_id,
+    )
-            service_catalogue_id=catalogue_id,
+    return result.created, had_existing
-            task_name=default.task_name,
-            description=default.description,
-            sequence_no=default.sequence_no,
-            default_role_name=default.default_role_name,
-            eligible_role_names=getattr(default, "eligible_role_names", None) or default.default_role_name,
-            is_mandatory=default.is_mandatory,
-            requires_review=default.requires_review,
-            normal_review_role=getattr(default, "normal_review_role", None),
-            task_category_id=(firm_category.id if (firm_category := ensure_task_category(db, catalogue_id=catalogue_id, tenant_id=tenant_id, name=getattr(default, "task_category", None), user_id=user_id)) else None),
-            task_category=(firm_category.name if firm_category else None),
-            response_required=getattr(default, "response_required", False),
-            response_type=getattr(default, "response_type", "NONE") or "NONE",
-            evidence_required=getattr(default, "evidence_required", False),
-            remarks_required_if_no=getattr(default, "remarks_required_if_no", False),
-            task_tool_code=getattr(default, "task_tool_code", "NONE") or "NONE",
-            is_aqmm_task=getattr(default, "is_aqmm_task", False),
-            aqmm_mandatory=getattr(default, "aqmm_mandatory", False),
-            aqmm_evidence_required=getattr(default, "aqmm_evidence_required", False),
-            aqmm_manager_review_required=getattr(default, "aqmm_manager_review_required", False),
-            aqmm_partner_review_required=getattr(default, "aqmm_partner_review_required", False),
-            aqmm_review_partner_required=getattr(default, "aqmm_review_partner_required", False),
-            aqmm_blocks_final_release=getattr(default, "aqmm_blocks_final_release", False),
-            aqmm_reference=getattr(default, "aqmm_reference", None),
-            is_active=default.is_active,
-            created_by_user_id=user_id,
-            updated_by_user_id=user_id,
-        ))
-        copied_count += 1
-
-    return copied_count, False
 
 
 @router.post('/catalogue/bulk-selection')
@@ -1239,6 +1217,12 @@ def task_templates_detail(request: Request, catalogue_id: int):
         if not selection or not selection.is_enabled:
             return RedirectResponse(url='/services', status_code=303)
         tasks = get_firm_task_templates(db, tenant_id=tenant_id, catalogue_id=catalogue_id)
+        system_update_diff_map = {}
+        for firm_task in tasks:
+            if getattr(firm_task, "system_update_available", False) and getattr(firm_task, "source_system_task_id", None):
+                system_task = db.get(ServiceDefaultTaskTemplate, int(firm_task.source_system_task_id))
+                if system_task is not None:
+                    system_update_diff_map[firm_task.id] = system_task_diff(system_task, firm_task)
         task_requirement_map = {
             task.id: list_task_document_requirements(db, tenant_id=tenant_id, firm_task_template_id=task.id)
             for task in tasks
@@ -1258,6 +1242,7 @@ def task_templates_detail(request: Request, catalogue_id: int):
             task_templates=tasks,
             task_requirement_map=task_requirement_map,
             task_template_file_map=task_template_file_map,
+            system_update_diff_map=system_update_diff_map,
             can_manage_tasks=_can_manage_firm_tasks(db, user),
             default_tasks=get_default_task_templates(db, catalogue_id=catalogue_id),
             is_system_admin=_is_system_admin(db, user),
@@ -1311,6 +1296,7 @@ def task_template_create_submit(request: Request, catalogue_id: int, task_name:
             aqmm_blocks_final_release=aqmm_blocks_final_release is not None,
             aqmm_reference=aqmm_reference.strip() or None,
             is_active=is_active is not None,
+            is_customized=True,
             created_by_user_id=user.id,
             updated_by_user_id=user.id,
         )
@@ -1395,7 +1381,15 @@ def default_template_create_submit(request: Request, catalogue_id: int, task_nam
         if not catalogue:
             return RedirectResponse(url='/services/defaults', status_code=303)
         row = ServiceDefaultTaskTemplate(service_catalogue_id=catalogue_id, task_name=task_name.strip(), description=description.strip() or None, default_role_name=default_role_name.strip() or None, sequence_no=sequence_no or next_default_task_sequence(db, catalogue_id=catalogue_id), is_mandatory=is_mandatory is not None, requires_review=requires_review is not None, normal_review_role=_normal_review_role_value(normal_review_role, requires_review=requires_review is not None), task_category_id=(category.id if (category := ensure_task_category(db, catalogue_id=catalogue_id, tenant_id=None, name=task_category, user_id=user.id)) else None), task_category=(category.name if category else None), response_required=response_required is not None, response_type=(response_type.strip().upper() or "NONE"), task_tool_code=normalize_task_tool_code(task_tool_code), evidence_required=evidence_required is not None, remarks_required_if_no=remarks_required_if_no is not None, is_aqmm_task=is_aqmm_task is not None, aqmm_mandatory=aqmm_mandatory is not None, aqmm_evidence_required=aqmm_evidence_required is not None, aqmm_manager_review_required=aqmm_manager_review_required is not None, aqmm_partner_review_required=aqmm_partner_review_required is not None, aqmm_review_partner_required=aqmm_review_partner_required is not None, aqmm_blocks_final_release=aqmm_blocks_final_release is not None, aqmm_reference=aqmm_reference.strip() or None, is_active=is_active is not None)
-        db.add(row); db.commit()
+        db.add(row)
+        db.flush()
+        sync_system_defaults_to_all_firms(
+            db,
+            service_catalogue_id=catalogue_id,
+            updated_by_user_id=user.id,
+            sync_open_engagements=True,
+        )
+        db.commit()
         return RedirectResponse(url=f'/services/catalogue/{catalogue_id}/defaults', status_code=303)
     finally:
         db.close()
@@ -1415,46 +1409,22 @@ def copy_defaults_to_firm(request: Request, catalogue_id: int, csrf_token: str =
         selection = get_firm_selection(db, tenant_id=tenant_id, catalogue_id=catalogue_id)
         if not selection or not selection.is_enabled:
             return RedirectResponse(url='/services', status_code=303)
-        existing_sequences = {t.sequence_no for t in get_firm_task_templates(db, tenant_id=tenant_id, catalogue_id=catalogue_id)}
+        result = sync_firm_tasks_from_system_defaults(
-        defaults = get_default_task_templates(db, catalogue_id=catalogue_id)
+            db,
-        next_seq = next_task_sequence(db, tenant_id=tenant_id, catalogue_id=catalogue_id)
+            tenant_id=tenant_id,
-        for d in defaults:
+            service_catalogue_id=catalogue_id,
-            seq = d.sequence_no
+            updated_by_user_id=user.id,
-            if seq in existing_sequences:
+            sync_open_engagements=True,
-                seq = next_seq
+        )
-                next_seq += 1
-            existing_sequences.add(seq)
-            db.add(FirmServiceTaskTemplate(
-                tenant_id=tenant_id,
-                service_catalogue_id=catalogue_id,
-                task_name=d.task_name,
-                description=d.description,
-                sequence_no=seq,
-                default_role_name=d.default_role_name,
-                is_mandatory=d.is_mandatory,
-                requires_review=d.requires_review,
-                normal_review_role=getattr(d, "normal_review_role", None),
-                task_category_id=(firm_category.id if (firm_category := ensure_task_category(db, catalogue_id=catalogue_id, tenant_id=tenant_id, name=getattr(d, "task_category", None), user_id=user.id)) else None),
-                task_category=(firm_category.name if firm_category else None),
-                response_required=getattr(d, "response_required", False),
-                response_type=getattr(d, "response_type", "NONE") or "NONE",
-                evidence_required=getattr(d, "evidence_required", False),
-                remarks_required_if_no=getattr(d, "remarks_required_if_no", False),
-                task_tool_code=getattr(d, "task_tool_code", "NONE") or "NONE",
-                is_aqmm_task=getattr(d, "is_aqmm_task", False),
-                aqmm_mandatory=getattr(d, "aqmm_mandatory", False),
-                aqmm_evidence_required=getattr(d, "aqmm_evidence_required", False),
-                aqmm_manager_review_required=getattr(d, "aqmm_manager_review_required", False),
-                aqmm_partner_review_required=getattr(d, "aqmm_partner_review_required", False),
-                aqmm_review_partner_required=getattr(d, "aqmm_review_partner_required", False),
-                aqmm_blocks_final_release=getattr(d, "aqmm_blocks_final_release", False),
-                aqmm_reference=getattr(d, "aqmm_reference", None),
-                is_active=d.is_active,
-                created_by_user_id=user.id,
-                updated_by_user_id=user.id,
-            ))
         db.commit()
-        return RedirectResponse(url=f'/services/templates/{catalogue_id}', status_code=303)
+        return RedirectResponse(
+            url=(
+                f'/services/templates/{catalogue_id}?sync_success=1'
+                f'&created={result.created}&updated={result.updated}'
+                f'&custom_updates={result.custom_updates_available}'
+            ),
+            status_code=303,
+        )
     finally:
         db.close()
 
@@ -1631,6 +1601,7 @@ def firm_task_template_toggle_active(
             )
 
         task.is_active = not bool(task.is_active)
+        mark_firm_task_customized(task)
         task.updated_by_user_id = user.id
         db.commit()
 
@@ -1643,6 +1614,70 @@ def firm_task_template_toggle_active(
         db.close()
 
 
+@router.post('/templates/{catalogue_id}/tasks/{task_id}/system-update/upgrade')
+def firm_task_accept_system_update(
+    request: Request,
+    catalogue_id: int,
+    task_id: int,
+    csrf_token: str = Form(...),
+):
+    validate_csrf(request, csrf_token)
+    db = CommonSessionLocal()
+    try:
+        user = get_current_user(request, db=db)
+        if not user:
+            return RedirectResponse(url='/login', status_code=303)
+        if not _can_manage_firm_tasks(db, user):
+            return _redirect_denied()
+        tenant_id = _active_tenant_id(request, user)
+        task = get_firm_task_template(db, tenant_id=tenant_id, catalogue_id=catalogue_id, task_id=task_id)
+        if not task or not getattr(task, 'system_update_available', False):
+            return RedirectResponse(url=f'/services/templates/{catalogue_id}?error=system_update_missing', status_code=303)
+        result = accept_system_update_for_firm_task(db, task=task, user_id=user.id, sync_open_engagements=True)
+        db.commit()
+        return RedirectResponse(
+            url=(f'/services/templates/{catalogue_id}?system_upgraded=1'
+                 f'&engagement_created={result.engagement_created}'
+                 f'&engagement_updated={result.engagement_updated_pending}'
+                 f'&engagement_deactivated={result.engagement_deactivated_pending}'),
+            status_code=303,
+        )
+    except ValueError:
+        db.rollback()
+        return RedirectResponse(url=f'/services/templates/{catalogue_id}?error=system_update_missing', status_code=303)
+    finally:
+        db.close()
+
+
+@router.post('/templates/{catalogue_id}/tasks/{task_id}/system-update/keep-firm')
+def firm_task_keep_customization(
+    request: Request,
+    catalogue_id: int,
+    task_id: int,
+    csrf_token: str = Form(...),
+):
+    validate_csrf(request, csrf_token)
+    db = CommonSessionLocal()
+    try:
+        user = get_current_user(request, db=db)
+        if not user:
+            return RedirectResponse(url='/login', status_code=303)
+        if not _can_manage_firm_tasks(db, user):
+            return _redirect_denied()
+        tenant_id = _active_tenant_id(request, user)
+        task = get_firm_task_template(db, tenant_id=tenant_id, catalogue_id=catalogue_id, task_id=task_id)
+        if not task or not getattr(task, 'system_update_available', False):
+            return RedirectResponse(url=f'/services/templates/{catalogue_id}?error=system_update_missing', status_code=303)
+        keep_firm_customization_for_system_revision(db, task=task, user_id=user.id)
+        db.commit()
+        return RedirectResponse(url=f'/services/templates/{catalogue_id}?system_kept=1', status_code=303)
+    except ValueError:
+        db.rollback()
+        return RedirectResponse(url=f'/services/templates/{catalogue_id}?error=system_update_missing', status_code=303)
+    finally:
+        db.close()
+
+
 @router.post('/templates/{catalogue_id}/sync-open-engagements')
 def sync_firm_tasks_to_open_engagements(
     request: Request,
@@ -1728,6 +1763,8 @@ def firm_task_template_move(
 
         # Swap safely across the existing unique tenant/service/sequence constraint.
         min_seq = min(int(row.sequence_no) for row in tasks)
+        mark_firm_task_customized(current)
+        mark_firm_task_customized(other)
         current.sequence_no = min_seq - 1000000 - int(current.id)
         current.updated_by_user_id = user.id
         db.flush()
@@ -1865,6 +1902,7 @@ def firm_task_template_edit_submit(
         task.aqmm_blocks_final_release = aqmm_blocks_final_release is not None
         task.aqmm_reference = aqmm_reference.strip() or None
         task.is_active = is_active is not None
+        mark_firm_task_customized(task)
         task.updated_by_user_id = user.id
 
         sync_result = None
@@ -2015,6 +2053,13 @@ def default_task_template_edit_submit(
         task.aqmm_reference = aqmm_reference.strip() or None
         task.is_active = is_active is not None
 
+        db.flush()
+        sync_system_defaults_to_all_firms(
+            db,
+            service_catalogue_id=catalogue_id,
+            updated_by_user_id=user.id,
+            sync_open_engagements=True,
+        )
         db.commit()
         return RedirectResponse(url=f'/services/catalogue/{catalogue_id}/defaults', status_code=303)
     finally:
@@ -2102,7 +2147,9 @@ def default_task_duplicates_merge(request: Request,catalogue_id:int,master_task_
         if not user: return RedirectResponse(url='/login',status_code=303)
         require_permission(db,user,'service_tasks.edit')
         if not _is_system_admin(db,user): return _redirect_denied()
-        count=merge_default_tasks(db,catalogue_id=catalogue_id,master_task_id=master_task_id,source_task_ids=source_task_ids); db.commit()
+        count=merge_default_tasks(db,catalogue_id=catalogue_id,master_task_id=master_task_id,source_task_ids=source_task_ids)
+        sync_system_defaults_to_all_firms(db,service_catalogue_id=catalogue_id,updated_by_user_id=user.id,sync_open_engagements=True)
+        db.commit()
         return RedirectResponse(url=f'/services/catalogue/{catalogue_id}/defaults/duplicates?merged={count}',status_code=303)
     except ValueError:
         db.rollback(); return RedirectResponse(url=f'/services/catalogue/{catalogue_id}/defaults/duplicates?merge_error=1',status_code=303)
@@ -2237,9 +2284,11 @@ def firm_task_category_update(request: Request, catalogue_id: int, category_id:
         duplicate=db.execute(select(ServiceTaskCategory.id).where(ServiceTaskCategory.tenant_id==tenant_id, ServiceTaskCategory.service_catalogue_id==catalogue_id, ServiceTaskCategory.code==clean_code, ServiceTaskCategory.id!=row.id)).scalar_one_or_none()
         if duplicate is not None: return RedirectResponse(url=f'/services/templates/{catalogue_id}/categories?error=duplicate_code', status_code=303)
         old_name=row.name; row.name=clean_name; row.code=clean_code; row.sort_order=sort_order; row.is_active=is_active is not None; row.updated_by_user_id=user.id
-        for task in db.execute(select(FirmServiceTaskTemplate).where(FirmServiceTaskTemplate.tenant_id==tenant_id, FirmServiceTaskTemplate.service_catalogue_id==catalogue_id, FirmServiceTaskTemplate.task_category_id==row.id)).scalars().all(): task.task_category=clean_name
+        for task in db.execute(select(FirmServiceTaskTemplate).where(FirmServiceTaskTemplate.tenant_id==tenant_id, FirmServiceTaskTemplate.service_catalogue_id==catalogue_id, FirmServiceTaskTemplate.task_category_id==row.id)).scalars().all():
+            task.task_category=clean_name; mark_firm_task_customized(task)
         # Backward-compatible rows created before category IDs are also renamed when their text exactly matches.
-        for task in db.execute(select(FirmServiceTaskTemplate).where(FirmServiceTaskTemplate.tenant_id==tenant_id, FirmServiceTaskTemplate.service_catalogue_id==catalogue_id, FirmServiceTaskTemplate.task_category_id.is_(None), FirmServiceTaskTemplate.task_category==old_name)).scalars().all(): task.task_category_id=row.id; task.task_category=clean_name
+        for task in db.execute(select(FirmServiceTaskTemplate).where(FirmServiceTaskTemplate.tenant_id==tenant_id, FirmServiceTaskTemplate.service_catalogue_id==catalogue_id, FirmServiceTaskTemplate.task_category_id.is_(None), FirmServiceTaskTemplate.task_category==old_name)).scalars().all():
+            task.task_category_id=row.id; task.task_category=clean_name; mark_firm_task_customized(task)
         db.commit(); return RedirectResponse(url=f'/services/templates/{catalogue_id}/categories?updated=1', status_code=303)
     finally: db.close()
 
@@ -2334,6 +2383,7 @@ def system_task_category_update(request: Request, catalogue_id: int, category_id
         old_name=row.name; row.name=clean_name; row.code=clean_code; row.sort_order=sort_order; row.is_active=is_active is not None; row.updated_by_user_id=user.id
         for task in db.execute(select(ServiceDefaultTaskTemplate).where(ServiceDefaultTaskTemplate.service_catalogue_id==catalogue_id, ServiceDefaultTaskTemplate.task_category_id==row.id)).scalars().all(): task.task_category=row.name
         for task in db.execute(select(ServiceDefaultTaskTemplate).where(ServiceDefaultTaskTemplate.service_catalogue_id==catalogue_id, ServiceDefaultTaskTemplate.task_category_id.is_(None), ServiceDefaultTaskTemplate.task_category==old_name)).scalars().all(): task.task_category_id=row.id; task.task_category=row.name
+        sync_system_defaults_to_all_firms(db,service_catalogue_id=catalogue_id,updated_by_user_id=user.id,sync_open_engagements=True)
         db.commit(); return RedirectResponse(url=f'/services/catalogue/{catalogue_id}/task-categories?updated=1',status_code=303)
     finally: db.close()
 
@@ -2528,8 +2578,6 @@ def upload_firm_task_templates(request: Request, file: UploadFile = File(...), u
 @router.post("/catalogue/{catalogue_id}/firm-tasks/sync-system-defaults")
 def sync_system_default_tasks_for_firm(request: Request, catalogue_id: int):
     """Idempotent replacement for the old insert-only 'Copy System Default Tasks' action."""
-    from app.modules.services.default_task_sync import sync_firm_tasks_from_system_defaults
-
     db = CommonSessionLocal()
     try:
         current_user = get_current_user(request, db=db)