Redesign policy running (#6609)

# Description of Changes
Redesign policy running so the server is in charge of policy IDs and
running, to make it impossible to have the frontend miss the results.
This solves a minor bug that we currently have in policies, where if you
load a file and then refresh while the policy is running, you'll never
receive the outputted file.

.taskfiles/frontend.yml

@@ -374,3 +374,15 @@ tasks:
     deps: [install]
     cmds:
       - node editor/scripts/generate-licenses.js
+
+  # ============================================================
+  # Clean
+  # ============================================================
+
+  clean:
+    desc: "Clean build artifacts and caches"
+    cmds:
+      - cmd: powershell rm -Recurse -Force -ErrorAction SilentlyContinue node_modules/.vite, editor/dist, dist, dist-portal
+        platforms: [windows]
+      - cmd: rm -rf node_modules/.vite editor/dist dist dist-portal
+        platforms: [linux, darwin]

Taskfile.yml

@@ -171,4 +171,5 @@ tasks:
     desc: "Clean all build artifacts"
     cmds:
       - task: backend:clean
+      - task: frontend:clean
       - task: engine:clean

app/proprietary/src/main/java/stirling/software/proprietary/policy/controller/PolicyController.java

@@ -36,6 +36,7 @@ import lombok.extern.slf4j.Slf4j;
 
 import stirling.software.common.model.ApplicationProperties;
 import stirling.software.common.model.job.JobResponse;
+import stirling.software.common.service.JobOwnershipService;
 import stirling.software.common.util.TempFile;
 import stirling.software.common.util.TempFileManager;
 import stirling.software.proprietary.policy.config.PolicyAccessGuard;
@@ -73,6 +74,7 @@ public class PolicyController {
     private final PolicyManagementAuthority policyManagementAuthority;
     private final ApplicationProperties applicationProperties;
     private final TempFileManager tempFileManager;
+    private final JobOwnershipService jobOwnershipService;
 
     @PostMapping(value = "/run", consumes = MediaType.MULTIPART_FORM_DATA_VALUE)
     @Operation(
@@ -143,6 +145,35 @@ public class PolicyController {
         return ResponseEntity.ok(PolicyRunView.of(run));
     }
 
+    @GetMapping("/runs")
+    @Operation(
+            summary = "List the caller's stored-policy runs",
+            description =
+                    "Returns the caller's in-flight and recently-finished stored-policy runs (within"
+                            + " the run-retention window). The frontend reconciles these on load so a"
+                            + " run started before a refresh/crash is rediscovered and its outputs"
+                            + " collected, rather than orphaned on the backend. Ad-hoc runs (no"
+                            + " policy id) are excluded.")
+    public List<PolicyRunView> listRuns() {
+        return runRegistry.all().stream()
+                .filter(run -> run.getPolicyId() != null)
+                .filter(run -> ownedByCurrentUser(run.getRunId()))
+                .map(PolicyRunView::of)
+                .toList();
+    }
+
+    /**
+     * Whether the run is owned by the current user, derived purely from the existing scoping
+     * methods: stripping then re-applying the scope reproduces the run's key only when its owner
+     * prefix matches the caller's. No auth (single-user) owns everything. Avoids duplicating the
+     * scoped-key format here.
+     */
+    private boolean ownedByCurrentUser(String runId) {
+        return jobOwnershipService
+                .createScopedJobKey(jobOwnershipService.extractJobId(runId))
+                .equals(runId);
+    }
+
     // --- Policy management ---
 
     @PostMapping(consumes = MediaType.APPLICATION_JSON_VALUE)

app/proprietary/src/main/java/stirling/software/proprietary/policy/engine/PolicyEngine.java

@@ -81,13 +81,27 @@ public class PolicyEngine {
      */
     public PolicyRunHandle submit(
             PipelineDefinition definition, PolicyInputs inputs, PolicyProgressListener listener) {
+        return submit(definition, inputs, listener, null);
+    }
+
+    /**
+     * As {@link #submit(PipelineDefinition, PolicyInputs, PolicyProgressListener)}, recording the
+     * originating stored policy's id on the run ({@code null} for ad-hoc pipelines). The id lets a
+     * client attribute a run it rediscovers via {@code GET /policies/runs} after losing local state
+     * (e.g. a refresh before it recorded the run), so a finished run is never orphaned server-side.
+     */
+    public PolicyRunHandle submit(
+            PipelineDefinition definition,
+            PolicyInputs inputs,
+            PolicyProgressListener listener,
+            String policyId) {
         // Ad-hoc run (no stored policy): bill whoever kicked it off and own the outputs as them
         // too.
         // Capture the principal on this (request) thread — it does not survive the hop onto the
         // async
         // worker.
         String principal = currentActingPrincipal();
-        return submitForPrincipal(principal, principal, definition, inputs, listener);
+        return submitForPrincipal(principal, principal, policyId, definition, inputs, listener);
     }
 
     /** Run a stored policy on demand. {@code enabled} gates triggers, not explicit runs. */
@@ -103,12 +117,13 @@ public class PolicyEngine {
         String triggeringUser = currentActingPrincipal();
         String fileOwner = triggeringUser != null ? triggeringUser : policy.owner();
         return submitForPrincipal(
-                policy.owner(), fileOwner, policy.toDefinition(), inputs, listener);
+                policy.owner(), fileOwner, policy.id(), policy.toDefinition(), inputs, listener);
     }
 
     private PolicyRunHandle submitForPrincipal(
             String billingPrincipal,
             String fileOwner,
+            String policyId,
             PipelineDefinition definition,
             PolicyInputs inputs,
             PolicyProgressListener listener) {
@@ -116,7 +131,7 @@ public class PolicyEngine {
         // ownership check passes. No-op when security is off.
         String runId = jobOwnershipService.createScopedJobKey(UUID.randomUUID().toString());
         taskManager.createTask(runId);
-        PolicyRun run = new PolicyRun(runId, definition);
+        PolicyRun run = new PolicyRun(runId, policyId, definition);
         registry.register(run);
         CompletableFuture<PolicyRun> completion = new CompletableFuture<>();
         PolicyProgressListener tracking = trackingListener(runId, run, listener);

app/proprietary/src/main/java/stirling/software/proprietary/policy/model/PolicyRun.java

@@ -17,6 +17,10 @@ import stirling.software.common.model.job.ResultFile;
 public class PolicyRun {
 
     private final String runId;
+
+    /** ID of the stored policy that produced this run; null for ad-hoc pipelines. */
+    private final String policyId;
+
     private final PipelineDefinition definition;
     private final Instant createdAt = Instant.now();
 
@@ -45,8 +49,9 @@ public class PolicyRun {
     private volatile List<ResultFile> outputs = List.of();
     private volatile Instant updatedAt = Instant.now();
 
-    public PolicyRun(String runId, PipelineDefinition definition) {
+    public PolicyRun(String runId, String policyId, PipelineDefinition definition) {
         this.runId = runId;
+        this.policyId = policyId;
         this.definition = definition;
     }
 

app/proprietary/src/main/java/stirling/software/proprietary/policy/model/PolicyRunView.java

@@ -10,23 +10,28 @@ import stirling.software.common.model.job.ResultFile;
  */
 public record PolicyRunView(
         String runId,
+        String policyId,
         PolicyRunStatus status,
         int currentStep,
         int stepCount,
         String error,
         String errorCode,
         Boolean errorSubscribed,
-        List<ResultFile> outputs) {
+        List<ResultFile> outputs,
+        /** When the run was created, epoch millis, so a rediscovered run shows its real age. */
+        long createdAt) {
 
     public static PolicyRunView of(PolicyRun run) {
         return new PolicyRunView(
                 run.getRunId(),
+                run.getPolicyId(),
                 run.getStatus(),
                 run.getCurrentStep(),
                 run.stepCount(),
                 run.getError(),
                 run.getErrorCode(),
                 run.getErrorSubscribed(),
-                run.getOutputs());
+                run.getOutputs(),
+                run.getCreatedAt().toEpochMilli());
     }
 }

app/proprietary/src/test/java/stirling/software/proprietary/policy/engine/PolicyRunRegistryTest.java

@@ -95,7 +95,7 @@ class PolicyRunRegistryTest {
     }
 
     private PolicyRun register(String runId) {
-        PolicyRun run = new PolicyRun(runId, new PipelineDefinition(runId, List.of(), null));
+        PolicyRun run = new PolicyRun(runId, null, new PipelineDefinition(runId, List.of(), null));
         registry.register(run);
         return run;
     }

frontend/editor/src/core/contexts/file/fileActions.ts

@@ -587,60 +587,13 @@ export async function consumeFiles(
       );
   }
 
-  // Mark input files as processed in storage (no longer leaf nodes)
+  // Persist the durable half (mark inputs non-leaf + store output versions) via the shared
-  if (
+  // storage helper, so a policy run recovered after a reload versions the file identically.
-    !outputStirlingFileStubs.reduce(
+  await fileStorage.persistVersionedOutputs(
-      (areAllV1, stub) => areAllV1 && stub.versionNumber == 1,
+    inputFileIds,
-      true,
+    outputStirlingFiles,
-    )
+    outputStirlingFileStubs,
-  ) {
+  );
-    await Promise.all(
-      inputFileIds.map(async (fileId) => {
-        try {
-          await fileStorage.markFileAsProcessed(fileId);
-          if (DEBUG)
-            console.log(
-              `📄 Marked file ${fileId} as processed (no longer leaf)`,
-            );
-        } catch (error) {
-          if (DEBUG)
-            console.warn(
-              `📄 Failed to mark file ${fileId} as processed:`,
-              error,
-            );
-        }
-      }),
-    );
-  }
-
-  // Save output files directly to fileStorage with complete metadata
-  for (let i = 0; i < outputStirlingFiles.length; i++) {
-    const stirlingFile = outputStirlingFiles[i];
-    const stub = outputStirlingFileStubs[i];
-
-    try {
-      // Use fileStorage directly with complete metadata from stub
-      await fileStorage.storeStirlingFile(stirlingFile, stub);
-
-      if (DEBUG)
-        console.log(
-          `📄 Saved StirlingFile ${stirlingFile.name} directly to storage with complete metadata:`,
-          {
-            fileId: stirlingFile.fileId,
-            versionNumber: stub.versionNumber,
-            originalFileId: stub.originalFileId,
-            parentFileId: stub.parentFileId,
-            toolChainLength: stub.toolHistory?.length || 0,
-          },
-        );
-    } catch (error) {
-      console.error(
-        "Failed to persist output file to fileStorage:",
-        stirlingFile.name,
-        error,
-      );
-    }
-  }
 
   // Dispatch the consume action with pre-created stubs (no processing needed)
   dispatch({

frontend/editor/src/core/services/fileStorage.ts

@@ -730,6 +730,53 @@ class FileStorageService {
     }
   }
 
+  /**
+   * Persist output files as versions of their inputs: mark each input non-leaf (unless the
+   * outputs are v1 originals, i.e. nothing was versioned) and store each output with its stub.
+   * This is the durable half of {@link consumeFiles}, shared so a versioned result can be written
+   * even when the input isn't in the active workspace (e.g. a policy run recovered after a reload).
+   * Storage-only callers must bump the IndexedDB revision afterwards so the file views re-read;
+   * {@link consumeFiles} instead updates workspace state via its dispatch.
+   */
+  async persistVersionedOutputs(
+    inputFileIds: FileId[],
+    outputStirlingFiles: StirlingFile[],
+    outputStirlingFileStubs: StirlingFileStub[],
+  ): Promise<void> {
+    if (outputStirlingFiles.length !== outputStirlingFileStubs.length) {
+      throw new Error(
+        `Mismatch between output files (${outputStirlingFiles.length}) and stubs (${outputStirlingFileStubs.length})`,
+      );
+    }
+
+    const allV1 = outputStirlingFileStubs.every(
+      (stub) => stub.versionNumber === 1,
+    );
+    if (!allV1) {
+      await Promise.all(
+        inputFileIds.map((fileId) =>
+          this.markFileAsProcessed(fileId).catch((error) => {
+            // Best-effort: a missing/locked input shouldn't block storing the outputs.
+            console.warn(`Failed to mark file ${fileId} as processed:`, error);
+          }),
+        ),
+      );
+    }
+
+    await Promise.all(
+      outputStirlingFiles.map((file, i) =>
+        this.storeStirlingFile(file, outputStirlingFileStubs[i]).catch(
+          (error) =>
+            console.error(
+              "Failed to persist output file to storage:",
+              file.name,
+              error,
+            ),
+        ),
+      ),
+    );
+  }
+
   /**
    * Mark a file as leaf (opposite of markFileAsProcessed)
    * Used when promoting a file back to "recent" status

frontend/editor/src/core/tests/convert/ConvertIntegration.test.tsx

@@ -81,6 +81,7 @@ vi.mock("../../services/fileStorage", () => ({
       });
     }),
     storeStirlingFile: vi.fn().mockResolvedValue(undefined),
+    persistVersionedOutputs: vi.fn().mockResolvedValue(undefined),
     getAllFileMetadata: vi.fn().mockResolvedValue([]),
     cleanup: vi.fn().mockResolvedValue(undefined),
   },
@@ -213,9 +214,9 @@ describe("Convert Tool Integration Tests", () => {
       expect(result.current.isLoading).toBe(false);
       expect(result.current.errorMessage).toBe(null);
 
-      // The output file must be persisted via fileStorage.storeStirlingFile
+      // The output file must be persisted via fileStorage.persistVersionedOutputs
       // so downstream tools see it in the registry.
-      expect(fileStorage.storeStirlingFile).toHaveBeenCalled();
+      expect(fileStorage.persistVersionedOutputs).toHaveBeenCalled();
     });
 
     test("should handle API error responses correctly", async () => {

frontend/editor/src/core/tests/convert/ConvertSmartDetectionIntegration.test.tsx

@@ -79,6 +79,7 @@ vi.mock("../../services/fileStorage", () => ({
       });
     }),
     storeStirlingFile: vi.fn().mockResolvedValue(undefined),
+    persistVersionedOutputs: vi.fn().mockResolvedValue(undefined),
     getAllFileMetadata: vi.fn().mockResolvedValue([]),
     cleanup: vi.fn().mockResolvedValue(undefined),
   },
@@ -173,9 +174,9 @@ describe("Convert Tool - Smart Detection Integration Tests", () => {
         },
       );
 
-      // The output file must be persisted via fileStorage.storeStirlingFile
+      // The output file must be persisted via fileStorage.persistVersionedOutputs
       // so downstream tools see it in the registry.
-      expect(fileStorage.storeStirlingFile).toHaveBeenCalled();
+      expect(fileStorage.persistVersionedOutputs).toHaveBeenCalled();
     });
 
     test("should handle unknown file type with file-to-pdf fallback", async () => {

frontend/editor/src/core/tests/helpers/api-stubs.ts

@@ -256,6 +256,13 @@ export async function mockAppApis(
   await page.route("**/api/v1/policies", (route: Route) =>
     route.fulfill({ json: [] }),
   );
+  // The auto-run controller also reconciles server-side runs on load via
+  // GET /api/v1/policies/runs. The glob above doesn't cover this sub-path, so
+  // stub it empty too; otherwise the request hits the absent backend and the
+  // console error fails the page's no-unexpected-output guard.
+  await page.route("**/api/v1/policies/runs", (route: Route) =>
+    route.fulfill({ json: [] }),
+  );
 }
 
 /**

frontend/editor/src/proprietary/components/policies/policyRunStore.ts

@@ -133,6 +133,18 @@ export function recordRunStart(record: PolicyRunRecord) {
   emit();
 }
 
+/**
+ * Add a run discovered on the backend that this client has no local record of (e.g. it was
+ * started before a refresh recorded it). Unlike {@link recordRunStart} this adds no dispatch key:
+ * the run already exists server-side, so re-dispatch isn't the concern; we only want it polled and
+ * its outputs imported. No-op if the run is already known (reconcile patches those via updateRun).
+ */
+export function addReconciledRun(record: PolicyRunRecord) {
+  if (state.runs.some((r) => r.runId === record.runId)) return;
+  state = { ...state, runs: [record, ...state.runs].slice(0, MAX_RUNS) };
+  emit();
+}
+
 /** Mark a (policy, file) pair dispatched without a run (e.g. dispatch failed). */
 export function markDispatched(categoryId: string, fileId: string) {
   const key = dispatchKey(categoryId, fileId);

frontend/editor/src/proprietary/components/policies/usePolicyAutoRun.import.test.tsx

@@ -0,0 +1,186 @@
+import { describe, it, expect, vi, beforeEach } from "vitest";
+import { renderHook, act } from "@testing-library/react";
+
+// Drive a COMPLETED run's import against the REAL run store, stubbing the contexts/network the
+// hook reaches into. Spies are hoisted so the vi.mock factories share stable references we can
+// assert on. The focus is which delivery path importOutputs takes for "new_version" output:
+//  - input in the active workspace  → consumeFiles (versions in place)
+//  - input only in storage (reload) → fileStorage.persistVersionedOutputs (+ bumpRevision)
+//  - input gone entirely            → addFiles (new file)
+const mocks = vi.hoisted(() => ({
+  fileStubs: [] as Array<{ id: string }>,
+  addFiles: vi.fn(),
+  consumeFiles: vi.fn(),
+  bumpRevision: vi.fn(),
+  persistVersionedOutputs: vi.fn(),
+  getStirlingFile: vi.fn(),
+  getStirlingFileStub: vi.fn(),
+  downloadPolicyOutput: vi.fn(),
+  listPolicyRuns: vi.fn(),
+  createStirlingFilesAndStubs: vi.fn(),
+}));
+
+vi.mock("@app/constants/featureFlags", () => ({ POLICIES_ENABLED: true }));
+vi.mock("@app/contexts/FileContext", () => ({
+  useAllFiles: () => ({ fileStubs: mocks.fileStubs }),
+  useFileManagement: () => ({ addFiles: mocks.addFiles }),
+  useFileContext: () => ({ consumeFiles: mocks.consumeFiles }),
+}));
+vi.mock("@app/contexts/IndexedDBContext", () => ({
+  useIndexedDB: () => ({ bumpRevision: mocks.bumpRevision }),
+}));
+vi.mock("@app/hooks/usePolicies", () => ({
+  usePolicies: () => ({
+    policies: {
+      security: {
+        configured: true,
+        status: "active",
+        backendId: "backend-1",
+        runOn: "upload",
+        outputMode: "new_version",
+        outputName: "",
+      },
+    },
+  }),
+}));
+vi.mock("@app/services/policyApi", () => ({
+  runStoredPolicy: vi.fn(),
+  getPolicyRun: vi.fn(),
+  listPolicyRuns: mocks.listPolicyRuns,
+  downloadPolicyOutput: mocks.downloadPolicyOutput,
+}));
+vi.mock("@app/services/fileStorage", () => ({
+  fileStorage: {
+    getStirlingFile: mocks.getStirlingFile,
+    getStirlingFileStub: mocks.getStirlingFileStub,
+    persistVersionedOutputs: mocks.persistVersionedOutputs,
+  },
+}));
+vi.mock("@app/services/fileStubHelpers", () => ({
+  createStirlingFilesAndStubs: mocks.createStirlingFilesAndStubs,
+}));
+
+import { usePolicyAutoRun } from "@app/components/policies/usePolicyAutoRun";
+import {
+  recordRunStart,
+  getRun,
+  resetPolicyRuns,
+} from "@app/components/policies/policyRunStore";
+
+/** Seed a finished run (one output) so the import effect fires on mount. */
+function recordCompletedRun() {
+  recordRunStart({
+    runId: "run-1",
+    categoryId: "security",
+    fileId: "file-1",
+    fileName: "doc.pdf",
+    fileSize: 1234,
+    status: "COMPLETED",
+    outputs: [{ fileId: "out-file-1", fileName: "doc.pdf" }],
+    error: null,
+    startedAt: 0,
+  });
+}
+
+/** Render the hook and wait for the run's outputs to finish importing. */
+async function runImport() {
+  renderHook(() => usePolicyAutoRun());
+  await act(async () => {
+    await vi.waitFor(() => expect(getRun("run-1")?.imported).toBe(true));
+  });
+}
+
+beforeEach(() => {
+  localStorage.clear();
+  resetPolicyRuns();
+  vi.clearAllMocks();
+  mocks.fileStubs = [];
+  mocks.listPolicyRuns.mockResolvedValue([]);
+  mocks.getStirlingFileStub.mockResolvedValue(null);
+  mocks.persistVersionedOutputs.mockResolvedValue(undefined);
+  mocks.consumeFiles.mockResolvedValue(undefined);
+  mocks.addFiles.mockResolvedValue([{ fileId: "out-1" }]);
+  mocks.downloadPolicyOutput.mockResolvedValue(
+    new Blob(["x"], { type: "application/pdf" }),
+  );
+  mocks.createStirlingFilesAndStubs.mockResolvedValue({
+    stirlingFiles: [{ name: "doc.pdf" }],
+    stubs: [{ id: "out-1" }],
+  });
+});
+
+describe("auto-run import: new-version output delivery", () => {
+  it("versions the input in storage when it's recovered after a reload (no second file)", async () => {
+    // Reload case: the workspace is empty, but the input still persists in IndexedDB.
+    mocks.fileStubs = [];
+    mocks.getStirlingFileStub.mockResolvedValue({
+      id: "file-1",
+      versionNumber: 1,
+    });
+
+    recordCompletedRun();
+    await runImport();
+
+    expect(mocks.persistVersionedOutputs).toHaveBeenCalledWith(
+      ["file-1"],
+      expect.any(Array),
+      expect.any(Array),
+    );
+    expect(mocks.bumpRevision).toHaveBeenCalled();
+    expect(mocks.consumeFiles).not.toHaveBeenCalled();
+    expect(mocks.addFiles).not.toHaveBeenCalled();
+  });
+
+  it("versions the input in the workspace when it's open (consumeFiles, not a storage write)", async () => {
+    mocks.fileStubs = [{ id: "file-1" }];
+
+    recordCompletedRun();
+    await runImport();
+
+    expect(mocks.consumeFiles).toHaveBeenCalledWith(
+      ["file-1"],
+      expect.any(Array),
+      expect.any(Array),
+    );
+    expect(mocks.persistVersionedOutputs).not.toHaveBeenCalled();
+    expect(mocks.addFiles).not.toHaveBeenCalled();
+  });
+
+  it("falls back to adding a new file when the input is gone from storage too", async () => {
+    mocks.fileStubs = [];
+    mocks.getStirlingFileStub.mockResolvedValue(null);
+
+    recordCompletedRun();
+    await runImport();
+
+    expect(mocks.addFiles).toHaveBeenCalled();
+    expect(mocks.persistVersionedOutputs).not.toHaveBeenCalled();
+    expect(mocks.consumeFiles).not.toHaveBeenCalled();
+  });
+
+  it("adopts a server-only run, dating it from the server's createdAt (not now)", async () => {
+    // A run the client never recorded (true orphan): reconcile adopts it from the server. With no
+    // local input link it delivers as a new file, and its age comes from the server, not Date.now().
+    mocks.listPolicyRuns.mockResolvedValue([
+      {
+        runId: "srv-1",
+        policyId: "backend-1",
+        status: "COMPLETED",
+        currentStep: 1,
+        stepCount: 1,
+        error: null,
+        outputs: [{ fileId: "out-file-1", fileName: "doc.pdf" }],
+        createdAt: 1000,
+      },
+    ]);
+
+    renderHook(() => usePolicyAutoRun());
+    await act(async () => {
+      await vi.waitFor(() => expect(getRun("srv-1")?.imported).toBe(true));
+    });
+
+    expect(getRun("srv-1")?.startedAt).toBe(1000);
+    expect(mocks.addFiles).toHaveBeenCalled();
+    expect(mocks.persistVersionedOutputs).not.toHaveBeenCalled();
+  });
+});

frontend/editor/src/proprietary/components/policies/usePolicyAutoRun.retry.test.tsx

@@ -27,7 +27,10 @@ vi.mock("@app/services/policyApi", () => ({
   downloadPolicyOutput: vi.fn(),
 }));
 vi.mock("@app/services/fileStorage", () => ({
-  fileStorage: { getStirlingFile: vi.fn() },
+  fileStorage: { getStirlingFile: vi.fn(), getStirlingFileStub: vi.fn() },
+}));
+vi.mock("@app/contexts/IndexedDBContext", () => ({
+  useIndexedDB: () => ({ bumpRevision: vi.fn() }),
 }));
 
 import { usePolicyAutoRun } from "@app/components/policies/usePolicyAutoRun";

frontend/editor/src/proprietary/components/policies/usePolicyAutoRun.ts

@@ -18,10 +18,12 @@ import {
   useFileContext,
 } from "@app/contexts/FileContext";
 import { fileStorage } from "@app/services/fileStorage";
+import { useIndexedDB } from "@app/contexts/IndexedDBContext";
 import { POLICIES_ENABLED } from "@app/constants/featureFlags";
 import {
   runStoredPolicy,
   getPolicyRun,
+  listPolicyRuns,
   downloadPolicyOutput,
 } from "@app/services/policyApi";
 import type {
@@ -32,8 +34,10 @@ import { dispatchPaygLimitReached } from "@app/services/usageLimitBridge";
 import type { FileId } from "@app/types/file";
 import { createStirlingFilesAndStubs } from "@app/services/fileStubHelpers";
 import type { StirlingFile, StirlingFileStub } from "@app/types/fileContext";
+import type { PoliciesByCategory } from "@app/types/policies";
 import { usePolicies } from "@app/hooks/usePolicies";
 import {
+  addReconciledRun,
   dispatchKey,
   getRun,
   isDispatched,
@@ -116,6 +120,7 @@ export function usePolicyAutoRun(): void {
   const { fileStubs } = useAllFiles();
   const { addFiles } = useFileManagement();
   const { consumeFiles } = useFileContext();
+  const { bumpRevision } = useIndexedDB();
   const { policies } = usePolicies();
   const runs = usePolicyRuns();
   // Keys (run ids / dispatch keys) currently in flight, so the effects never
@@ -123,6 +128,8 @@ export function usePolicyAutoRun(): void {
   const polling = useRef<Set<string>>(new Set());
   const importing = useRef<Set<string>>(new Set());
   const dispatching = useRef<Set<string>>(new Set());
+  // Reconcile against the backend exactly once per mount.
+  const reconciled = useRef(false);
 
   // A policy's tool calls run server-side, so a usage-limit 402 never reaches the apiClient
   // interceptor (and thus never pops the modal that direct calls get). The backend surfaces the
@@ -145,6 +152,9 @@ export function usePolicyAutoRun(): void {
   const scheduleQueueRetry = useCallback((runId: string) => {
     const rec = getRun(runId);
     if (!rec) return;
+    // A run rediscovered from the server (reconciled) has no local input fileId, so it can't be
+    // re-dispatched; leave it failed rather than spinning on a file we can't resolve.
+    if (!rec.fileId) return;
     const key = dispatchKey(rec.categoryId, rec.fileId);
     const attempts = queueRetries.current.get(key) ?? 0;
     const backendId = policiesRef.current[rec.categoryId]?.backendId;
@@ -267,12 +277,25 @@ export function usePolicyAutoRun(): void {
       void importOutputs(run, {
         addFiles,
         consumeFiles,
+        bumpRevision,
         outputMode,
         outputName,
         parentStub,
       }).finally(() => importing.current.delete(run.runId));
     }
   }, [runs, addFiles, consumeFiles, policies, fileStubs]);
+
+  // Reconcile against the backend on load. The server owns runs (durable, user-scoped),
+  // so a run started before this client recorded it, or before a refresh/crash, is
+  // rediscovered here; the poll + import effects above then collect its outputs rather
+  // than leaving them orphaned. Waits until policies are known so server runs can be
+  // attributed to their category.
+  useEffect(() => {
+    if (!POLICIES_ENABLED || reconciled.current) return;
+    if (Object.keys(policies).length === 0) return;
+    reconciled.current = true;
+    void reconcileServerRuns(policies);
+  }, [policies]);
 }
 
 interface ImportContext {
@@ -282,6 +305,8 @@ interface ImportContext {
     outputs: StirlingFile[],
     stubs: StirlingFileStub[],
   ) => Promise<unknown>;
+  /** Bump the IndexedDB revision so the file views re-read after a storage-only version write. */
+  bumpRevision: () => void;
   /** "new_file" adds the output as a separate file; "new_version" versions the input. */
   outputMode: "new_file" | "new_version";
   /** Rename rule. Empty → keep the input's filename; set → use the policy's
@@ -291,6 +316,61 @@ interface ImportContext {
   parentStub: StirlingFileStub | undefined;
 }
 
+/**
+ * Pull the caller's server-side runs and fold them into the local store. For a run we already
+ * track, patch its status/outputs (preserving local import progress + attribution); for one we
+ * don't, adopt it so the poll/import effects pick it up. Server-excluded ad-hoc runs and runs we
+ * can't map to a configured category are skipped.
+ */
+async function reconcileServerRuns(
+  policies: PoliciesByCategory,
+): Promise<void> {
+  let serverRuns;
+  try {
+    serverRuns = await listPolicyRuns();
+  } catch {
+    return; // offline / backend down; local cache stands.
+  }
+  for (const view of serverRuns) {
+    // No-ops unless the run is already tracked, so this only patches known runs.
+    updateRun(view.runId, {
+      status: view.status,
+      outputs: view.outputs,
+      error: view.error,
+    });
+    // No-ops if already tracked, so this only adopts runs we'd otherwise have lost.
+    const categoryId = categoryForPolicy(view.policyId, policies);
+    if (!categoryId) continue;
+    addReconciledRun({
+      runId: view.runId,
+      categoryId,
+      // No local input link: a run rediscovered purely from the server (never recorded by this
+      // client) can't be tied back to a workspace/storage file, so its output is delivered as a
+      // new file rather than a version, and it isn't retried. The recorded-run path (real fileId)
+      // covers the common refresh case; this only bites true orphans (storage wipe / other device).
+      fileId: "",
+      fileName: view.outputs[0]?.fileName ?? "",
+      fileSize: 0,
+      status: view.status,
+      outputs: view.outputs,
+      error: view.error,
+      // Use the server's creation time, not now, so a rediscovered run shows its real age.
+      startedAt: view.createdAt,
+    });
+  }
+}
+
+/** The category whose configured policy produced this run, if any. */
+function categoryForPolicy(
+  policyId: string | null,
+  policies: PoliciesByCategory,
+): string | undefined {
+  if (!policyId) return undefined;
+  return Object.entries(policies).find(
+    ([, s]) => s.backendId === policyId,
+  )?.[0];
+}
+
 /**
  * Fetch a completed run's not-yet-imported output files and deliver them to the
  * workspace. Per-output, via allSettled: each output is tracked once delivered,
@@ -343,22 +423,44 @@ async function importOutputs(
   // them, so they retry (without having been added).
   const files = fetched.map((f) => f.file);
   // Workspace fileIds of the delivered outputs — the policy badge marks these
-  // (the policy's output), not the input it ran on. Set in both branches below.
+  // (the policy's output), not the input it ran on. Set in every branch below.
   let deliveredIds: string[];
-  if (ctx.outputMode === "new_version" && ctx.parentStub) {
+  // For new-version output, resolve the input's stub from the active workspace, or from storage
+  // when the workspace is empty (e.g. after a reload, where the run is recovered but the input
+  // still persists in IndexedDB). Versioning it there keeps the result identical to the no-reload
+  // case (one leaf) instead of adding the output as a second file.
+  const parentStub =
+    ctx.outputMode === "new_version"
+      ? (ctx.parentStub ??
+        (await fileStorage.getStirlingFileStub(run.fileId as FileId)) ??
+        undefined)
+      : undefined;
+  if (parentStub) {
     // Replace the input file with a versioned child (preserves its history).
     // The version records "automate" as its origin tool — a policy is a
     // multi-tool automation, not any single tool (redact/watermark/sanitize/…).
     const { stirlingFiles, stubs } = await createStirlingFilesAndStubs(
       files,
-      ctx.parentStub,
+      parentStub,
       "automate",
     );
     // Mark the outputs handled BEFORE adding them, so the auto-run never enforces
     // the policy on its own output — that would version endlessly in a loop.
     for (const s of stubs) markDispatched(run.categoryId, s.id);
     deliveredIds = stubs.map((s) => s.id as string);
-    await ctx.consumeFiles([run.fileId as FileId], stirlingFiles, stubs);
+    if (ctx.parentStub) {
+      // Input is in the active workspace: version it there (workspace + storage).
+      await ctx.consumeFiles([run.fileId as FileId], stirlingFiles, stubs);
+    } else {
+      // Input is only in storage (run recovered after a reload): version it at the
+      // storage layer, then refresh the file views.
+      await fileStorage.persistVersionedOutputs(
+        [run.fileId as FileId],
+        stirlingFiles,
+        stubs,
+      );
+      ctx.bumpRevision();
+    }
   } else {
     const added = await ctx.addFiles(files);
     // Same loop-guard for new-file output: the produced file is a new workspace
@@ -424,8 +526,9 @@ export async function runPolicyOnFile(
       startedAt: Date.now(),
     });
   } catch {
-    // Dispatch failed (offline / backend error). Mark dispatched so we don't
+    // Dispatch failed (offline / backend error). Mark dispatched so we don't hammer;
-    // hammer; the absent run simply won't appear in the activity feed.
+    // the absent run simply won't appear in the activity feed. If the backend did
+    // start a run we never recorded, reconcileServerRuns rediscovers it.
     markDispatched(categoryId, fileId);
   }
 }

frontend/editor/src/proprietary/services/policyApi.ts

@@ -104,3 +104,14 @@ export async function getPolicyRun(runId: string): Promise<PolicyRunView> {
   );
   return res.data;
 }
+
+/**
+ * The caller's in-flight and recently-finished stored-policy runs (server-owned,
+ * within the run-retention window). Used to reconcile on load: a run started
+ * before a refresh/crash is rediscovered here and its outputs collected, so a
+ * finished run is never orphaned on the backend.
+ */
+export async function listPolicyRuns(): Promise<PolicyRunView[]> {
+  const res = await apiClient.get<PolicyRunView[]>("/api/v1/policies/runs");
+  return res.data;
+}

frontend/editor/src/proprietary/services/policyPipeline.ts

@@ -73,6 +73,8 @@ export interface BackendResultFile {
 /** Read-only view returned by the run status endpoint (mirrors PolicyRunView). */
 export interface PolicyRunView {
   runId: string;
+  /** ID of the stored policy that produced the run; null for ad-hoc pipelines. */
+  policyId: string | null;
   status: PolicyRunStatus;
   currentStep: number;
   stepCount: number;
@@ -89,6 +91,8 @@ export interface PolicyRunView {
    */
   errorSubscribed?: boolean | null;
   outputs: BackendResultFile[];
+  /** When the run was created (epoch millis); lets a rediscovered run show its real age. */
+  createdAt: number;
 }
 
 /** Resolve a frontend operation id to its backend tool endpoint path. */