fix(work-orders): harden duplicate WO number checks [SH-189]

src/app/(protected)/workorders/_components/list/table/cells/editable-wo-number-cell.tsx

@@ -132,7 +132,11 @@ export function EditableWONumberCell({
       try {
         const duplicate = await resolveDuplicateWoNumber(draft, allOrders, currentId);
         if (duplicate) {
-          onDuplicateFound?.(duplicate);
+          if (onDuplicateFound) {
+            onDuplicateFound(duplicate);
+          } else {
+            toast.error(`WO #${duplicate.woNumber} is already assigned to another work order.`);
+          }
           setDraft(value);
           return;
         }

src/app/(protected)/workorders/_components/list/table/wo-table-inline-row-cells.tsx

@@ -3,7 +3,10 @@ import type {
   VendorDropdownItem,
   WorkOrderUser,
 } from "@/domain/work-orders/types/work-order";
-import type { WorkOrderTableDraft } from "@/domain/work-orders/types/work-order-table-row";
+import type {
+  WorkOrderTableDraft,
+  WorkOrderTableRow,
+} from "@/domain/work-orders/types/work-order-table-row";
 import { AssignedToCell } from "./cells/assigned-to-cell";
 import { ApptTimeCell } from "./cells/appt-time-cell";
 import { DateCell } from "./cells/date-cell";
@@ -25,6 +28,7 @@ type WoTableInlineRowCellsProps = {
   pmTypes: string[];
   allRows: { id: string | number; woNumber: string }[];
   onPatch: (patch: Partial<WorkOrderTableDraft>) => void;
+  onDuplicateFound?: (existing: WorkOrderTableRow) => void;
 };
 
 export function WoTableInlineRowCells({
@@ -37,6 +41,7 @@ export function WoTableInlineRowCells({
   pmTypes,
   allRows,
   onPatch,
+  onDuplicateFound,
 }: WoTableInlineRowCellsProps) {
   const draftRow = toInlineDraftRow(draft);
 
@@ -73,6 +78,7 @@ export function WoTableInlineRowCells({
           currentId="draft"
           allOrders={allRows as never[]}
           onSave={(v) => onPatch({ woNumber: v })}
+          onDuplicateFound={onDuplicateFound}
         />
       </td>
 

src/app/(protected)/workorders/_components/list/table/wo-table-inline-row.tsx

@@ -6,7 +6,10 @@ import type {
   WorkOrderUser,
 } from "@/domain/work-orders/types/work-order";
 
-import type { WorkOrderTableDraft } from "@/domain/work-orders/types/work-order-table-row";
+import type {
+  WorkOrderTableDraft,
+  WorkOrderTableRow,
+} from "@/domain/work-orders/types/work-order-table-row";
 
 import { UNSCHEDULED_DAY_KEY } from "@/domain/work-orders/types/work-order-table-row";
 
@@ -16,54 +19,34 @@ import { WoTableInlineRowActions } from "./wo-table-inline-row-actions";
 
 type WoTableInlineRowProps = {
   draft: WorkOrderTableDraft;
-
   draftDayKey: string;
-
   users: WorkOrderUser[];
-
   sites: LocationOption[];
-
   sitePlace?: { city: string; state: string };
-
   vendors: VendorDropdownItem[];
-
   pmTypes: string[];
-
   allRows: { id: string | number; woNumber: string }[];
-
   saving?: boolean;
-
   onChange: (draft: WorkOrderTableDraft) => void;
-
   onSave: () => void;
-
   onCancel: () => void;
+  onDuplicateFound?: (existing: WorkOrderTableRow) => void;
 };
 
 export function WoTableInlineRow({
   draft,
-
   draftDayKey,
-
   users,
-
   sites,
-
   sitePlace,
-
   vendors,
-
   pmTypes,
-
   allRows,
-
   saving = false,
-
   onChange,
-
   onSave,
-
   onCancel,
+  onDuplicateFound,
 }: WoTableInlineRowProps) {
   const weekDefault = draftDayKey === UNSCHEDULED_DAY_KEY;
 
@@ -77,11 +60,8 @@ export function WoTableInlineRow({
       aria-busy={saving || undefined}
       style={{
         height: WO_TABLE_ROW_HEIGHT,
-
         borderBottom: "1px solid var(--color-border)",
-
         borderLeft: "2px solid var(--color-primary)",
-
         background: "var(--color-primary-tint)",
         opacity: saving ? 0.7 : 1,
         pointerEvents: saving ? "none" : undefined,
@@ -103,6 +83,7 @@ export function WoTableInlineRow({
         pmTypes={pmTypes}
         allRows={allRows}
         onPatch={patch}
+        onDuplicateFound={onDuplicateFound}
       />
 
       <td style={{ padding: "0 4px" }}>

src/app/(protected)/workorders/_components/list/table/wo-table.tsx

@@ -1,4 +1,5 @@
 import { useMemo, useState } from "react";
+import { toast } from "react-toastify";
 import { useLocationSites } from "@/domain/locations/use-cases/use-location-sites";
 import type {
   LocationOption,
@@ -9,7 +10,9 @@ import type {
   WorkOrderTablePatch,
   WorkOrderTableRow,
 } from "@/domain/work-orders/types/work-order-table-row";
+import { workOrdersApi } from "@/domain/work-orders/api/work-orders-api";
 import { useCreateWorkOrderFromWizard } from "@/domain/work-orders/use-cases/use-create-work-order-from-wizard";
+import { findDuplicateWoNumberRow } from "@/domain/work-orders/utils/find-duplicate-wo-number-row";
 import { DuplicateWoNumberDialog } from "@/app/(protected)/workorders/_components/list/duplicate-wo-number-dialog";
 import { WoTableSkeleton } from "@/app/(protected)/workorders/_components/loading/wo-table-skeleton";
 import type { ReturnTypeOfUseWorkOrdersTableData } from "./wo-table-types";
@@ -57,6 +60,7 @@ export function WoTable({
 }: WoTableProps) {
   const [scheduleHighlightId, setScheduleHighlightId] = useState<string | number | null>(null);
   const [duplicateRow, setDuplicateRow] = useState<WorkOrderTableRow | null>(null);
+  const [isCheckingInlineDuplicate, setIsCheckingInlineDuplicate] = useState(false);
   const { data: locationSites = [] } = useLocationSites();
   const sitePlaceLookups = useMemo(() => buildSitePlaceLookups(locationSites), [locationSites]);
   const createMutation = useCreateWorkOrderFromWizard(() => {
@@ -75,6 +79,31 @@ export function WoTable({
     onDuplicateFound: setDuplicateRow,
   });
 
+  const handleInlineSave = () => {
+    void (async () => {
+      const draftSnapshot = tableData.draft;
+      const woNumber = draftSnapshot.woNumber.trim();
+      if (woNumber) {
+        setIsCheckingInlineDuplicate(true);
+        try {
+          const duplicate =
+            findDuplicateWoNumberRow(woNumber, tableData.rows, "draft") ??
+            (await workOrdersApi.findByWoNumber(woNumber));
+          if (duplicate && String(duplicate.id) !== "draft") {
+            setDuplicateRow(duplicate);
+            return;
+          }
+        } catch {
+          toast.error("Unable to verify the work order number. Please try again.");
+          return;
+        } finally {
+          setIsCheckingInlineDuplicate(false);
+        }
+      }
+      createMutation.mutate(buildInlineDraftCreateInput(tableData.draft, users, sites));
+    })();
+  };
+
   const renderRow = (row: WorkOrderTableRow, forceScheduleHighlight = false) => (
     <WoTableRow
       key={String(row.id)}
@@ -109,12 +138,11 @@ export function WoTable({
         vendors={vendors}
         pmTypes={pmTypes}
         allRows={tableData.rows}
-        saving={createMutation.isPending}
+        saving={createMutation.isPending || isCheckingInlineDuplicate}
         onChange={tableData.setDraft}
-        onSave={() =>
+        onSave={handleInlineSave}
-          createMutation.mutate(buildInlineDraftCreateInput(tableData.draft, users, sites))
-        }
         onCancel={tableData.cancelDraft}
+        onDuplicateFound={setDuplicateRow}
       />
     );
 

src/app/(protected)/workorders/_components/wizard/use-new-wo-wizard-state.ts

@@ -46,11 +46,10 @@ export function useNewWoWizardState({
   const [pocAutoFilledFor, setPocAutoFilledFor] = useState("");
   const [duplicateRow, setDuplicateRow] = useState<WorkOrderTableRow | null>(null);
   const [isCheckingDuplicate, setIsCheckingDuplicate] = useState(false);
-  const draftWoNumberRef = useRef(draft.woNumber);
+  const openRef = useRef(open);
-
+  const draftRef = useRef(draft);
-  useEffect(() => {
+  openRef.current = open;
-    draftWoNumberRef.current = draft.woNumber;
+  draftRef.current = draft;
-  }, [draft.woNumber]);
 
   const { data: apiLocations = [] } = useWorkOrderLocations();
   const { data: apiProblems = [] } = useDropdownOptionsByCategory("Problem");
@@ -129,12 +128,23 @@ export function useNewWoWizardState({
   };
 
   const handleDuplicateFound = (woNumber: string) => {
-    void resolveDuplicate(woNumber).then((duplicate) => {
+    void (async () => {
-      // Compare against the latest draft — ignore stale lookups after the user edits.
+      try {
-      if (duplicate && woNumber === draftWoNumberRef.current) {
+        const duplicate = await resolveDuplicate(woNumber);
-        setDuplicateRow(duplicate);
+        // Ignore stale lookups after dismiss or after the user edits the WO#.
+        if (!openRef.current || woNumber !== draftRef.current.woNumber) {
+          return;
+        }
+        if (duplicate) {
+          setDuplicateRow(duplicate);
+        }
+      } catch {
+        if (!openRef.current) {
+          return;
+        }
+        toast.error("Unable to verify the work order number. Please try again.");
       }
-    });
+    })();
   };
 
   const handleCreate = () => {
@@ -143,16 +153,19 @@ export function useNewWoWizardState({
       setIsCheckingDuplicate(true);
       try {
         const duplicate = await resolveDuplicate(woNumberAtSubmit);
-        // Ignore stale lookups if the WO# changed while the request was in flight.
+        // Ignore after dismiss or if the WO# changed while the request was in flight.
-        if (woNumberAtSubmit !== draftWoNumberRef.current) {
+        if (!openRef.current || woNumberAtSubmit !== draftRef.current.woNumber) {
           return;
         }
         if (duplicate) {
           setDuplicateRow(duplicate);
           return;
         }
-        createMutation.mutate(draft);
+        createMutation.mutate(draftRef.current);
       } catch {
+        if (!openRef.current) {
+          return;
+        }
         toast.error("Unable to verify the work order number. Please try again.");
       } finally {
         setIsCheckingDuplicate(false);

src/domain/work-orders/api/work-orders-api.ts

@@ -193,17 +193,20 @@ export const workOrdersApi = {
 
   findByWoNumber: async (woNumber: string): Promise<WorkOrderTableRow | undefined> => {
     const normalized = woNumber.trim();
-    if (normalized === "") {
+    // Skip empty / very short queries — fuzzy board/search would page endlessly for 1–2 chars.
+    const minLength = 3;
+    const maxPages = 5;
+    if (normalized.length < minLength) {
       return undefined;
     }
 
-    // `board/search` is fuzzy and paginated (0-based); exhaust pages until an exact WO# match.
+    // `board/search` is fuzzy and paginated (0-based); scan a bounded number of pages for an exact WO#.
     const pageSize = 100;
     let page = 0;
     let scanned = 0;
     let totalCount = Number.POSITIVE_INFINITY;
 
-    while (scanned < totalCount) {
+    while (scanned < totalCount && page < maxPages) {
       const result = await workOrdersApi.searchBoard({
         search: normalized,
         page,

src/test/domain/work-orders/api/work-orders-api.test.ts

@@ -363,6 +363,30 @@ describe("workOrdersApi.findByWoNumber", () => {
     });
     expect(result).toMatchObject({ id: 999, woNumber: "10000009999" });
   });
+
+  it("skips remote search for short WO numbers", async () => {
+    const result = await workOrdersApi.findByWoNumber("12");
+    expect(apiGet).not.toHaveBeenCalled();
+    expect(result).toBeUndefined();
+  });
+
+  it("caps paging when scanning fuzzy board search results", async () => {
+    apiGet.mockResolvedValue({
+      items: Array.from({ length: 100 }, (_, index) => ({
+        id: index + 1,
+        woNumber: `fuzzy-match-${index}`,
+        lifecycleStatusLabel: "Incomplete",
+      })),
+      totalCount: 10_000,
+      page: 0,
+      pageSize: 100,
+    });
+
+    const result = await workOrdersApi.findByWoNumber("10000005555");
+
+    expect(apiGet).toHaveBeenCalledTimes(5);
+    expect(result).toBeUndefined();
+  });
 });
 
 describe("workOrdersApi.patchBoardField", () => {