Objective

Remove the deprecated SMS-Magic permission set and build an autonomous RingCentral → Litify SMS sync so every text creates a Litify Note on the matching Matter or Intake, with idempotent upserts and one-command rollback.

What was accomplished

• SMS-Magic cleanup. Removed 5 permission-set assignments (SMS Converse + SMS Magic Custom). 0 remaining.
• Full sync project built at /Users/samaguiar/Documents/Projects/litify/ringcentral-sms-sync/.
  • src/rc-auth.js — RC JWT bearer auth, 20-min token cache.
  • src/sf-auth.js — reuses local sf CLI (sf org display --target-org LITIFY_ORG --json). No Connected App, no stored SF secret. Normalizes apiVersion → v66.0.
  • src/rc-client.js — paginates /restapi/v1.0/account/{acct}/extension/{ext}/message-store?messageType=SMS, normalizes RC record shape.
  • src/phone-match.js — 10-digit US normalization + SOQL LIKE matcher on Matter_Phone__c, Client_Phone__c, litify_pm__Phone__c, Phone_10_Digit__c. Open matters and unconverted intakes first.
  • src/sync.js — orchestrator with --dry-run, --backfill, --incremental, --since=, --until=, --wave=, --ext=. Writes JSON report and text log per run.
  • src/rollback.js — deletes by External_Id__c LIKE 'rc_msg_%' with --wave, --since, --until, --owner, --ext-id filters. Dry-run default, --confirm to delete.
  • config/sync-config.json — full wave1–wave4 roster from Sam's explicit assignments, phone field lists, Intaker filter (skips chatbot SMS), topic map, poll windows, test record ids.
• Test records created for live validation:
  • Account 001UV00000kZGyjYAG (Sam Test)
  • Intake a0CUV00006LMO7s2AH (INT-26041554238)
  • Matter a0LUV00000G5NHJ2A3 (MAT-26041566490, Matter_Phone__c = (502) 813-8900)
• Topic picklist proved unrestricted via API. Text message sent / Text message received both write successfully without a metadata deploy. UI dropdown value add deferred (phase-2 polish).
• Validation:
  • Dry-run Alyssia ext 376557052, 60 days: 144 SMS → 26 Intaker filtered, 72 Matter matches, 20 Intake matches, 26 unmatched short codes, 0 errors (64% phone-match rate).
  • Live 2-day window, Alyssia: 20 SMS → 9 Notes written with correct OwnerId, topic direction, and Matter linkage. 0 errors.
  • Idempotency: re-ran same window; SF total held at 9. Upsert-by-external-id works end-to-end.
• Full wave1_intake 60-day backfill complete (9 staff). Final counts: 1,020 SMS fetched → 26 Intaker filtered, 742 Matter matches, 173 Intake matches, 79 unmatched short codes, 915 Notes upserted, 0 errors, 90% match rate. Per-extension: Sam 1, Alyssia 144, JaNette 92, Kyle Haney 86, Timmera 98, Angelica 185, Chymez 144, Austin J 270, Kathy 0. Verified in SF: SELECT COUNT() FROM litify_pm__lit_Note__c WHERE External_Id__c LIKE 'rc_msg_%' → 915. Report: reports/sync-live-wave1_intake-2026-04-15T01-27-53-135Z.json.

Key decisions

• SF auth via sf CLI instead of stored client credentials. The vault-based client-credentials flow returned no client credentials user enabled. Using sf org display means no SF secrets live in this project.
• Upsert by External_Id__c = rc_msg_{rcMessageId} for idempotency. Re-running any window is a no-op on already-synced messages.
• Intaker SMS filtered out via body-prefix regex. Intaker's own pipeline already pushes those leads; this sync would duplicate them.
• Sam (ext 115 / 502-813-8900) is the live test subject. No Alyssia-only pilot. The Sam Test Matter has his phone so any outbound text to 502-813-8900 from any RC ext will match it.
• Wave config is source of truth for owner mapping. Each extension row has sfUserId set where known; the sync sets OwnerId on the Note so Litify views respect record ownership.

Rollback (all reversible)

• Sync output: node src/rollback.js --confirm deletes every Note with External_Id__c LIKE 'rc_msg_%'. Filter by wave, owner, date, or single RC message id.
• SMS-Magic perm set: re-assign via Setup → Permission Sets → Manage Assignments.
• Test records: delete Account 001UV00000kZGyjYAG, Intake a0CUV00006LMO7s2AH, Matter a0LUV00000G5NHJ2A3.
• Project: entire /Users/samaguiar/Documents/Projects/litify/ringcentral-sms-sync/ folder is deletable.