[$250] Remove the `New Workspace` option from Global Create for members of existing group workspace.

[JmillsExpensify]

Proposal: Remove the New Workspace option from Global Create for members of existing group workspace.

Background: Thousands of existing OldDot members land in NewDot on a daily basis, whether to interact with services like Guides, Account Managers (AMs), or Concierge. Once in NewDot, Full Story sessions reveal that members commonly explore our new product and the features available.

Problem: When submit employees that already belong to a existing group workspace see the New Workspace option, they unintentionally create more workspaces, which causes confusion and prevents them from submitting expenses to their employer.

Solution: Remove the New Workspace option from Global Create for all members that already belong to a group workspace – streamlining their experience by reducing confusion and preventing accidental workspace creation. Additionally, we’ll universally promote a single way to create your second, third, fourth or an infinite number of workspaces via one centralized flow in Settings > Workspaces.

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• Upwork Job URL: https://www.upwork.com/jobs/~021851027135757622934
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• nkdengineer | Contributor | 104766386

Issue Owner

Current Issue Owner: @sobitneupane

[melvin-bot[bot]]

Job added to Upwork: https://www.upwork.com/jobs/~021851027135757622934

[melvin-bot[bot]]

Triggered auto assignment to Contributor-plus team member for initial proposal review - @sobitneupane (External)

[melvin-bot[bot]]

Current assignee @JmillsExpensify is eligible for the NewFeature assigner, not assigning anyone new.

[Krishna2323]

@JmillsExpensify, is there any way to reproduce this with a new email?

[NJ-2020]

Edited by proposal-police: This proposal was edited at 2024-11-05 23:01:24 UTC.

Proposal

Please re-state the problem that we are trying to solve in this issue.

Remove the New Workspace option from Global Create for members of existing group workspace

What is the root cause of that problem?

New feature We only hide the New workspace button from Global action if the user has any active enabled chat policies https://github.com/Expensify/App/blob/db592c9c9f56a6ce8208b898c1e5ba1eb864aae8/src/libs/actions/Policy/Policy.ts#L249-L255

What changes do you think we should make in order to solve the problem?

Based on this https://github.com/Expensify/App/issues/51616#issuecomment-2458322645 , we can check if the policy type is team or corporate then we will simply return true

const chatEnabledPolicies = Object.values(policies ?? {}).filter(
    (policy) => policy?.type === CONST.POLICY.TYPE.TEAM || policy?.type === CONST.POLICY.TYPE.CORPORATE && (!includeOnlyAdminPolicies || policy.role === CONST.POLICY.ROLE.ADMIN),
);

Or we can also do this

const chatEnabledPolicies = Object.values(policies ?? {}).filter(
    (policy) => policy?.type === CONST.POLICY.TYPE.TEAM || policy?.type === CONST.POLICY.TYPE.CORPORATE,
);

What alternative solutions did you explore? (Optional)

We can check if the policy type is not personal then we will return true

const chatEnabledPolicies = Object.values(policies ?? {}).filter(
    (policy) => policy?.type !== CONST.POLICY.TYPE.PERSONAL,
);

[JmillsExpensify]

@sobitneupane Do you mind reviewing this proposal when you're able? This is causing quite a bit of confusion for existing members, I'd like to get ahead of it.

[nkdengineer]

@JmillsExpensify Is there any way to reproduce this bug for the contributor account?

[sobitneupane]

I could not reproduce the issue. @NJ-2020 Were you able to reproduce the issue? Can you please add reproduction steps?

[NJ-2020]

@sobitneupane Sure here's the reproduction steps

1. Create two accounts on OD, A and B
2. A: Create new workspace with control plan
3. A: Invite B as a employee member
4. B: Click support > concierge
5. B: Inside ND click + button

https://github.com/user-attachments/assets/7285b84a-da4e-4575-b3b3-119660e116c5

[sobitneupane]

Thanks, @NJ-2020.

If I'm not mistaken, there should also be a #announce room and a workspace chat room when the user is redirected to newDot. It seems like these are missing, which might be related.

[NJ-2020]

I am not sure here, but if we create new workspace with Control plan the BE returning isPolicyExpenseChatEnabled false

But if we create new workspace with Collect plan the BE returns isPolicyExpenseChatEnabled true

[sobitneupane]

@NJ-2020 I don't think that's the case when the user is invited from newDot.

[JmillsExpensify]

Yes this flow is possible when a member doesn't have a workspace chats enabled workspace, but signed into NewDot. So generally you'd create a workspace on OldDot via user A, then invite user B. Sign in as user B to NewDot and you should see the option to create a New Workspace.

[nkdengineer]

Proposal

Please re-state the problem that we are trying to solve in this issue.

Remove the New Workspace option from Global Create for members of the existing group workspace

What is the root cause of that problem?

When we create a control WS in OldDot, isPolicyExpenseChatEnabled is false so there are no WS that match the condition here

https://github.com/Expensify/App/blob/780a236fb9d1bd55790eaf22b1e6ce0a3ba1bfe2/src/pages/home/sidebar/SidebarScreen/FloatingActionButtonAndPopover.tsx#L457

What changes do you think we should make in order to solve the problem?

If we want to not display the New Workspace option when the user already has a WS even isPolicyExpenseChatEnabled is false. To do that we only need to filter out the personal WS here

const chatEnabledPolicies = Object.values(policies ?? {}).filter(
    (policy) => policy?.type !== CONST.POLICY.TYPE.PERSONAL && (!includeOnlyAdminPolicies || policy?.role === CONST.POLICY.ROLE.ADMIN),
);

https://github.com/Expensify/App/blob/66195ad78fd1fab200ee82e2d530ec38e2947587/src/libs/actions/Policy/Policy.ts#L255-L258

What alternative solutions did you explore? (Optional)

[sobitneupane]

@nkdengineer Is there any reason for isPolicyExpenseChatEnabled to be false? What do you think about missing policy expense chats?

[sobitneupane]

I believe we should set isPolicyExpenseChatEnabled to true even when the policy is created and the user is invited from oldDot, as we want to display the policy expense chat. If there's no specific reason for it to be set to false, we should first check this on the backend.

🎀 👀 🎀 C+ reviewed

[melvin-bot[bot]]

Triggered auto assignment to @Julesssss, see https://stackoverflow.com/c/expensify/questions/7972 for more details.

[nkdengineer]

@nkdengineer Is there any reason for isPolicyExpenseChatEnabled to be false? What do you think about https://github.com/Expensify/App/issues/51616#issuecomment-2447236475

The policy expense chats are missing because isPolicyExpenseChatEnabled is false. About the reason why it's false, I think it's expected from OldDot. In the past when we create a WS in OldDot we need do some action to active it in NewDot here

 p = Policy.getCurrent();
p.policy.isPolicyExpenseChatEnabled = "true";
p.save();

[JmillsExpensify]

Agree with @nkdengineer. We're setting isPolicyExpenseChatEnabled to false by design, as the backend doesn't support the majority of OldDot workspaces. Further BE performance optimizations are needed, and in addition, we have to migrate customer data. So we shouldn't be setting isPolicyExpenseChatEnabled to true but instead respect whatever it's currently set to.

[Julesssss]

@sobitneupane any final thoughts on @nkdengineer's clarifications?

[JmillsExpensify]

Can we pick up the pace on this issue? This is one of the biggest sources of customer dissatisfaction, so we've got to get a PR merged so we can resolve it.

[sobitneupane]

We can proceed with @nkdengineer's proposal for now to resolve this ASAP, but the issue mentioned in https://github.com/Expensify/App/issues/51616#issuecomment-2447236475 will still persist.

cc: @Julesssss

[nkdengineer]

@sobitneupane For the announce room now, the WS should have at least 4 members to display the announce room.

[sobitneupane]

@nkdengineer If there are more than 4 members, is the #announce room displayed for the workspace created in the old dot? Is the workspace chat also displayed?

[nkdengineer]

I think the policy expense chat only displays when isPolicyExpenseChatEnabled is true.

[JmillsExpensify]

That's correct, for both the policy expense chat and the announce room.

[Julesssss]

Alright, so we all agree that when isPolicyExpenseChatEnabled is true for the OldDot workspaces the button won't be displayed.

To do that we only need to filter out the personal WS here

Though I'm not sure I agree with the solution yet. If the problem is that members of an OldDot submit workspace are being excluded from the filter, filtering out the personal workspaces wouldn't solve that case, right?

My understanding is that we'll need to set isPolicyExpenseChatEnabled correctly on the backend for the OldDot workspaces that are currently not marked true.

Also this should be independent of whether the chats are showing (as this simply depends on the amount of users in the workspace).

[twilight2294]

Proposal

Please re-state the problem that we are trying to solve in this issue.

Remove the New Workspace option from Global Create for members of existing group workspace.

What is the root cause of that problem?

Feature request

What changes do you think we should make in order to solve the problem?

We should update the below check to valdiate against the shouldShowCreateWorkspace like we do in the workspace switcher page: https://github.com/Expensify/App/blob/3d0f309b5ebc4f5bfd1279949c6eddca663e42a4/src/pages/WorkspaceSwitcherPage/index.tsx#L149

    const [policies] = useOnyx(ONYXKEYS.COLLECTION.POLICY);
    const usersWorkspaces = useMemo<WorkspaceListItem[]>(() => {
        if (!policies || isEmptyObject(policies)) {
            return [];
        }
    const shouldShowCreateWorkspace = usersWorkspaces.length === 0;

And then use the shouldShowCreateWorkspace check below to hide the button if the user already has existing group workspace
https://github.com/Expensify/App/blob/780a236fb9d1bd55790eaf22b1e6ce0a3ba1bfe2/src/pages/home/sidebar/SidebarScreen/FloatingActionButtonAndPopover.tsx#L457

What alternative solutions did you explore? (Optional)

[nkdengineer]

@Julesssss

• We agree that isPolicyExpenseChatEnabled is false for the OldDot WS here and in this case we still want to not show New Workspace button if we've had a WS with isPolicyExpenseChatEnabled is false.

• And my solution is use the same way we filter the WS here or here (in this case we also want to not show New Worksapce button with the pending join WS).

https://github.com/Expensify/App/blob/b9149456da0d57536587e8cfa30ec207cf96f6fe/src/libs/PolicyUtils.ts#L189-L194

• In hasActiveChatEnabledPolicies function, we already return false if the policy is pending delete so to do the same way with shouldShowPolicy function we only need to filter out the personal WS (or we can also filter the pending join WS) in hasActiveChatEnabledPolicies function.

https://github.com/Expensify/App/blob/66195ad78fd1fab200ee82e2d530ec38e2947587/src/libs/actions/Policy/Policy.ts#L271

• If we want to keep hasActiveChatEnabledPolicies function to check with isPolicyExpenseChatEnabled is true, we can create a new function and use it here

https://github.com/Expensify/App/blob/780a236fb9d1bd55790eaf22b1e6ce0a3ba1bfe2/src/pages/home/sidebar/SidebarScreen/FloatingActionButtonAndPopover.tsx#L457

[JmillsExpensify]

That's a good point @Julesssss. Why wouldn't we simply look for whether the user is a member of any Team or Corporate type policies?

[NJ-2020]

Proposal Updated

[nkdengineer]

That's a good point @Julesssss. Why wouldn't we simply look for whether the user is a member of any Team or Corporate type policies?

That is what shouldShowPolicy doing

[twilight2294]

@sobitneupane can you please review my proposal

[Julesssss]

I'm just noting here that the issue only seems to be reproducible if you open the concierge chat before signing into NewDot. While I continue to test out the proposals, does anyone have a theory for why that is? Update: Actually I cannot reproduce locally at all

Of course, we will still move forward, but it seems odd, and I'd like to fully understand the underlying issue.

[nkdengineer]

@Julesssss The issue will happen if the user is invited to a WS that is created in OldDot or created a WS in OldDot (which has isPolicyExpenseChatEnabled is false). I think in this case above, you selected Manage my team's expense that will create a new WS in NewDot with isPolicyExpenseChatEnabled as true then New Worksapce button doesn't appear because hasActiveChatEnabledPolicies function is filtering the WS with isPolicyExpenseChatEnabled as true.

https://github.com/Expensify/App/blob/66195ad78fd1fab200ee82e2d530ec38e2947587/src/libs/actions/Policy/Policy.ts#L254-L258

If you sign up in NewDot and don't select Manage my team's expense in the onboarding flow then another user invited you to a WS that is created in OldDot, you can also reproduce this bug.

[Julesssss]

• The issue will happen if the user is invited to a WS that is created in OldDot or created a WS in OldDot
• I think in this case above, you selected Manage my team's expense

Thanks. I have been creating both my users and workspaces in OldDot and I also have never selected 'Manage my team's expense' though, so there must be another step I am missing 😕

Are you using private or public domain users?

[nkdengineer]

I'm using outlook email.

[nkdengineer]

Can you share the full video then we can see what is happening.

[Julesssss]

If you sign up in NewDot and don't select Manage my team's expense in the onboarding flow then another user invited you to a WS that is created in OldDot, you can also reproduce this bug.

This also doesn't work for me. Would you mind listing out the full steps, because I am completely unable to reproduce currently (examples below)

I think in this case above, you selected Manage my team's expense that will create a new WS in NewDot with isPolicyExpenseChatEnabled as true

So isPolicyExpenseChatEnabled was true for me when debugging, but this condition is what caused the button to not display (an undefined action), so perhaps that explains our different results?

https://github.com/user-attachments/assets/d8e5163d-2dab-4d12-a6e8-3a3ac445f7c1

https://github.com/user-attachments/assets/dc6c9b17-7df1-4683-87c7-1b1e2ecfd21c

[nkdengineer]

@Julesssss You need to create a new WS like this to reproduce.

https://github.com/user-attachments/assets/f164aead-9b85-4033-806b-59308a759667

[Julesssss]

Thank you. Wow that is an annoying gotcha 😩😭

Okay great, I am totally on board with your proposal. Your solution was written way before than @NJ-2020 and @twilight2294's proposals.

[melvin-bot[bot]]

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[JmillsExpensify]

Yeah, wow thank you @nkdengineer for clearing this up! Apologies I didn't make this more clear from the beginning.