[HOLD for payment 2024-08-02] [Guided Setup] [$500] Remove the #admins room when it doesn't create unique value to the admin

[anmurali]

Problem: When a paid workspace is created, we automatically create and show the #admins room in the LHN. This makes sense today because we intro the Guide through this room. But with Stage 2 onboarding we will start doing that in the onboarding chat. Most of these workspaces only have one admin, so there is nothing for that single admin to do in the #admins room till there is either (1) another admin (2) there is a policy audit log to review. This means there is a room, largely useless, crowding the LHN at a time where we want the admin to focus on onboarding (in the Expensify DM)

Solution: Don't show the #admins room in the LHN till there is (1) another admin (2) there is a policy audit log to review. (3) The user clicks on chat with your guide link in onboarding

Upwork Automation - Do Not Edit

• Upwork Job URL: https://www.upwork.com/jobs/~01f092fdaad337d237
• Upwork Job ID: 1755964981851234304
• Last Price Increase: 2024-02-09

[anmurali]

The #announce room will not be shown till there are 3+ members. That change is being worked on #34929

[melvin-bot]

Auto-assigning issues to engineers is no longer supported. If you think this issue should receive engineering attention, please raise it in #whatsnext.

[melvin-bot]

Job added to Upwork: https://www.upwork.com/jobs/~01f092fdaad337d237

[melvin-bot]

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

[anmurali]

We can start working on this, but hold the PR till https://github.com/Expensify/Expensify/issues/356685 is fully implemented.

[rojiphil]

Proposal

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

Don't show the #admins room in the LHN till there is (1) another admin (2) there is a policy audit log to review.

What is the root cause of that problem?

This is an improvement

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

Approach 1
Here, we decide if a report must be part of the option list in LHN. And, here, we decide if a report can be accessed. To implement this improvement, we can prevent access to the report if it is an #admin room with only one participant (i.e. only one admin) and if there are no more policy audit logs. We can make the following changes within canAccessReport here

// We hide #admin rooms when a) Only one participant is there and b) No Visible Action is present
if (isAdminRoom(report)) {
    const accountIDs = Object.entries(report?.participants ?? {}).map(([accountID]) => Number(accountID))
    const adminAccounts = PersonalDetailsUtils.getLoginsByAccountIDs(accountIDs).filter((login) => !PolicyUtils.isExpensifyTeam(login));
    const lastVisibleAction = ReportActionsUtils.getLastVisibleAction(report?.reportID ?? '');
    if(ReportActionsUtils.isCreatedAction(lastVisibleAction) && adminAccounts.length === 1) {
       return false;
    }
}

Approach 2
If we want to create #admin room report in BE, we would need to cleanup the optimistic creation of #admin room chat report here and here and here.
Also, we need to cleanup here

Similar changes need to be done also for createWorkspaceFromIOUPayment here

What alternative solutions did you explore? (Optional)

[melvin-bot]

@ntdiary Uh oh! This issue is overdue by 2 days. Don't forget to update your issues!

[melvin-bot]

@ntdiary Huh... This is 4 days overdue. Who can take care of this?

[anmurali]

There is a related change for #announce room that @allroundexperts is working on, so I am going to assign this one to him as well.

[francoisl]

@anmurali in https #34929, we're planning not to create the announce room until the workspace has 3 members, do we want the same behavior here? The issue description here suggests we'd still create it but just not show it in the LHN, which is different? Was that on purpose?

[rojiphil]

Proposal

Updated.
If we are creating #admin room report in BE, then we can remove the #admin creation here in FE.
I have updated the proposal accordingly.

[rojiphil]

we're planning not to create the announce room until the workspace has 3 members, do we want the same behavior here? The issue description here suggests we'd still create it but just not show it in the LHN, which is different? Was that on purpose?

That’s interesting. While there is similarity between #admin and #announce rooms, I can also think of differences between them like:

1. When there are two admins, I am not sure if admins would want to carry out admin activity over 1:1 DM. Would a dedicated #admin room seem ideal here?
2. Even if there is only one admin, there may be policy audit logs that can get generated. It such cases, we might want to show them in #admin room.

If we do this in BE that would solve the problem whereas in FE we need to prevent creation of #admin room. Otherwise, I think the alternative approach is for FE to show/hide in LHN accordingly.

[anmurali]

@francoisl - let's piggy back on the logic we followed for # announce room!

[trjExpensify]

I think they are different, right? If we don't create the #admins room on workspace creation, and the lead goes to the Expensify DM and wants to talk to the guide, there would be no #admins room unless they've added three members to the workspace? 😕

[francoisl]

But we don't assign a guide on Free workspaces created from NewDot at the moment, as far as I can tell. Or are you thinking about a post wave-5 world without Free workspaces anymore?

[trjExpensify]

Right, we're going to stop creating new free workspaces soon, before we kill existing free workspaces.

[trjExpensify]

@rojiphil when can we expect a PR?

[rojiphil]

Still working on this. Expected to be ready for review tomorrow my day.

[rojiphil]

@allroundexperts PR is ready for review.

[melvin-bot]

Reviewing label has been removed, please complete the "BugZero Checklist".

[melvin-bot]

The solution for this issue has been 🚀 deployed to production 🚀 in version 9.0.12-0 and is now subject to a 7-day regression period 📆. Here is the list of pull requests that resolve this issue:

• show #admins room only when there is value #45048

If no regressions arise, payment will be issued on 2024-08-02. 🎊

For reference, here are some details about the assignees on this issue:

• @rojiphil requires payment (Needs manual offer from BZ)
• @allroundexperts requires payment through NewDot Manual Requests

[melvin-bot]

Issue is ready for payment but no BZ is assigned. @sakluger you are the lucky winner! Please verify the payment summary looks correct and complete the checklist. Thanks!

[melvin-bot]

Payment Summary

Upwork Job

• Contributor: @rojiphil is due $500 via Upwork (Offer)
• Reviewer: @allroundexperts owed $500 via NewDot

BugZero Checklist (@sakluger)

• I have verified the correct assignees and roles listed above and updated the necessary manual offers
• I have verified that there are no duplicate or incorrect contracts on Upwork for this job (https://www.upwork.com/ab/applicants/1755964981851234304/hired)
• I have paid out the Upwork contracts or cancelled the ones that are incorrect
• I have verified the payment summary above is correct

[sakluger]

@rojiphil let me know once you've accepted the Upwork offer.

@allroundexperts do you think we should create a regression test for this one? I think it could be helpful.

[rojiphil]

let me know once you've accepted the Upwork offer.

@sakluger Accepted the offer. Thanks.

[sakluger]

Thanks @rojiphil, all paid.

[allroundexperts]

Regression test

1. Sign-in using a new account
2. When the onboarding modal is displayed, select Manage my Team’s expenses and complete the onboarding steps.
3. Verify that the LHN does not show #admins room
4. Go to Account Settings—>Workspaces—>3DotMenu
5. Select the Menu Option Go to #admins room
6. Verify that the #admins report is shown and the LHN displays the #admins report
7. Navigate to any other report.
8. Verify that the #admins report is not shown in LHN
9. Follow steps 4,5 and navigate back to #admins room
10. Leave a comment in #admins room and navigate to any other report.
11. Verify that the #admins report remains shown and does not hide anymore.

Do we 👍 or 👎 ?

[JmillsExpensify]

$500 approved for @allroundexperts