Set "Delayed submission" to "Manually" by default on new Workspaces

[MitchExpensify]

If you haven’t already, check out our contributing guidelines for onboarding and email contributors@expensify.com to request to join our Slack channel!

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Version Number: v9.0.93-3
Issue reported by: @MitchExpensify
Slack conversation (hyperlinked to channel name): Internal https://expensify.slack.com/archives/C07HPDRELLD/p1738628148608039

Problem:

Data shows that the majority of our paying customers actively use workspace features that are disabled by default in New Expensify. For example, over 70% of Collect workspaces have Scheduled Submit set to Manual or Off but "Delayed submission" is disabled by default in New Expensify workspaces. This misalignment adds unnecessary friction to the onboarding process and risks undermining customer satisfaction by not meeting their expectations more directly in the window shopping phase, thus risking conversion.

Solution

Set "Delayed submission" to Manually by default on new Workspaces likely to have more than one member:

1. when your introSelected value is empty
2. your introSelected value is newDotManageTeam (“Manage my team’s expenses) or newDotLookingAround (“Something else”).
3. If we create a workspace via the Submit > “Pay with business bank account” flow (convertIOUToExpenseReport) regardless of the introSelected onboarding intent.

Action Performed:

Situation 1: introSelected value is newDotManageTeam

1. Sign up as a new user
2. Choose "Manage my team's expenses" (This create a new Workspace)
3. Open workspace settings
4. Open the Workflow tab

Situation 2: introSelected value is empty

1. Sign up as a new user
2. Dismiss the onboarding modal
3. Create a workspace
4. Open workspace settings
5. Open the Workflow tab

Situation 3: Bottom Up

1. As account A, send an expense to account B (Brand new account with no workspaces)
2. As Account B go to pay the expense with a business bank account

Expected Result (New Feature):

See the "Delayed submission" feature enabled and set to "Manually in the "Workflows" tab

Actual Result:

"Delayed submission" feature is disabled in the "Workflows" tab

Workaround:

Edit the setting manually

Platforms:

Which of our officially supported platforms is this issue occurring on?

• Android: Standalone
• Android: HybridApp
• Android: mWeb Chrome
• iOS: Standalone
• iOS: HybridApp
• iOS: mWeb Safari
• MacOS: Chrome / Safari
• MacOS: Desktop

View all open jobs on GitHub

Issue Owner

Current Issue Owner: @abdulrahuman5196

[melvin-bot]

Triggered auto assignment to Contributor-plus team member for initial proposal review - @abdulrahuman5196 (External)

[melvin-bot]

Triggered auto assignment to @NicMendonca (NewFeature), see https://stackoverflowteams.com/c/expensify/questions/14418#:~:text=BugZero%20process%20steps%20for%20feature%20requests for more details. Please add this Feature request to a GH project, as outlined in the SO.

[melvin-bot]

⚠️ It looks like this issue is labelled as a New Feature but not tied to any GitHub Project. Keep in mind that all new features should be tied to GitHub Projects in order to properly track external CAP software time ⚠️

[melvin-bot]

Triggered auto assignment to Design team member for new feature review - @dubielzyk-expensify (NewFeature)

[MitchExpensify]

I don't think this change requires design because its using 100% existing components

[twilight2294]

🚨 Edited by proposal-police: This proposal was edited at 2025-02-04 18:26:51 UTC.

Proposal

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

Set "Delayed submission" to "Manually" by default on new Workspaces

What is the root cause of that problem?

Feature request

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

Update the following:

App/src/libs/actions/Policy/Policy.ts

Lines 1768 to 1772 in 96af045

	autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,
	approvalMode: CONST.POLICY.APPROVAL_MODE.OPTIONAL,
	harvesting: {
	enabled: true,
	},

to

                autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.IMMEDIATE, / MANUAL (not sure about this value, will discuss more during PR phase, it's most probably immediate as seen in `SetWorkspaceAutoReportingFrequency`)
                approvalMode: CONST.POLICY.APPROVAL_MODE.OPTIONAL,
                harvesting: {
                    enabled: false,
                },

App/src/types/onyx/Policy.ts

Lines 1630 to 1631 in 96af045

	* Note that manual does not exist in the DB and thus should not exist in Onyx, only as a param for the API.
	* "manual" really means "immediate" (aka "daily") && harvesting.enabled === false

Make the same in the below cases too:

App/src/libs/actions/Policy/Policy.ts

Lines 2410 to 2414 in 96af045

	autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,
	approvalMode: CONST.POLICY.APPROVAL_MODE.OPTIONAL,
	harvesting: {
	enabled: true,
	},

App/src/libs/actions/Policy/Policy.ts

Lines 2097 to 2101 in 96af045

	autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,
	approvalMode: CONST.POLICY.APPROVAL_MODE.OPTIONAL,
	harvesting: {
	enabled: true,
	},

App/src/libs/actions/Policy/Policy.ts

Line 1678 in 96af045

autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,

App/src/libs/actions/Policy/Policy.ts

Lines 1688 to 1690 in 96af045

	harvesting: {
	enabled: true,
	},

There might be some existing unit tests which will fail once we make these changes so we need to update those too

We also need BE changes here to match the optimistic data

What specific scenarios should we cover in automated tests to prevent reintroducing this issue in the future?

We can create a policy using onyx data and either write a unit test or a UI test for workflows screen to see if the toggle for delayed submit is on and the submission frequency is set to manually

What alternative solutions did you explore? (Optional)

[github-actions]

⚠️ @twilight2294 Thanks for your proposal. Please update it to follow the proposal template, as proposals are only reviewed if they follow that format (note the mandatory sections).

[dangrous]

i'll take care of the backend changes needed for this one

[twilight2294]

@dangrous can you review my proposal here? I guess it's complete as is and matches the expected result

[Krishna2323]

Proposal

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

Set "Delayed submission" to "Manually" by default on new Workspaces

What is the root cause of that problem?

Improvement

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

• In createDraftInitialWorkspace, buildPolicyData, createDraftWorkspace, and createWorkspaceFromIOUPayment, we need to update autoReportingFrequency value from CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT to CONST.POLICY.AUTO_REPORTING_FREQUENCIES.IMMEDIATE and harvesting's enabled property to false.
  

  App/src/libs/actions/Policy/Policy.ts

  Line 1678 in 6329bf6

  autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,

  
  

  App/src/libs/actions/Policy/Policy.ts

  Lines 1688 to 1690 in 6329bf6

  	harvesting: {
  	enabled: true,
  	},

  
  

  App/src/libs/actions/Policy/Policy.ts

  Line 1768 in 6329bf6

  autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,

  
  

  App/src/libs/actions/Policy/Policy.ts

  Lines 1770 to 1772 in 6329bf6

  	harvesting: {
  	enabled: true,
  	},

  
  

  App/src/libs/actions/Policy/Policy.ts

  Line 2097 in 6329bf6

  autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,

  
  

  App/src/libs/actions/Policy/Policy.ts

  Lines 2099 to 2101 in 6329bf6

  	harvesting: {
  	enabled: true,
  	},

  
  

  App/src/libs/actions/Policy/Policy.ts

  Line 2410 in 6329bf6

  autoReportingFrequency: CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,

  
  

  App/src/libs/actions/Policy/Policy.ts

  Lines 2412 to 2414 in 6329bf6

  	harvesting: {
  	enabled: true,
  	},

• And when calling setWorkspaceAutoReportingFrequency inside WorkspaceWorkflowsPage, we need to pass CONST.POLICY.AUTO_REPORTING_FREQUENCIES.IMMEDIATE instead of CONST.POLICY.AUTO_REPORTING_FREQUENCIES.WEEKLY
  

  App/src/pages/workspace/workflows/WorkspaceWorkflowsPage.tsx

  Lines 136 to 141 in 386ea3e

  	onToggle: (isEnabled: boolean) => {
  	Policy.setWorkspaceAutoReportingFrequency(
  	route.params.policyID,
  	isEnabled ? CONST.POLICY.AUTO_REPORTING_FREQUENCIES.WEEKLY : CONST.POLICY.AUTO_REPORTING_FREQUENCIES.INSTANT,
  	);
  	},

• OPTIONAL: The workflows are also auto enable when we get the response from the backend, so we can also update areWorkflowsEnabled value to true when creating onyx data for a new workspace.

What specific scenarios should we cover in automated tests to prevent reintroducing this issue in the future?


• I don't think unit tests are required here since this is a simple optimistic value change.
• If any existing unit test fails, we can update those.

What alternative solutions did you explore? (Optional)

[dangrous]

Backend PR is in review!

[twilight2294]

@abdulrahuman5196 can you please review my proposal here

[abdulrahuman5196]

Sorry for the confusion. I will review today

[abdulrahuman5196]

Hi @dangrous , Currently I am able to verify the proposals only in offline mode since the backend change is not in production yet and current backend response is disabling the Delayed Submission. Both the proposals are almost same.
Should I wait for the backend change to come to staging and verify or provide the proposal approval now?

[melvin-bot]

@dangrous, @NicMendonca, @abdulrahuman5196 Uh oh! This issue is overdue by 2 days. Don't forget to update your issues!

[dangrous]

@abdulrahuman5196 how are we looking on proposal review? Thanks!

[abdulrahuman5196]

Sorry for the delay checking now again.

[abdulrahuman5196]

Hi @dangrous , After the backend change the issue is only reproducible while creating workspace in offline case. I was trying the proposal and it was working for setting Delayed Submission to manual, but one thing I noticed is the Add approvals section which is different in offline case and different after backend response. Do we need to update the approvers section as well or the below video expectation is fine? Or should that be a different issue not related to this one?

Screen.Recording.2025-02-25.at.8.39.46.PM.mov

[twilight2294]

@abdulrahuman5196 the issue you mentioned is already being fixed in this PR:

• Fix - Enable "Add approvals" by default on new Workspaces #56479

[dangrous]

Yeah as @twilight2294 said we're updating the optimistic behavior to match the backend, so you can just focus on the delayed submission bit. Thanks!

[abdulrahuman5196]

Thank you for clarification. Got it.
@twilight2294 's proposal here #56367 (comment) looks good and works well. Although other proposal tried to cover more cases, since this is the first proposal to address the core issue, approving this.

🎀 👀 🎀
C+ Reviewed

@dangrous

[melvin-bot]

Current assignee @dangrous is eligible for the choreEngineerContributorManagement assigner, not assigning anyone new.

[parasharrajat]

This seems like a duplicate as we are already doing this in #50391, but are we missing all cases @abdulrahuman5196 Can you check that PR and let us know.

[twilight2294]

your PR is doing it for intent of manage teams, this issue fixes it holistally, so both are differently

[dangrous]

ugh there are so many similar PRs. So if if #50391 is updating it for "manage team" and "something else" we still need it for:

• when your introSelected value is empty
• If we create a workspace via the Submit > “Pay with business bank account” flow (convertIOUToExpenseReport) regardless of the introSelected onboarding intent.

It looks like @twilight2294's solution will set it to manual, for ALL new workplaces, not just in those four cases, but that's a quick update. @parasharrajat / @mkzie2 do you want to add the additional cases to your PR, or should we fix them here.

The solutions themselves are pretty clear, but I want to make sure we're getting them out efficiently.

[MitchExpensify]

It seems new Collect workspaces on Classic are defaulting to Instant submit. I expected us to copy the New Expensify approach of defaulting to "Manually". Was Classic intentionally left out or just a small oversight?

[parasharrajat]

@mkzie2 What do you think? I am inclined towards merging #50391 asap.

[mkzie2]

@parasharrajat Since our PR only covers two case onboarding purposes, I think delay submission can handle in this issue.

[parasharrajat]

Ok, that works for me.

[twilight2294]

Thank you, @dangrous can you assign me here?

[MitchExpensify]

It seems new Collect workspaces on Classic are defaulting to Instant submit. I expected us to copy the New Expensify approach of defaulting to "Manually". Was Classic intentionally left out or just a small oversight?

@dangrous, does it make sense to open a new issue for this? Slack convo: https://expensify.slack.com/archives/C03U7DCU4/p1740610255320019

[dangrous]

assigned @twilight2294

@MitchExpensify - I was under the understanding that this was only for users that had gone through onboarding on New Dot, so we hadn't looked specifically at Classic. I can definitely take a look if we want to align those. A caveat - it will break a million tests, so we'll need to figure out which ones of those expected results need to be updated and which need to be updated to have different set ups. Which.... may take a long time. But I can start working on it.

Is there onboarding that happens in Classic as well? Do they ask the same questions? Or do we want them all doing it by default even without any specific input from the user?

TLDR yes a new issue would be great!

[parasharrajat]

Please add the tests for these changes. @twilight2294

[MitchExpensify]

TLDR yes a new issue would be great!

I will get to this