[$250] Incorrect member number shown when re-importing the same member list

[lanitochka17]

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Version Number: 9.1.80-3
Reproducible in staging?: Y
Reproducible in production?: Y
If this was caught during regression testing, add the test name, ID and link from TestRail: #56941
Issue reported by: Applause - Internal Team

Action Performed:

1. Navigate to staging.new.expensify.com
2. Open the workspace members page.
3. Import a spreadsheet with new members.(need to be self populated not after downloading from member list)
4. Verify success message: "X member(s) have been added."
5. Re-import the same spreadsheet.

Expected Result:

Success message: "No members have been added or updated."

Actual Result:

Incorrect member number shown when importing same member list

Workaround:

Unknown

Platforms:

Select the officially supported platforms where the issue was reproduced:

• Android: App
• Android: mWeb Chrome
• iOS: App
• iOS: mWeb Safari
• iOS: mWeb Chrome
• Windows: Chrome
• MacOS: Chrome / Safari
• MacOS: Desktop

Platforms Tested:

On which of our officially supported platforms was this issue tested:

• Android: App
• Android: mWeb Chrome
• iOS: App
• iOS: mWeb Safari
• iOS: mWeb Chrome
• Windows: Chrome
• MacOS: Chrome / Safari
• MacOS: Desktop

Screenshots/Videos

Add any screenshot/video evidence

Bug6869587_1750860609780.bandicam_2025-06-25_16-52-34-757.mp4

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• Upwork Job ID: 1945176702156848882
• Last Price Increase: 2025-11-25

Issue Owner

Current Issue Owner: @dominictb

[melvin-bot]

Triggered auto assignment to @bfitzexpensify (Bug), see https://stackoverflow.com/c/expensify/questions/14418 for more details. Please add this bug to a GH project, as outlined in the SO.

[samranahm]

Unable to produce, @lanitochka17 mind sharing the spreadsheet you used.

[dmkt9]

Proposal

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

Incorrect member number shown when importing same member list

What is the root cause of that problem?

1. The number of members added and updated is checked here,
   

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

   Lines 1001 to 1015 in a8a1e79

   	const policy = getPolicy(policyID);
   	const {added, updated} = members.reduce(
   	(acc, curr) => {
   	const employee = policy?.employeeList?.[curr.email];
   	if (employee) {
   	if (curr.role !== employee.role) {
   	acc.updated++;
   	}
   	} else {
   	acc.added++;
   	}
   	return acc;
   	},
   	{added: 0, updated: 0},
   	);

   
   and will be displayed through the Onyx data here.
   

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

   Lines 210 to 222 in a8a1e79

   	successData: [
   	{
   	onyxMethod: Onyx.METHOD.MERGE,
   	key: ONYXKEYS.IMPORTED_SPREADSHEET,
   	value: {
   	shouldFinalModalBeOpened: true,
   	importFinalModal: {
   	title: translateLocal('spreadsheet.importSuccessfulTitle'),
   	prompt: translateLocal('spreadsheet.importMembersSuccessfulDescription', {added: addedMembersLength, updated: updatedMembersLength}),
   	},
   	},
   	},
   	],

2. The member variable is created containing only email and role, based on the local file here.
   

   App/src/pages/workspace/members/ImportedMembersPage.tsx

   Lines 77 to 92 in 5c9a614

   	const members = membersEmails?.slice(containsHeader ? 1 : 0).map((email, index) => {
   	let role: string = CONST.POLICY.ROLE.USER;
   	if (membersRolesColumn !== -1 && membersRoles?.[containsHeader ? index + 1 : index]) {
   	role = membersRoles?.[containsHeader ? index + 1 : index];
   	}
   	return {
   	email,
   	role,
   	};
   	});
   	if (members) {
   	setIsImporting(true);
   	importPolicyMembers(policyID, members);
   	}

3. You may notice that additions and updates are determined by comparing email and role between the policy?.employeeList sent by the server and member from the local file. The issue arises when some emails are second contacts—the server converts these into primary emails, which differ from the originally entered emails. As a result, there's always at least one newly added member detected during comparison.

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

We should avoid comparing data from the local file with policy?.employeeList, and instead compare policy?.employeeList before and after a successful import:

1. The logic for counting newly added and updated members will be removed from importPolicyMembers.
2. The onyxData returned by updateImportSpreadsheetData should only include a title along with successData and failureData to distinguish between successful and failed cases (or alternatively, a single value field that allows such distinction).
   

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

   Lines 210 to 233 in a8a1e79

   	successData: [
   	{
   	onyxMethod: Onyx.METHOD.MERGE,
   	key: ONYXKEYS.IMPORTED_SPREADSHEET,
   	value: {
   	shouldFinalModalBeOpened: true,
   	importFinalModal: {
   	title: translateLocal('spreadsheet.importSuccessfulTitle'),
   	prompt: translateLocal('spreadsheet.importMembersSuccessfulDescription', {added: addedMembersLength, updated: updatedMembersLength}),
   	},
   	},
   	},
   	],
   	failureData: [
   	{
   	onyxMethod: Onyx.METHOD.MERGE,
   	key: ONYXKEYS.IMPORTED_SPREADSHEET,
   	value: {
   	shouldFinalModalBeOpened: true,
   	importFinalModal: {title: translateLocal('spreadsheet.importFailedTitle'), prompt: translateLocal('spreadsheet.importFailedDescription')},
   	},
   	},
   	],

successData: [
    {
        onyxMethod: Onyx.METHOD.MERGE,
        key: ONYXKEYS.IMPORTED_SPREADSHEET,
        value: {
            shouldFinalModalBeOpened: true,
            importFinalModal: {title: 'spreadsheet.importSuccessfulTitle'},
        },
    },
],

failureData: [
    {
        onyxMethod: Onyx.METHOD.MERGE,
        key: ONYXKEYS.IMPORTED_SPREADSHEET,
        value: {
            shouldFinalModalBeOpened: true,
            importFinalModal: {title: 'spreadsheet.importFailedTitle'},
        },
    },
],

3. Within ImportedMembersPage, changes to the spreadsheet will be tracked and used to generate appropriate titles and prompts (A ref can be added to indicate that modalTitle and modalPrompt have been successfully generated, so that they are only created once the import is complete).
   

   App/src/pages/workspace/members/ImportedMembersPage.tsx

   Line 31 in a8a1e79

   const policyID = route.params.policyID;

const policyID = route.params.policyID;
const [employeeList = {}] = useOnyx(`${ONYXKEYS.COLLECTION.POLICY}${policyID}`, {canBeMissing: false, selector: (policy) => policy?.employeeList});
const employeeListRef = useRef(employeeList);
const {modalTitle, modalPrompt} = useMemo(() => {
    if (!spreadsheet?.shouldFinalModalBeOpened) {
        return {};
    }

    if (spreadsheet?.importFinalModal?.title === 'spreadsheet.importFailedTitle') {
        return {modalTitle: translate('spreadsheet.importFailedTitle'), modalPrompt: translate('spreadsheet.importFailedDescription')};
    }

    let added = 0;
    let updated = 0;
    for (const [email, employee] of Object.entries(employeeList)) {
        const previousEmployee = employeeListRef.current[email];
        if (!previousEmployee) {
            added++;
        } else if (previousEmployee.role !== employee.role) {
            updated++;
        }
    }

    return {modalTitle: translate('spreadsheet.importSuccessfulTitle'), modalPrompt: translate('spreadsheet.importMembersSuccessfulDescription', {added, updated})};
}, [employeeList, spreadsheet, translate]);

4. The ConfirmModal will be displayed accordingly.
   

   App/src/pages/workspace/members/ImportedMembersPage.tsx

   Lines 131 to 132 in a8a1e79

   	title={spreadsheet?.importFinalModal?.title ?? ''}
   	prompt={spreadsheet?.importFinalModal?.prompt ?? ''}

title={modalTitle ?? ''}
prompt={modalPrompt ?? ''}

NOTE:
If we want to continue saving information to Onyx data as before, we will use useEffect along with a helper function to merge the data. The logic for showing ConfirmModal should also be adjusted to display only when all required fields are present.

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

NA

What alternative solutions did you explore? (Optional)

NA

Reminder: Please use plain English, be brief and avoid jargon. Feel free to use images, charts or pseudo-code if necessary. Do not post large multi-line diffs or write walls of text. Do not create PRs unless you have been hired for this job.

msedge_j78vuxVg0t.mp4

[melvin-bot]

Job added to Upwork: https://www.upwork.com/jobs/~021945176702156848882

[melvin-bot]

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

[huult]

🚨 Edited by proposal-police: This proposal was edited at 2025-09-16 08:37:48 UTC.

Proposal

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

What is the root cause of that problem?

We encountered this issue because, for example, if crr.email is 'mail', '123', or an email that is not a valid login, it still gets counted as “added.” This causes the calculated value to be incorrect because policy?.employeeList?.[crr.email] returns undefined, and as a result, acc.added++ is executed.

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

Lines 1004 to 1011 in acd5ab8

	const employee = policy?.employeeList?.[curr.email];
	if (employee) {
	if (curr.role !== employee.role) {
	acc.updated++;
	}
	} else {
	acc.added++;
	}

In this case, we entered a correctly formatted email, but the user logs in using a phone number instead. As a result, when we check policy?.employeeList?.[curr.email], it returns undefined

Example:
I have the email test+4@gmail.com, which belongs to the employee with the login +918851233974@expensify.sms. So when we compare using policy?.employeeList?.[curr.email], it returns undefined, and the modal incorrectly shows 1 employee as added—this is the issue we encountered.

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

To resolve this issue, we should first validate the email format, and then check whether the user associated with that email logs in using a phone number. This will help us correctly handle the logic in the code.
1 Validate email format using Str.isValidEmail
2. Check whether the email is associated with a user who logs in using a phone number — we need backend support for this.
Example:

{
"key": "policy_CD5C2F1728EE4C2A",
"onyxMethod": "merge",
"value": {
"employeeList": {
"+918851233974@expensify.sms": {
"email": "+918851233974@expensify.sms",
"role": "user",
"submitsTo": "abcd923492492@gmail.com"
}
}
}
},

We need the backend to return a targetEmail field. I mean, the backend should check if the user logs in using a phone number, and if so, return the associated email in the targetEmail field. The updated JSON would look like this:

{
"key": "policy_CD5C2F1728EE4C2A",
"onyxMethod": "merge",
"value": {
"employeeList": {
"+918851233974@expensify.sms": {
"email": "+918851233974@expensify.sms",
"role": "user",
"submitsTo": "abcd923492492@gmail.com"
"targetEmail": "test+4@gmail.com"
}
}
}
},

After that, we update the function that calculates added or updated members to:

1. We check if the email is valid.
2. We check if the email exists in targetEmail.
   

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

   Lines 1004 to 1011 in acd5ab8

   	const employee = policy?.employeeList?.[curr.email];
   	if (employee) {
   	if (curr.role !== employee.role) {
   	acc.updated++;
   	}
   	} else {
   	acc.added++;
   	}

const { added, updated } = members.reduce(
(acc, curr) => {
console.log('****** policy?.employeeList ******', `${JSON.stringify(policy?.employeeList)}`);
const employee = policy?.employeeList?.[curr.email];
if (employee) {
if (curr.role !== employee.role) {
acc.updated++;
}
} else {
if (Str.isValidEmail(curr.email)) {
// Check if this email is the targetEmail of a phone-number-based login (e.g. +xxx@expensify.sms)
const isLinkedToPhoneLogin = Object.entries(policy?.employeeList || {}).some(
([login, emp]) =>
login.endsWith('@expensify.sms') && emp.targetEmail === curr.email
);
if (!isLinkedToPhoneLogin) {
acc.added++;
}
}
}
return acc;
},
{ added: 0, updated: 0 }
);

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

None

What alternative solutions did you explore? (Optional)

Reminder: Please use plain English, be brief and avoid jargon. Feel free to use images, charts or pseudo-code if necessary. Do not post large multi-line diffs or write walls of text. Do not create PRs unless you have been hired for this job.
[+]Alternatively, we can store the list of successfully added users locally or use usePre to store and check it during the next import. However, this approach may cause issues again when the user logs out and logs in with a different account or on another device.