[Due for payment 2025-12-17] [$250] Advanced Approval workflow can be set via import Member on the Collect plan

[IuliiaHerets]

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Version Number: v9.1.98-2
Reproducible in staging?: Yes
Reproducible in production?: Yes
If this was caught during regression testing, add the test name, ID and link from TestRail: #65398
Issue reported by: Applause Internal Team
Device used: Windows 11 / Chrome, Android 13 / Xiaomi Poco F5, Chrome / Android 13, mac OS 14.5 / MacBook Air 2020, iOS 15.8.3 / iPhone 7 Plus
App Component: Other

Action Performed:

Prerequisite:

• Prepare the CSV file that has 2 approvers

1. Create a new workspace with the Collect plan
2. Go to Members > click More > Import spreadsheet
3. Choose the CSV file that already prepared
4. Click Import and dismiss the Import successful modal
5. Go to Workflows and check the workspace still as Collect plan

Expected Result:

Workflow settings should not be updated when the CSV has advanced approvals uploaded to import Member option on the Collect plan WS, or the workspace plan should be auto-upgraded to the Control plan

Actual Result:

Advanced Approval workflow can be set via import Member on the Collect plan workspace without upgrading to the Control plan

Workaround:

Unknown

Platforms:

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

Screenshots/Videos

Bug6924521_1755922088571!Members-no_missing_role-advanced_approvals (2).csv
https://github.com/user-attachments/assets/7fa318c1-7d43-4fa1-8797-ae8a39e911d1

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Issue Owner

Current Issue Owner: @

Upwork Automation - Do Not Edit

• Upwork Job URL: https://www.upwork.com/jobs/~021995427951648098980
• Upwork Job ID: 1995427951648098980
• Last Price Increase: 2025-12-01

[melvin-bot]

Triggered auto assignment to @RachCHopkins (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.

[aadil42]

How do we do this?

Prepare the CSV file that has 2 approvers

you say 'the CSV' file is this a specific file? can we get it in the OP?

Thank you.

[Eskalifer1]

Proposal

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

Advanced Approval workflow can be set via import Member on the Collect plan

What is the root cause of that problem?

At the moment, we have no logic for checking whether we have Advanced approvals and what type of Workspace we have.

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

We need to add useEffect, which will check whether Workspace has Advanced approvals and is not of the controll type, and if so, update it:

    const isCorporatePolicy = !isControlPolicy(policy);

    useEffect(() => {
        if (!policy?.id || !isAdvanceApproval || !isCorporatePolicy) return;
        upgradeToCorporate(policy.id, 'Advanced Approvals');
    }, [policy?.id, isAdvanceApproval, isCorporatePolicy]);

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

N/A

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.

[lorretheboy]

I think this should be automatically handled by BE, we shouldn't move this logic to FE side

[Eskalifer1]

I agree with my @lorretheboy, it's best to do this from the backend.

[daledah]

Proposal

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

Advanced Approval workflow can be set via import Member on the Collect plan workspace without upgrading to the Control plan

What is the root cause of that problem?

We are defining the SubmitTo field as the member who approves

App/src/types/onyx/ImportedSpreadsheetMemberData.ts

Lines 9 to 10 in 4d9a36c

	/** The email of the member who approves this member's expenses */
	submitsTo: string;

but we are not checking if submitsTo is not the default approver and this is collect policy then we are sending all the submitsTo params to the Back End

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

Lines 139 to 144 in 6ce20f3

	if (isRoleMissing) {
	setImportedSpreadsheetMemberData(allMembers);
	Navigation.navigate(ROUTES.WORKSPACE_MEMBERS_IMPORTED_CONFIRMATION.getRoute(policyID));
	} else {
	setIsImporting(true);
	importPolicyMembers(policyID, allMembers);

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

We should check the data before sending it to Back End.

Here we will check if there is a submitsTo that is not the default approver and this is collect policy then we will redirect the user to the upgrade workspace route before continuing to import members by

1. Define the 2 new states and the confirm modal in ImportedMembersPage component

    const [shouldShowUpgradeModal, setShouldShowUpgradeModal] = useState(false);
    const [isUpgradeModalShown, setIsUpgradeModalShown] = useState(false);
    ...
    <ConfirmModal
        isVisible={isUpgradeModalShown}
        title={'Before you go'}
        prompt={'You are importing multiple approvers so you will have to upgrade your workspace to access this feature'}
        onConfirm={() => {
            setIsUpgradeModalShown(false);
            setShouldShowUpgradeModal(false);
            Navigation.navigate(
                ROUTES.WORKSPACE_UPGRADE.getRoute(
                    policyID,
                    CONST.UPGRADE_FEATURE_INTRO_MAPPING.approvals.alias,
                    Navigation.getActiveRoute(),
                ),
            );
        }}
        onCancel={() => {
            setIsUpgradeModalShown(false);
            setShouldShowUpgradeModal(false);
            Navigation.goBack(ROUTES.WORKSPACE_MEMBERS.getRoute(policyID));
        }}
    />

2. Check data before importing

    useEffect(() => {
        const defaultApprover = getDefaultApprover(policy);
        const columns = Object.values(spreadsheet?.columns ?? {});
        const membersSubmitsToColumn = columns.findIndex((column) => column === CONST.CSV_IMPORT_COLUMNS.SUBMIT_TO);
        const membersEmailsColumn = columns.findIndex((column) => column === CONST.CSV_IMPORT_COLUMNS.EMAIL);
        const membersSubmitsTo = membersSubmitsToColumn !== -1 ? spreadsheet?.data[membersSubmitsToColumn].map((submitsTo) => submitsTo) : [];
        spreadsheet?.data[membersEmailsColumn]?.slice(containsHeader ? 1 : 0).forEach((email, index) => {
            let submitsTo = '';
            if (membersSubmitsToColumn !== -1 && membersSubmitsTo?.[containsHeader ? index + 1 : index]) {
                submitsTo = membersSubmitsTo?.[containsHeader ? index + 1 : index];
            }
            if (submitsTo !== defaultApprover && isCollectPolicy(policy)) {
                setShouldShowUpgradeModal(true);
            }
        });
    }, [containsHeader, policy, spreadsheet?.columns, spreadsheet?.data]);

3. When the user click import button, we'll show the confirm modal

        if (shouldShowUpgradeModal) {
            setIsUpgradeModalShown(true);
            return;
        }

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.

[daledah]

To make testing easier here is my branch and the result

result.mp4

[RachCHopkins]

Historically, you have always been able to import a spreadsheet with an advanced workflow into a Collect workspace on Classic, it just doesn't affect the workflow.

[RachCHopkins]

I can see on New Expensify it does alter the workflow.

Classic:

New:

So what should be happening is that the advanced workflow does not apply.

@lorretheboy does that line up with your understanding, and your feeling that this is BE?

[lorretheboy]

Yeah @RachCHopkins, I personally think if user uploads the file that contains Advanced approval workflow, BE should either remove the invalid options automatically based on the WS status OR upgrade the WS

[daledah]

@RachCHopkins In my opinion, when a user uploads a file that contains Advanced approval workflow, we should create a pop up notification that it needs to upgrade to control workspace. Can you tag the design team here so we can know expected?

[RachCHopkins]

@Expensify/design what do you guys think?

FYI everyone, I will be OOO from later today and all next week, if this needs a new BZ in that time, please remove me and add the Bug label again.