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Updates to leave or remove from workspace workflows#58345

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MonilBhavsar merged 85 commits intoExpensify:mainfrom
huult:56750-leave-or-remove-workspace-restrictions
Oct 31, 2025
Merged

Updates to leave or remove from workspace workflows#58345
MonilBhavsar merged 85 commits intoExpensify:mainfrom
huult:56750-leave-or-remove-workspace-restrictions

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@huult huult commented Mar 13, 2025

Details

Fixed Issues

$ #56750
PROPOSAL: N/A

Tests

Same QA step

  • Verify that no errors appear in the JS console

Offline tests

QA Steps

Leaving a workspace

Set up cases:

If the person trying to leave is a member, prompt with an alert modal warning on clicking Leave.

Precondition: Member A is an Admin and invites Member B to the workspace with the role Member.

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
If you leave this workspace, you won't be able to submit expenses to it.

[Leave workspace] <--- red button
[Cancel]

If the person trying to leave is an auditor, prompt with an alert modal warning on clicking Leave.

Precondition: Member A is an Admin and invites Member B to the workspace with the role Auditor.

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
If you leave this workspace, you won't be able to view its reports and settings.

[Leave workspace] <--- red button
[Cancel]

If the person trying to leave is a non-owner admin, prompt with an alert modal warning on clicking Leave.

Precondition: Member A is an Admin and invites Member B to the workspace with the role Admin.

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
If you leave this workspace, you won't be able to manage its settings.

[Leave workspace] <--- red button
[Cancel]

If the person trying to leave is an approver, prompt with an alert modal warning on clicking Leave

Precondition:

  • Member A is an Admin and invites Member B to the workspace
  • Member B is an approver in the workflow.

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
If you leave this workspace, you'll be replaced in the approval workflow by [workspaceOwner], the workspace owner.

[Leave workspace] <--- red button
[Cancel]

If the person trying to leave is the technical contact, prompt with an alert modal warning on clicking Leave

Precondition:

  • Member A is an Admin and invites Member B to the workspace
  • Member B is set as the technical contact in OD

#56750 (comment)

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
If you leave this workspace, you'll be replaced as the technical contact with [workspaceOwner], the workspace owner.

[Leave workspace] <--- red button
[Cancel]

If the person trying to leave is the preferred exporter, prompt with an alert modal warning on clicking Leave

Precondition:

  • Member B is the QBO config exporter

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
If you leave this workspace, you'll be replaced as the preferred exporter with Anthony Davies, the workspace owner.

[Leave workspace] <--- red button
[Cancel]

If the person trying to leave has an outstanding processing report to action on:

Precondition:

  • Member A is an Admin and invites Member B to the workspace.
  • Member B is an approver in the workflow.
  • Member A creates an expense and submits it to Member B.

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
Please approve any outstanding expense reports submitted to you before leaving the workspace.
[Got it] <--- Green button

If the person trying to leave is the reimburser, prompt with an alert modal warning on clicking Leave

Precondition:

  • Member B is the policy ACH account reimburser.

Steps:

  1. Log in as Member B and go to Settings > Workspaces.
  2. Click the three-dot menu next to the workspace.
  3. Select "Leave".
  4. Verify that a modal is displayed with the following template:
Leave workspace
You can't leave this workspace as the reimburser. Please set a new reimburser in Workspaces > Make or track payments, then try again.

[Got it] <--- green button

Removing someone from a workspace

If the person being removed is the preferred exporter, prompt with an alert modal warning on clicking Remove from workspace.

Precondition:

  • Member B is the QBO config exporter
  1. Log in as Member B and Go to Settings > Workspace > Members
  2. Click on the member row
  3. Click "Remove from workspace"
  4. Verify that a modal is displayed with the following template:
Remove from workspace
If you remove Bob Williams from this workspace, we'll replace them as the preferred exporter with Anthony Davies, the workspace owner. You can change the preferred exporter in Accounting > Export.

[Remove] <--- red button
[Cancel]

If the person being removed is the reimburser, prompt with an alert modal warning on clicking Remove from workspace.

Precondition:

  • Member B is the policy ACH account reimburser.
  1. Log in as Member B and Go to Settings > Workspace > Members
  2. Click on the member row
  3. Click "Remove from workspace"
  4. Verify that a modal is displayed with the following template:
Remove from workspace
You can't remove Bob Williams from this workspace. Please set a new reimburser in Workflows > Make or track payments, then try again.

[Got it] <--- green button

If the person being removed is an approver, prompt with an alert modal warning on clicking Remove from workspace

Precondition:

  • Member A is an Admin and invites Member B to the workspace
  • Member B is an approver in the workflow.
  1. Log in as Member B and Go to Settings > Workspace > Members
  2. Click on the member row
  3. Click "Remove from workspace"
  4. Verify that a modal is displayed with the following template:
Remove from workspace
If you remove Bob Williams from this workspace, we'll replace them in the approval workflow with Anthony Davies, the workspace owner.

[Remove] <--- red button
[Cancel]

If the person being removed is the technical contact, prompt with an alert modal warning on clicking Remove from workspace.

Precondition:

  • Member A is an Admin and invites Member B to the workspace
  • Member B is set as the technical contact in OD
  1. Log in as Member B and Go to Settings > Workspace > Members
  2. Click on the member row
  3. Click "Remove from workspace"
  4. Verify that a modal is displayed with the following template:
Remove from workspace
If you remove Bob Williams from this workspace, we'll replace them as the technical contact with Anthony Davies, the workspace owner.

[Remove] <--- red button
[Cancel]
  • Verify that no errors appear in the JS console

PR Author Checklist

  • I linked the correct issue in the ### Fixed Issues section above
  • I wrote clear testing steps that cover the changes made in this PR
    • I added steps for local testing in the Tests section
    • I added steps for the expected offline behavior in the Offline steps section
    • I added steps for Staging and/or Production testing in the QA steps section
    • I added steps to cover failure scenarios (i.e. verify an input displays the correct error message if the entered data is not correct)
    • I turned off my network connection and tested it while offline to ensure it matches the expected behavior (i.e. verify the default avatar icon is displayed if app is offline)
    • I tested this PR with a High Traffic account against the staging or production API to ensure there are no regressions (e.g. long loading states that impact usability).
  • I included screenshots or videos for tests on all platforms
  • I ran the tests on all platforms & verified they passed on:
    • Android: Native
    • Android: mWeb Chrome
    • iOS: Native
    • iOS: mWeb Safari
    • MacOS: Chrome / Safari
    • MacOS: Desktop
  • I verified there are no console errors (if there's a console error not related to the PR, report it or open an issue for it to be fixed)
  • I verified there are no new alerts related to the canBeMissing param for useOnyx
  • I followed proper code patterns (see Reviewing the code)
    • I verified that any callback methods that were added or modified are named for what the method does and never what callback they handle (i.e. toggleReport and not onIconClick)
    • I verified that comments were added to code that is not self explanatory
    • I verified that any new or modified comments were clear, correct English, and explained "why" the code was doing something instead of only explaining "what" the code was doing.
    • I verified any copy / text shown in the product is localized by adding it to src/languages/* files and using the translation method
    • I verified all numbers, amounts, dates and phone numbers shown in the product are using the localization methods
    • I verified any copy / text that was added to the app is grammatically correct in English. It adheres to proper capitalization guidelines (note: only the first word of header/labels should be capitalized), and is either coming verbatim from figma or has been approved by marketing (in order to get marketing approval, ask the Bug Zero team member to add the Waiting for copy label to the issue)
    • I verified proper file naming conventions were followed for any new files or renamed files. All non-platform specific files are named after what they export and are not named "index.js". All platform-specific files are named for the platform the code supports as outlined in the README.
    • I verified the JSDocs style guidelines (in STYLE.md) were followed
  • If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
  • I followed the guidelines as stated in the Review Guidelines
  • I tested other components that can be impacted by my changes (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar are working as expected)
  • I verified all code is DRY (the PR doesn't include any logic written more than once, with the exception of tests)
  • I verified any variables that can be defined as constants (ie. in CONST.ts or at the top of the file that uses the constant) are defined as such
  • I verified that if a function's arguments changed that all usages have also been updated correctly
  • If any new file was added I verified that:
    • The file has a description of what it does and/or why is needed at the top of the file if the code is not self explanatory
  • If a new CSS style is added I verified that:
    • A similar style doesn't already exist
    • The style can't be created with an existing StyleUtils function (i.e. StyleUtils.getBackgroundAndBorderStyle(theme.componentBG))
  • If new assets were added or existing ones were modified, I verified that:
    • The assets are optimized and compressed (for SVG files, run npm run compress-svg)
    • The assets load correctly across all supported platforms.
  • If the PR modifies code that runs when editing or sending messages, I tested and verified there is no unexpected behavior for all supported markdown - URLs, single line code, code blocks, quotes, headings, bold, strikethrough, and italic.
  • If the PR modifies a generic component, I tested and verified that those changes do not break usages of that component in the rest of the App (i.e. if a shared library or component like Avatar is modified, I verified that Avatar is working as expected in all cases)
  • If the PR modifies a component related to any of the existing Storybook stories, I tested and verified all stories for that component are still working as expected.
  • If the PR modifies a component or page that can be accessed by a direct deeplink, I verified that the code functions as expected when the deeplink is used - from a logged in and logged out account.
  • If the PR modifies the UI (e.g. new buttons, new UI components, changing the padding/spacing/sizing, moving components, etc) or modifies the form input styles:
    • I verified that all the inputs inside a form are aligned with each other.
    • I added Design label and/or tagged @Expensify/design so the design team can review the changes.
  • If a new page is added, I verified it's using the ScrollView component to make it scrollable when more elements are added to the page.
  • I added unit tests for any new feature or bug fix in this PR to help automatically prevent regressions in this user flow.
  • If the main branch was merged into this PR after a review, I tested again and verified the outcome was still expected according to the Test steps.

Screenshots/Videos

Android: Native
Android: mWeb Chrome
iOS: Native
iOS: mWeb Safari
MacOS: Chrome / Safari

If the person trying to leave is a member, prompt with an alert modal warning on clicking Leave.

Screen.Recording.2025-05-13.at.12.53.10.mp4

If the person trying to leave is an auditor, prompt with an alert modal warning on clicking Leave.

Screen.Recording.2025-05-13.at.12.54.29.mp4

If the person trying to leave is a non-owner admin, prompt with an alert modal warning on clicking Leave.

Screen.Recording.2025-05-13.at.12.56.40.mp4

If the person trying to leave is an approver, prompt with an alert modal warning on clicking Leave

Screen.Recording.2025-05-13.at.12.58.37.mp4

If the person trying to leave is the technical contact, prompt with an alert modal warning on clicking Leave

Screen.Recording.2025-05-13.at.13.10.03.mp4

If the person trying to leave is the preferred exporter, prompt with an alert modal warning on clicking Leave

Screen.Recording.2025-05-22.at.11.24.58.mov

If the person being removed is the preferred exporter, prompt with an alert modal warning on clicking Remove from workspace.

Screen.Recording.2025-05-22.at.11.29.07.mp4

If the person trying to leave has an outstanding processing report to action on:

Screen.Recording.2025-07-02.at.12.42.08.mov

If the person being removed has an outstanding processing report to action on:

Screen.Recording.2025-07-02.at.12.41.55.mov

If the person trying to leave is the reimburser, prompt with an alert modal warning on clicking Leave

Screen.Recording.2025-05-22.at.11.06.27.mov

If the person being removed is the reimburser, prompt with an alert modal warning on clicking Remove from workspace.

Screen.Recording.2025-05-22.at.11.05.32.mov

If the person being removed is an approver, prompt with an alert modal warning on clicking Remove from workspace

Screen.Recording.2025-05-13.at.13.18.28.mp4

If the person being removed is the technical contact, prompt with an alert modal warning on clicking Remove from workspace.

Screen.Recording.2025-05-13.at.13.38.22.mp4

Any user on a domain which has "prevent workspace creation/removal" enabled.

Skip

MacOS: Desktop

@MonilBhavsar MonilBhavsar self-requested a review March 26, 2025 06:19
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@huult there are conflicts. If you could please fix

@huult
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huult commented Mar 28, 2025

@MonilBhavsar it's done

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Thank you!

@MonilBhavsar
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#56750 (comment)

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#56750 (comment)

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I see you have added TECHNICAL_CONTACT as a new Onyx key. But it's not an onyx key. It's just an object key in policy_ Onyx collection

@huult
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huult commented May 2, 2025

@MonilBhavsar thanks, i will update it

@huult
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huult commented May 6, 2025

@MonilBhavsar Is your PR already merged?

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Yes, it was deployed

@huult
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huult commented May 13, 2025

@MonilBhavsar @trjExpensify

I've finished implementing the code for this ticket and tested some cases, but I'm not sure how to test the ones listed below. Could you help me? For the tests I've completed, you can refer to the MacOS: Chrome / Safari section in Screenshots/Videos

If the person being removed is the preferred exporter, prompt with an alert modal warning on clicking Remove from workspace.
If the person being removed is the reimburser, prompt with an alert modal warning on clicking Remove from workspace.
If the person trying to leave is the reimburser, prompt with an alert modal warning on clicking Leave
If the person being removed has an outstanding processing report to action on:
If the person trying to leave has an outstanding processing report to action on:
If the person trying to leave is the preferred exporter, prompt with an alert modal warning on clicking Leave
If the person trying to leave is the reimburser, prompt with an alert modal warning on clicking Leave

@trjExpensify
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If the person being removed is the preferred exporter, prompt with an alert modal warning on clicking Remove from workspace.
If the person trying to leave is the preferred exporter, prompt with an alert modal warning on clicking Leave

You'll need to connect a workspace to an integration, like QBO, and set a user as the preferred exporter in the settings. Then, try to remove that user, or leave. @shubham1206agra is the C+ on the issue to this PR, perhaps he can help here.

If the person being removed is the reimburser, prompt with an alert modal warning on clicking Remove from workspace.
If the person trying to leave is the reimburser, prompt with an alert modal warning on clicking Leave

You'll need to add a business bank account to the workspace in Workflows, and set a user as the reimburser in the settings once connected. Then, try to remove that user, or leave. You can use the test credentials from here.

If the person being removed has an outstanding processing report to action on:
If the person trying to leave has an outstanding processing report to action on:

Have userA submit a report to userB, then as userB try to leave the workspace or remove userB from the workspace.

@huult
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huult commented May 14, 2025

@trjExpensify thank you so much

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You'll need to connect a workspace to an integration, like QBO, and set a user as the preferred exporter in the settings. Then, try to remove that user, or leave. @shubham1206agra is the C+ on the issue to this PR, perhaps he can help here.

@huult Send me your email and I will add you to a workspace

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shubham1206agra commented Oct 30, 2025

If the person trying to leave is a member, prompt with an alert modal warning on clicking Leave.

Pass
Screenshot 2025-10-30 at 9 23 09 PM

If the person trying to leave is an auditor, prompt with an alert modal warning on clicking Leave.

Pass
Screenshot 2025-10-30 at 9 23 34 PM

If the person trying to leave is a non-owner admin, prompt with an alert modal warning on clicking Leave.

Pass
Screenshot 2025-10-30 at 9 24 03 PM

If the person trying to leave is an approver, prompt with an alert modal warning on clicking Leave

Pass (without default approver)
Screenshot 2025-10-30 at 9 26 11 PM

Note

@trjExpensify How do we need to handle default approver? As for this case, leave button is disabled before this PR.

Note

@MonilBhavsar OpenApp is not sending default approver + approver workflow in the policy data. Can you please fix this?

If the person being removed is an approver, prompt with an alert modal warning on clicking Remove from workspace.

Pass
Screenshot 2025-10-30 at 9 28 28 PM

If the person trying to leave has an outstanding processing report to action on:

Pass
Screenshot 2025-10-30 at 9 29 13 PM

If the person being removed has an outstanding processing report to action on:

Pass

Screen.Recording.2025-10-30.at.9.31.36.PM.mov

If the person trying to leave is the reimburser, prompt with an alert modal warning on clicking Leave

Pass (See Note)
Screenshot 2025-10-30 at 9 33 14 PM

Note

@MonilBhavsar OpenApp is not sending reimburser in the policy data. Can you please fix this?

If the person being removed is the reimburser, prompt with an alert modal warning on clicking Remove from workspace.

Pass
Screenshot 2025-10-30 at 9 35 28 PM

If the person trying to leave is the technical contact, prompt with an alert modal warning on clicking Leave

Pass (See Note)
Screenshot 2025-10-30 at 9 36 20 PM

Note

@MonilBhavsar OpenApp is not sending technical contact in the policy data. Can you please fix this?

If the person being removed is the technical contact, prompt with an alert modal warning on clicking Remove from workspace.

Pass
Screenshot 2025-10-30 at 9 37 05 PM

If the person trying to leave is the preferred exporter, prompt with an alert modal warning on clicking Leave

Pass (See Note)
Screenshot 2025-10-30 at 9 37 35 PM

Note

@MonilBhavsar OpenApp is not sending preferred exporter in the policy data. Can you please fix this?

If the person being removed is the preferred exporter, prompt with an alert modal warning on clicking Remove from workspace.

Pass
Screenshot 2025-10-30 at 9 38 24 PM

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trjExpensify commented Oct 30, 2025

@trjExpensify How do we need to handle default approver? As for this case, leave button is disabled before this PR.

If the default approver is the workspace owner, they can't leave/be removed. If it's not, then it's this one and we set the workspace owner as the default approver:

  • If the person trying to leave is an approver, prompt with an alert modal warning on clicking Leave

Leave workspace
If you leave this workspace, you'll be replaced in the approval workflow by Anthony Davies, the workspace owner.

[Leave workspace] <--- red button
[Cancel]

  • If the person being removed is an approver, prompt with an alert modal warning on clicking Remove from workspace.

Remove from workspace
If you remove Bob Williams from this workspace, we'll replace them in the approval workflow with Anthony Davies, the workspace owner.

[Remove] <--- red button
[Cancel]

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Reviewer Checklist

  • I have verified the author checklist is complete (all boxes are checked off).
  • I verified the correct issue is linked in the ### Fixed Issues section above
  • I verified testing steps are clear and they cover the changes made in this PR
    • I verified the steps for local testing are in the Tests section
    • I verified the steps for Staging and/or Production testing are in the QA steps section
    • I verified the steps cover any possible failure scenarios (i.e. verify an input displays the correct error message if the entered data is not correct)
    • I turned off my network connection and tested it while offline to ensure it matches the expected behavior (i.e. verify the default avatar icon is displayed if app is offline)
  • I checked that screenshots or videos are included for tests on all platforms
  • I included screenshots or videos for tests on all platforms
  • I verified that the composer does not automatically focus or open the keyboard on mobile unless explicitly intended. This includes checking that returning the app from the background does not unexpectedly open the keyboard.
  • I verified tests pass on all platforms & I tested again on:
    • Android: HybridApp
    • Android: mWeb Chrome
    • iOS: HybridApp
    • iOS: mWeb Safari
    • MacOS: Chrome / Safari
    • MacOS: Desktop
  • If there are any errors in the console that are unrelated to this PR, I either fixed them (preferred) or linked to where I reported them in Slack
  • I verified there are no new alerts related to the canBeMissing param for useOnyx
  • I verified proper code patterns were followed (see Reviewing the code)
    • I verified that any callback methods that were added or modified are named for what the method does and never what callback they handle (i.e. toggleReport and not onIconClick).
    • I verified that comments were added to code that is not self explanatory
    • I verified that any new or modified comments were clear, correct English, and explained "why" the code was doing something instead of only explaining "what" the code was doing.
    • I verified any copy / text shown in the product is localized by adding it to src/languages/* files and using the translation method
    • I verified all numbers, amounts, dates and phone numbers shown in the product are using the localization methods
    • I verified any copy / text that was added to the app is grammatically correct in English. It adheres to proper capitalization guidelines (note: only the first word of header/labels should be capitalized), and is either coming verbatim from figma or has been approved by marketing (in order to get marketing approval, ask the Bug Zero team member to add the Waiting for copy label to the issue)
    • I verified proper file naming conventions were followed for any new files or renamed files. All non-platform specific files are named after what they export and are not named "index.js". All platform-specific files are named for the platform the code supports as outlined in the README.
    • I verified the JSDocs style guidelines (in STYLE.md) were followed
  • If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
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  • I have checked off every checkbox in the PR reviewer checklist, including those that don't apply to this PR.

@melvin-bot melvin-bot bot requested a review from MonilBhavsar October 31, 2025 10:11
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Thanks all! 🙇

@MonilBhavsar MonilBhavsar merged commit 67060b1 into Expensify:main Oct 31, 2025
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✋ This PR was not deployed to staging yet because QA is ongoing. It will be automatically deployed to staging after the next production release.

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🚀 Deployed to staging by https://github.com/MonilBhavsar in version: 9.2.42-0 🚀

platform result
🖥 desktop 🖥 success ✅
🕸 web 🕸 success ✅
🤖 android 🤖 success ✅
🍎 iOS 🍎 success ✅

@OSBotify
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OSBotify commented Nov 3, 2025

🚀 Deployed to production by https://github.com/luacmartins in version: 9.2.42-11 🚀

platform result
🖥 desktop 🖥 success ✅
🕸 web 🕸 success ✅
🤖 android 🤖 success ✅
🍎 iOS 🍎 success ✅

expenseReports: 'Informes de Gastos',
rateOutOfPolicy: 'Tasa fuera de póliza',
leaveWorkspace: 'Salir del espacio de trabajo',
leaveWorkspaceConfirmation: 'Si sales de este espacio de trabajo, no podrás enviar gastos en él',
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This text is missing a period at the end of the sentence, which caused this issue. We've applied the fix here

policy?.connections?.quickbooksDesktop?.config?.export?.exporter,
policy?.connections?.quickbooksOnline?.config?.export?.exporter,
policy?.connections?.xero?.config?.export?.exporter,
policy?.connections?.netsuite?.options.config.exporter,
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👋 Hey, coming from #74903.
This has caused a crash when trying to connect to NetSuite with incorrect credentials, we were missing optional chaining for netsuite exporter

policy?.connections?.netsuite?.options?.config?.exporter,

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7 participants