[$250] Give users on a domain the ability to join their colleagues when the company is already using Expensify

[anmurali]

Proposal: Allow a private domain sign up, whose company is already using Expensify to request to join relevant workspace(s)

Problem: One of the cool things about Expensify is that anyone can sign up without their company's permission or invitation. But this means when an employee signs up independently they are not aware their company is already using Expensify and so end up creating their own workspaces in error, causing a lot of confusion for themselves and their company

Solution: Mirror Classic when it comes to an employee that signs up with a private domain email of a company that already has one or more workspaces. It goes like this:

1. Sign-up with an email address on a private domain that has existing workspace owners
2. We ask for their first name/last name (Ice breaker)
3. Next, we show a step that:

• Let’s them know people on derp.com are already using Expensify.
• We’ve sent a magic code to validate their account so they can join them
• An input for said magic code to validate the account
• An option to skip and move on with onboarding as normal if they prefer

4. If they validate the account, the next step shown is a list of all the workspaces owned by members of their private domain.

• The CTA is Ask to join or Join based on the workspace JSON's automaticJoiningEnabled parameter being set to false or true respectivey
• They can only pick one workspace in the list

6. If they click on the CTA we do one of two things depending on if the workspace pre-approves join requests (Join), or an admin needs to accept (Ask to join):

• Pre-approval not required:
  • Add them to the workspace
  • Drop them in the LHN
  • populate their onboarding/ConciergeDM with the invited member set of tasks
• Pre-approval required:
  • Drop them in the LHN to continue exploring the product
  • Send the actionable message in the #admins room to accept or decline (just like policy join links that require approval)
  • On the workspaces page, show the workspace row they’re pending to be accepted to join with the “[Requested]” badge (just like a policy join request that needs to be approved)
  • If they select New Workspace in the + menu or Workspace page, have a warning just to let them know we’re waiting on their colleagues to still accept the request to join
  • Once accepted, they’ll get an email as they’re added to the workspace and we populate their onboarding/ConciergeDM with the invited member set of tasks.

Upwork Automation - Do Not Edit

• Upwork Job URL: https://www.upwork.com/jobs/~021832414536636098293
• Upwork Job ID: 1832414536636098293
• Last Price Increase: 2024-10-11

Issue Owner

Current Issue Owner: @

Issue Owner

Current Issue Owner: @allroundexperts

[melvin-bot]

Current assignee @dubielzyk-expensify is eligible for the Design assigner, not assigning anyone new.

[dubielzyk-expensify]

Here's the overall flow:

Included workspace member count and owner after feedback in Slack. Btw, if there's no existing workspace that they can join, we continue with the intent picker like normal onboarding

cc @Expensify/design for thoughts and feelz

[shawnborton]

Looks solid to me!

[shawnborton]

How does this look on desktop?

[dannymcclain]

Looks solid to me!

Same!

How does this look on desktop?

Also curious 🙃 👀

[dubielzyk-expensify]

Here's the desktop mocks:

Do you think it's better if I don't stretch the validation code to be full-width with the modal?

[trjExpensify]

I like the full width version, personally! ❤️

[shawnborton]

Yeah, the full width does look nice. Thanks for the desktop mocks, they check out nicely ✅

[dannymcclain]

Agree! Stretch it baby! Desktop mocks looking good. 🫶

[dubielzyk-expensify]

The jury has spoken. Final Figma files can be found here: https://www.figma.com/design/ir27daDKHaB1g4iZCT22K5/Onboarding-v2?node-id=7147-9183

[anmurali]

@trjExpensify - can this be built by the contributor or do we need BE code? Curious for a second set of eyes. Asking you as you wrote down the steps in the solution

[trjExpensify]

I think this is mostly FE, but we might need some BE work for the "Select a workspace" page to get that list of accessibleDomainPolicies - I'm not quite sure if we have that available to NewDot.

@luacmartins & @mountiny we built the request to join stuff in simplified collect with the Share policyJoinLink a while back, so the #admins message to accept or decline (if pre-approval is required) should be in place and usable here already, right?

[luacmartins]

Yes, we have the system message in #admins when users try to join via the link

[trjExpensify]

Cool, so should be reusable to call that request to join from here when needed with Ask to join:

but we might need some BE work for the "Select a workspace" page to get that list of accessibleDomainPolicies - I'm not quite sure if we have that available to NewDot

Do you have any idea if we'd have a list of accessibleDomainPolicies available in NewDot or if that's going to need BE work here?

[luacmartins]

Do you have any idea if we'd have a list of accessibleDomainPolicies available in NewDot or if that's going to need BE work here?

AFAIK we don't have this data in NewDot yet, so we'd need to fetch it when we open that page.

[trjExpensify]

Kewl, so we do need BE here then yes?

[luacmartins]

yes

[mountiny]

Yeah, agreed we will need to fetch that; also, somehow, indicate which one is "Join now" and which one is "Ask to join". couple questions:

1. How do the "Join Now" and "Ask to join" changes when you click on them?
2. If user clicks skip for now, where will they access this modal/ list of workspaces to join with buttons later in the product?

[trjExpensify]

How do the "Join Now" and "Ask to join" changes when you click on them?

Join now = workspace doesn't require approval to join
Ask to join = workspace needs admin approval to join

That's the distinction between the two buttons, so I assume that's something on the policy object we store for use with policy join links.

As for what happens when you click them, that's outlined in the OP in step 5. Let me know if you have any qs on that!

If user clicks skip for now, where will they access this modal/ list of workspaces to join with buttons later in the product?

If we're mirroring the Inbox on OldDot, they don't. So maybe "Skip" is better than "Skip for now" which implies you can get back to it. We could look at something on the workspaces page with a list of available workspaces to join instead of the empty state when applicable, but I'm also fine to descope that to start and keep it to this one-time onboarding modal flow.

[anmurali]

That's the distinction between the two buttons, so I assume that's something on the policy object we store for use with policy join links.

I have clarified the exact workspace setting in the original description!

[anmurali]

Final mockuops

Mobile - Employee

Web - Employee

Actionable whisper in # admins (Exists)

[parasharrajat]

I noticed a issue on main, the onboarding modal does not move to next step from personal details step when login with a private domain user. I believe it is temporary as we are going to create a new PR soon. Posted for tracking...

@allroundexperts How soon can we get the next PR? Are we waiting on the backend?

[allroundexperts]

@allroundexperts How soon can we get the next PR? Are we waiting on the backend?

Waiting for the issues to be created.

[allroundexperts]

I noticed a issue on main, the onboarding modal does not move to next step from personal details step when login with a private domain user. I believe it is temporary as we are going to create a new PR soon. Posted for tracking...

Fixed it here

[parasharrajat]

@allroundexperts We can create the PR on this issue itself and increase the job price here.. cc: @isabelastisser

This #48189 (comment) can still be other issues where other contributors can work.

[allroundexperts]

@marcaaron Are the changes you mentioned here completed?

[melvin-bot]

⚠️ Looks like this issue was linked to a Deploy Blocker here

If you are the assigned CME please investigate whether the linked PR caused a regression and leave a comment with the results.

If a regression has occurred and you are the assigned CM follow the instructions here.

If this regression could have been avoided please consider also proposing a recommendation to the PR checklist so that we can avoid it in the future.

[marcaaron]

@allroundexperts Still in review, but ready soon!

[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 9.0.77-6 and is now subject to a 7-day regression period 📆. Here is the list of pull requests that resolve this issue:

• Give users on a domain the ability to join their colleagues when the company is already using Expensify #51681

If no regressions arise, payment will be issued on 2024-12-30. 🎊

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

• @parasharrajat requires payment through NewDot Manual Requests
• @allroundexperts requires payment through NewDot Manual Requests

[melvin-bot]

BugZero Checklist: The PR adding this new feature has been merged! The following checklist (instructions) will need to be completed before the issue can be closed:

• [@parasharrajat / @allroundexperts] Please propose regression test steps to ensure the new feature will work correctly on production in further releases.
• [@isabelastisser] Link the GH issue for creating/updating the regression test once above steps have been agreed upon.

[melvin-bot]

Payment Summary

Upwork Job

• Reviewer: @parasharrajat owed $250 via NewDot
• Reviewer: @allroundexperts owed $250 via NewDot

BugZero Checklist (@isabelastisser)

• I have verified the correct assignees and roles are listed above and updated the neccesary manual offers
• I have verified that there are no duplicate or incorrect contracts on Upwork for this job (https://www.upwork.com/ab/applicants/1832414536636098293/hired)
• I have paid out the Upwork contracts or cancelled the ones that are incorrect
• I have verified the payment summary above is correct

[marcaaron]

@allroundexperts the changes are on production now!

[marcaaron]

We can create one more PR and then this should be ready to close once deployed. I am going OOO for some time so we will likely need an internal engineer to take this one over.

[marcaaron]

@isabelastisser I think we ignore the above comment until the final PR is merged. So, taking this off HOLD.

[parasharrajat]

@allroundexperts Please ping me when PR is ready. Thanks.

[anmurali]

Then we can create a final PR to check hasAccessibleDomainPolicies instead of looking at whether the account is on a private domain.

Is this the final PR that @allroundexperts is working on?

[parasharrajat]

Yeah, it is supposed to be the last which enables the private domain flow for users with tweaks as suggested above.

[allroundexperts]

@allroundexperts Please ping me when PR is ready. Thanks.

It will be ready on the weekend. I am out of office today and tomorrow.