[Advanced Approval Workflows] Update the hint text to be simpler

src/languages/en.ts

@@ -1342,8 +1342,7 @@ export default {
  /* eslint-enable @typescript-eslint/naming-convention */
  },
  },
- approverInMultipleWorkflows: ({name1, name2}: ApprovalWorkflowErrorParams) =>
- `<strong>${name1}</strong> already approves reports to <strong>${name2}</strong> in a separate workflow. If you change this approval relationship, all other workflows will be updated.`,
+ approverInMultipleWorkflows: 'This member already belongs to another approval workflow. Any updates here will reflect there too.',
  approverCircularReference: ({name1, name2}: ApprovalWorkflowErrorParams) =>
  `<strong>${name1}</strong> already approves reports to <strong>${name2}</strong>. Please choose a different approver to avoid a circular workflow.`,
  },

src/languages/es.ts

@@ -1350,8 +1350,7 @@ export default {
  /* eslint-enable @typescript-eslint/naming-convention */
  },
  },
- approverInMultipleWorkflows: ({name1, name2}: ApprovalWorkflowErrorParams) =>
- `<strong>${name1}</strong> ya aprueba informes a <strong>${name2}</strong> en otro flujo de trabajo Si modificas esta relación de aprobación, se actualizarán todos los demás flujos de trabajo.`,
+ approverInMultipleWorkflows: 'Este miembro ya pertenece a otro flujo de aprobación. Cualquier actualización aquí se reflejará allí también.',
  approverCircularReference: ({name1, name2}: ApprovalWorkflowErrorParams) =>
  `<strong>${name1}</strong> ya aprueba informes a <strong>${name2}</strong>. Por favor, elige un aprobador diferente para evitar un flujo de trabajo circular.`,
  },

src/libs/WorkflowUtils.ts

@@ -10,6 +10,7 @@ const INITIAL_APPROVAL_WORKFLOW: ApprovalWorkflowOnyx = {
  members: [],
  approvers: [],
  availableMembers: [],
+ usedApproverEmails: [],
  isDefault: false,
  action: CONST.APPROVAL_WORKFLOW.ACTION.CREATE,
  isLoading: false,
@@ -50,7 +51,6 @@ function calculateApprovers({employees, firstEmail, personalDetailsByEmail}: Get
  forwardsTo: employees[nextEmail].forwardsTo,
  avatar: personalDetailsByEmail[nextEmail]?.avatar,
  displayName: personalDetailsByEmail[nextEmail]?.displayName ?? nextEmail,
- isInMultipleWorkflows: false,
  isCircularReference,
  });
 
@@ -67,7 +67,7 @@ function calculateApprovers({employees, firstEmail, personalDetailsByEmail}: Get
  return approvers;
 }
 
-type ConvertPolicyEmployeesToApprovalWorkflowsParams = {
+type PolicyConversionParams = {
  /**
  * List of employees in the policy
  */
@@ -82,14 +82,36 @@ type ConvertPolicyEmployeesToApprovalWorkflowsParams = {
  * Email of the default approver for the policy
  */
  defaultApprover: string;
+
+ /**
+ * Email of the first approver in current edited workflow
+ */
+ firstApprover?: string;
+};
+
+type PolicyConversionResult = {
+ /**
+ * List of approval workflows
+ */
+ approvalWorkflows: ApprovalWorkflow[];
+
+ /**
+ * List of available members that can be selected in the workflow
+ */
+ availableMembers: Member[];
+
+ /**
+ * Emails that are used as approvers in currently configured workflows
+ */
+ usedApproverEmails: string[];
 };
 
 /** Convert a list of policy employees to a list of approval workflows */
-function convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails}: ConvertPolicyEmployeesToApprovalWorkflowsParams): ApprovalWorkflow[] {
+function convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails, firstApprover}: PolicyConversionParams): PolicyConversionResult {
  const approvalWorkflows: Record<string, ApprovalWorkflow> = {};
 
- // Keep track of how many times each approver is used to detect approvers in multiple workflows
- const approverCountsByEmail: Record<string, number> = {};
+ // Keep track of used approver emails to display hints in the UI
+ const usedApproverEmails = new Set<string>();
  const personalDetailsByEmail = lodashMapKeys(personalDetails, (value, key) => value?.login ?? key);
 
  // Add each employee to the appropriate workflow
@@ -102,7 +124,9 @@ function convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover,
  const member: Member = {email, avatar: personalDetailsByEmail[email]?.avatar, displayName: personalDetailsByEmail[email]?.displayName ?? email};
  if (!approvalWorkflows[submitsTo]) {
  const approvers = calculateApprovers({employees, firstEmail: submitsTo, personalDetailsByEmail});
- approvers.forEach((approver) => (approverCountsByEmail[approver.email] = (approverCountsByEmail[approver.email] ?? 0) + 1));
+ if (submitsTo !== firstApprover) {
+ approvers.forEach((approver) => usedApproverEmails.add(approver.email));
+ }
 
  approvalWorkflows[submitsTo] = {
  members: [],
@@ -136,14 +160,7 @@ function convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover,
  });
  }
 
- // Add a flag to each approver to indicate if they are in multiple workflows
- return sortedApprovalWorkflows.map((workflow) => ({
- ...workflow,
- approvers: workflow.approvers.map((approver) => ({
- ...approver,
- isInMultipleWorkflows: approverCountsByEmail[approver.email] > 1,
- })),
- }));
+ return {approvalWorkflows: sortedApprovalWorkflows, usedApproverEmails: [...usedApproverEmails], availableMembers: sortedApprovalWorkflows.at(0)?.members ?? []};
 }
 
 type ConvertApprovalWorkflowToPolicyEmployeesParams = {

src/libs/actions/Workflow.ts

@@ -1,6 +1,6 @@
 import lodashDropRightWhile from 'lodash/dropRightWhile';
 import lodashMapKeys from 'lodash/mapKeys';
-import type {OnyxCollection, OnyxMergeInput, OnyxUpdate} from 'react-native-onyx';
+import type {NullishDeep, OnyxCollection, OnyxUpdate} from 'react-native-onyx';
 import Onyx from 'react-native-onyx';
 import * as API from '@libs/API';
 import type {CreateWorkspaceApprovalParams, RemoveWorkspaceApprovalParams, UpdateWorkspaceApprovalParams} from '@libs/API/parameters';
@@ -282,10 +282,7 @@ function setApprovalWorkflowApprover(approver: Approver, approverIndex: number,
  // Check if the approver forwards to other approvers and add them to the list
  if (policy.employeeList[approver.email]?.forwardsTo) {
  const personalDetailsByEmail = lodashMapKeys(personalDetails, (value, key) => value?.login ?? key);
- const additionalApprovers = calculateApprovers({employees: policy.employeeList, firstEmail: approver.email, personalDetailsByEmail}).map((additionalApprover) => ({
- ...additionalApprover,
- isInMultipleWorkflows: true,
- }));
+ const additionalApprovers = calculateApprovers({employees: policy.employeeList, firstEmail: approver.email, personalDetailsByEmail});
  approvers.splice(approverIndex, approvers.length, ...additionalApprovers);
  }
 
@@ -327,7 +324,7 @@ function clearApprovalWorkflowApprovers() {
  Onyx.merge(ONYXKEYS.APPROVAL_WORKFLOW, {approvers: []});
 }
 
-function setApprovalWorkflow(approvalWorkflow: OnyxMergeInput<typeof ONYXKEYS.APPROVAL_WORKFLOW>) {
+function setApprovalWorkflow(approvalWorkflow: NullishDeep<ApprovalWorkflowOnyx>) {
  Onyx.merge(ONYXKEYS.APPROVAL_WORKFLOW, approvalWorkflow);
 }
 

src/pages/workspace/workflows/WorkspaceWorkflowsPage.tsx

@@ -62,7 +62,7 @@ function WorkspaceWorkflowsPage({policy, betas, route}: WorkspaceWorkflowsPagePr
  const [isCurrencyModalOpen, setIsCurrencyModalOpen] = useState(false);
  const [personalDetails] = useOnyx(ONYXKEYS.PERSONAL_DETAILS_LIST);
  const policyApproverName = useMemo(() => PersonalDetailsUtils.getPersonalDetailByEmail(policyApproverEmail ?? '')?.displayName ?? policyApproverEmail, [policyApproverEmail]);
- const approvalWorkflows = useMemo(
+ const {approvalWorkflows, availableMembers, usedApproverEmails} = useMemo(
  () =>
  convertPolicyEmployeesToApprovalWorkflows({
  employees: policy?.employeeList ?? {},
@@ -111,10 +111,11 @@ function WorkspaceWorkflowsPage({policy, betas, route}: WorkspaceWorkflowsPagePr
 
  Workflow.setApprovalWorkflow({
  ...INITIAL_APPROVAL_WORKFLOW,
- availableMembers: approvalWorkflows.at(0)?.members ?? [],
+ availableMembers,
+ usedApproverEmails,
  });
  Navigation.navigate(ROUTES.WORKSPACE_WORKFLOWS_APPROVALS_EXPENSES_FROM.getRoute(route.params.policyID));
- }, [approvalWorkflows, policy, route.params.policyID]);
+ }, [policy, route.params.policyID, availableMembers, usedApproverEmails]);
 
  const optionItems: ToggleSettingOptionRowProps[] = useMemo(() => {
  const {accountNumber, addressName, bankName, bankAccountID} = policy?.achAccount ?? {};

src/pages/workspace/workflows/approvals/ApprovalWorkflowEditor.tsx

@@ -79,19 +79,6 @@ function ApprovalWorkflowEditor({approvalWorkflow, removeApprovalWorkflow, polic
  [approvalWorkflow.approvers, approvalWorkflow.errors, translate],
  );
 
- const approverHintMessage = useCallback(
- (approver: Approver | undefined, approverIndex: number) => {
- const previousApprover = approvalWorkflow.approvers.slice(0, approverIndex).filter(Boolean).at(-1);
- if (approver?.isInMultipleWorkflows && approver.email === previousApprover?.forwardsTo) {
- return translate('workflowsPage.approverInMultipleWorkflows', {
- name1: approver.displayName,
- name2: previousApprover.displayName,
- });
- }
- },
- [approvalWorkflow.approvers, translate],
- );
-
  const editMembers = useCallback(() => {
  const backTo = approvalWorkflow.action === CONST.APPROVAL_WORKFLOW.ACTION.CREATE ? ROUTES.WORKSPACE_WORKFLOWS_APPROVALS_NEW.getRoute(policyID) : undefined;
  Navigation.navigate(ROUTES.WORKSPACE_WORKFLOWS_APPROVALS_EXPENSES_FROM.getRoute(policyID, backTo), CONST.NAVIGATION.ACTION_TYPE.PUSH);
@@ -143,7 +130,11 @@ function ApprovalWorkflowEditor({approvalWorkflow, removeApprovalWorkflow, polic
 
  {approvalWorkflow.approvers.map((approver, approverIndex) => {
  const errorText = approverErrorMessage(approver, approverIndex);
- const hintText = !errorText && approverHintMessage(approver, approverIndex);
+ const hintText =
+ !errorText && approvalWorkflow.usedApproverEmails.some((approverEmail) => approverEmail === approver?.email)
+ ? translate('workflowsPage.approverInMultipleWorkflows')
+ : undefined;
+
  return (
  <MenuItemWithTopDescription
  // eslint-disable-next-line react/no-array-index-key

src/pages/workspace/workflows/approvals/WorkspaceWorkflowsApprovalsEditPage.tsx

@@ -62,21 +62,24 @@ function WorkspaceWorkflowsApprovalsEditPage({policy, isLoadingReportData = true
  Navigation.dismissModal();
  }, [initialApprovalWorkflow, route.params.policyID]);
 
- const {currentApprovalWorkflow, defaultWorkflowMembers} = useMemo(() => {
+ const {currentApprovalWorkflow, defaultWorkflowMembers, usedApproverEmails} = useMemo(() => {
  if (!policy || !personalDetails) {
  return {};
  }
 
  const defaultApprover = policy?.approver ?? policy.owner;
- const allApprovalWorkflows = convertPolicyEmployeesToApprovalWorkflows({
+ const firstApprover = route.params.firstApproverEmail;
+ const result = convertPolicyEmployeesToApprovalWorkflows({
  employees: policy.employeeList ?? {},
  defaultApprover,
  personalDetails,
+ firstApprover,
  });
 
  return {
- defaultWorkflowMembers: allApprovalWorkflows.at(0)?.members ?? [],
- currentApprovalWorkflow: allApprovalWorkflows.find((workflow) => workflow.approvers.at(0)?.email === route.params.firstApproverEmail),
+ defaultWorkflowMembers: result.availableMembers,
+ usedApproverEmails: result.usedApproverEmails,
+ currentApprovalWorkflow: result.approvalWorkflows.find((workflow) => workflow.approvers.at(0)?.email === firstApprover),
  };
  }, [personalDetails, policy, route.params.firstApproverEmail]);
 
@@ -97,12 +100,13 @@ function WorkspaceWorkflowsApprovalsEditPage({policy, isLoadingReportData = true
  Workflow.setApprovalWorkflow({
  ...currentApprovalWorkflow,
  availableMembers: [...currentApprovalWorkflow.members, ...defaultWorkflowMembers],
+ usedApproverEmails,
  action: CONST.APPROVAL_WORKFLOW.ACTION.EDIT,
  isLoading: false,
  errors: null,
  });
  setInitialApprovalWorkflow(currentApprovalWorkflow);
- }, [currentApprovalWorkflow, defaultWorkflowMembers, initialApprovalWorkflow]);
+ }, [currentApprovalWorkflow, defaultWorkflowMembers, initialApprovalWorkflow, usedApproverEmails]);
 
  return (
  <AccessOrNotFoundWrapper

src/types/onyx/ApprovalWorkflow.ts

@@ -27,11 +27,6 @@ type Approver = {
  */
  displayName: string;
 
- /**
- * Is this user used as an approver in more than one workflow (used to show a warning)
- */
- isInMultipleWorkflows?: boolean;
-
  /**
  * Is this approver in a circular reference (approver forwards to themselves, or a cycle of forwards)
  *
@@ -109,6 +104,11 @@ type ApprovalWorkflowOnyx = Omit<ApprovalWorkflow, 'approvers'> & {
  */
  availableMembers: Member[];
 
+ /**
+ * List of emails that are already in use in other workflows
+ */
+ usedApproverEmails: string[];
+
  /**
  * Errors for the workflow
  */

tests/unit/WorkflowUtilsTest.ts

@@ -31,7 +31,6 @@ function buildApprover(accountID: number, approver: Partial<Approver> = {}): App
  forwardsTo: undefined,
  avatar: 'https://d2k5nsl2zxldvw.cloudfront.net/images/avatars/avatar_7.png',
  displayName: `${accountID}@example.com User`,
- isInMultipleWorkflows: false,
  isCircularReference: false,
  ...approver,
  };
@@ -201,9 +200,9 @@ describe('WorkflowUtils', () => {
  const employees: PolicyEmployeeList = {};
  const defaultApprover = '1@example.com';
 
- const workflows = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
+ const {approvalWorkflows} = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
 
- expect(workflows).toEqual([]);
+ expect(approvalWorkflows).toEqual([]);
  });
 
  it('Should transform all users into one default workflow', () => {
@@ -221,9 +220,9 @@ describe('WorkflowUtils', () => {
  };
  const defaultApprover = '1@example.com';
 
- const workflows = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
+ const {approvalWorkflows} = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
 
- expect(workflows).toEqual([buildWorkflow([1, 2], [1], {isDefault: true})]);
+ expect(approvalWorkflows).toEqual([buildWorkflow([1, 2], [1], {isDefault: true})]);
  });
 
  it('Should transform all users into two workflows', () => {
@@ -251,9 +250,9 @@ describe('WorkflowUtils', () => {
  };
  const defaultApprover = '1@example.com';
 
- const workflows = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
+ const {approvalWorkflows} = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
 
- expect(workflows).toEqual([buildWorkflow([2, 3], [1], {isDefault: true}), buildWorkflow([1, 4], [4])]);
+ expect(approvalWorkflows).toEqual([buildWorkflow([2, 3], [1], {isDefault: true}), buildWorkflow([1, 4], [4])]);
  });
 
  it('Should sort the workflows (first the default and then based on the first approver display name)', () => {
@@ -286,9 +285,9 @@ describe('WorkflowUtils', () => {
  };
  const defaultApprover = '1@example.com';
 
- const workflows = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
+ const {approvalWorkflows} = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
 
- expect(workflows).toEqual([buildWorkflow([3, 2], [1], {isDefault: true}), buildWorkflow([5], [3]), buildWorkflow([4, 1], [4])]);
+ expect(approvalWorkflows).toEqual([buildWorkflow([3, 2], [1], {isDefault: true}), buildWorkflow([5], [3]), buildWorkflow([4, 1], [4])]);
  });
 
  it('Should mark approvers that are used in multiple workflows', () => {
@@ -316,20 +315,16 @@ describe('WorkflowUtils', () => {
  };
  const defaultApprover = '1@example.com';
 
- const workflows = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
+ const {approvalWorkflows} = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
 
  const defaultWorkflow = buildWorkflow([2, 3, 4], [1, 3, 4], {isDefault: true});
  defaultWorkflow.approvers[0].forwardsTo = '3@example.com';
  defaultWorkflow.approvers[1].forwardsTo = '4@example.com';
- defaultWorkflow.approvers[1].isInMultipleWorkflows = true;
- defaultWorkflow.approvers[2].isInMultipleWorkflows = true;
  const secondWorkflow = buildWorkflow([1], [2, 3, 4]);
  secondWorkflow.approvers[0].forwardsTo = '3@example.com';
  secondWorkflow.approvers[1].forwardsTo = '4@example.com';
- secondWorkflow.approvers[1].isInMultipleWorkflows = true;
- secondWorkflow.approvers[2].isInMultipleWorkflows = true;
 
- expect(workflows).toEqual([defaultWorkflow, secondWorkflow]);
+ expect(approvalWorkflows).toEqual([defaultWorkflow, secondWorkflow]);
  });
 
  it('Should build multiple workflows with many approvers', () => {
@@ -367,13 +362,13 @@ describe('WorkflowUtils', () => {
  };
  const defaultApprover = '1@example.com';
 
- const workflows = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
+ const {approvalWorkflows} = WorkflowUtils.convertPolicyEmployeesToApprovalWorkflows({employees, defaultApprover, personalDetails});
 
  const defaultWorkflow = buildWorkflow([1, 4, 5, 6], [1], {isDefault: true});
  const secondWorkflow = buildWorkflow([2, 3], [4, 5, 6]);
  secondWorkflow.approvers[0].forwardsTo = '5@example.com';
  secondWorkflow.approvers[1].forwardsTo = '6@example.com';
- expect(workflows).toEqual([defaultWorkflow, secondWorkflow]);
+ expect(approvalWorkflows).toEqual([defaultWorkflow, secondWorkflow]);
  });
  });