[No QA] Update help docs for Release 1: Automatic report reassignment on workflow changes - #97799
[No QA] Update help docs for Release 1: Automatic report reassignment on workflow changes#97799MelvinBot wants to merge 3 commits into
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…flow changes Co-authored-by: Garrett Knight <garrettmknight@users.noreply.github.com>
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@stephanieelliott I think this is ready to go. Some small updates to outline the automatic reassignement with workflow changes. |
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| Yes. Reports are not automatically reassigned in these cases: | ||
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| - **The current approver is a Category or Tag approver:** reports awaiting a Category or Tag approver are not reassigned. Those approval steps run before, and take precedence over, the workspace approval workflow. | ||
| - **The workspace uses Advanced Approval:** automatic reassignment does not run for workspaces using Advanced Approval. |
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For Control workspaces, adding downstream approvers or custom member workflows is the Advanced Approvals feature, so this new exception conflicts with the immediately preceding trigger that says shortening an approval chain reassigns in-flight reports. In the Alice → Bob → Claire scenario above, admins are now told both that the report returns to Bob and that automatic reassignment does not run for the workspace type required to have that chain. Please narrow this exception to the specific unsupported/legacy mode, or remove it if multi-approver workflows are in scope.
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" automatic reassignment does not run for workspaces using Advanced Approval."
Is this true, @garrettmknight? One of the above examples references an advanced approval chain, so we should probably update either the example, or the wording here.
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It's more nuanced than that. It works for most Advanced Approval changes. I think I'll add more detail here.
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| **Note:** Workspace admins and People admins can remove members. People admins can only remove **Members** and **Auditors** — they cannot remove admins or other scoped admin roles. | ||
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| **Note:** If you remove a member who is an approver on reports that are still pending approval, those reports are automatically reassigned to the workspace owner. Learn more about [automatic approver reassignment](/articles/new-expensify/workspaces/Add-Approvals). |
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This note makes member-removal reassignment unconditional, but the linked Add Approvals update documents cases where reports are intentionally not reassigned, such as when the current approver is a Category or Tag approver. If an admin removes one of those approvers from the workspace, this page tells them the pending reports will move to the workspace owner even though the detailed FAQ says they will not, so the note should scope this to workspace workflow approvers and mention that exceptions are listed in the linked article.
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HelpDot Documentation ReviewOverall AssessmentThis PR expands documentation for automatic report reassignment on workflow changes across two workspace articles. The changes add a clarified note and an expanded FAQ answer in Scores Summary
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Note: Detailed line-by-line feedback has been provided as inline comments. |
| Yes. Reports are not automatically reassigned in these cases: | ||
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| - **The current approver is a Category or Tag approver:** reports awaiting a Category or Tag approver are not reassigned. Those approval steps run before, and take precedence over, the workspace approval workflow. | ||
| - **The workspace uses Advanced Approval:** automatic reassignment does not run for workspaces using Advanced Approval. |
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" automatic reassignment does not run for workspaces using Advanced Approval."
Is this true, @garrettmknight? One of the above examples references an advanced approval chain, so we should probably update either the example, or the wording here.
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Co-authored-by: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com>
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No code fix is needed — every CI check on this PR now passes. The only remaining ❌ is Why it's failing: this check requires an approval from an independent reviewer (someone who isn't the PR author). The PR was opened by What to do: have an independent reviewer approve the PR (it's a Current check statusAll substantive checks are green: |
Clarified the conditions under which reports are not automatically reassigned in the approval workflow.
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@stephanieelliott accepted changes and update the 'no reroute in advanced' to make it more specific. |
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A preview of your ExpensifyHelp changes have been deployed to https://521b24fe.helpdot.pages.dev ⚡️ Updated articles: |
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Explanation of Change
Help site updates for Release 1: Automatic report reassignment on workflow changes (part of the Change Approver: Phase 2 project). Existing Processing reports are now automatically reassigned to the correct approver whenever a workspace approval workflow changes, with a system message posted to each affected report. The current Add Approvals article only documented the simple "swap an approver in Workflows" case, so admins had no documentation for the other triggers or the exclusions.
This PR:
docs/articles/new-expensify/workspaces/Add-Approvals.md— expands the "Edit a Workflow" note and the "What happens to pending reports when I change an approver?" FAQ to cover all four in-scope triggers (change an approver, remove an approver from the workspace → reassigns to the workspace owner, shorten an approval chain, integration/employee-list sync with integration-attributed system message), and adds a new FAQ "Are there cases where reports are not reassigned?" documenting the exclusions (Category/Tag approver precedence, Advanced Approval).docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md— adds a cross-reference under "Remove Workspace Members" noting that removing an approver reassigns their pending reports to the workspace owner, linking to Add Approvals.Tracking issue: https://github.com/Expensify/Expensify/issues/668283
Fixed Issues
$ https://github.com/Expensify/Expensify/issues/668283
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// TODO: The human co-author must fill out the tests you ran before marking this PR as "ready for review". This is a docs-only change — verify the articles render correctly and the cross-reference link resolves.
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