Fix approval workflow member selection to include all workspace members by Beamanator · Pull Request #82841 · Expensify/App

Beamanator · 2026-02-18T17:23:43Z

Explanation of Change

The "Expenses from" page for approval workflows was not showing all workspace members. In ADVANCED approval mode, availableMembers was derived only from the first (default) workflow, so members in custom workflows (e.g., Alex/Hannah who submit to Carolyn) were excluded from the selection list.

This change updates convertPolicyEmployeesToApprovalWorkflows to build availableMembers from all workspace members in employeeList, ensuring every member can be assigned to a workflow when configuring "Expenses from."

EmployeeList where my expensifail has a nonexistent submitsTo:

EmployeeList where submitsTo is fine:

Fixed Issues

$ https://github.com/Expensify/Expensify/issues/598876

PROPOSAL: N/A (direct fix)

Tests

Run npm test -- tests/unit/WorkflowUtilsTest.ts — all tests pass including tests for availableMembers (custom workflows and orphaned submitsTo)
Navigate to a workspace with ADVANCED approval workflows (multiple custom workflows)
Add a new approval workflow and go to "Expenses from"
Search for members who are in custom workflows (not the default)
Verify all workspace members appear in the selection list
Optional — reproduce the bug: On NewDot web (dev build), open a workspace's Workflows page, then run in the browser console to simulate orphaned submitsTo (member's submitsTo points to non-member). Replace policyID and targetEmail with your policy ID and a member email from Object.keys(policy?.employeeList || {}):

const policyID = 'YOUR_POLICY_ID';
const policy = await window.Onyx.get(`policy_${policyID}`);
const employees = policy?.employeeList ? { ...policy.employeeList } : {};
const targetEmail = 'member@example.com';  // use an actual member email from Object.keys(employees)
if (employees[targetEmail]) {
  employees[targetEmail] = { ...employees[targetEmail], submitsTo: 'nonexistent@example.com' };
  await window.Onyx.merge(`policy_${policyID}`, { employeeList: employees });
}

Then go to Add approval workflow → Expenses from and verify the member appears (with the fix). Refresh to restore data.

Verify that no errors appear in the JS console

Offline tests

N/A — member list is derived from cached policy data.

QA Steps

Log into New Expensify staging with a workspace that has ADVANCED approval workflows
Go to Workflows → Approvals → Add approval workflow
On the "Expenses from" page, search for each workspace member
Verify all workspace members (including those in custom workflows like Alex/Hannah in the reported case) appear when searching
Select members and complete workflow creation — verify it saves successfully
Optional: Use the console script above to create orphaned submitsTo and verify the affected member still appears in "Expenses from"

Verify that no errors appear in the JS console

PR Author Checklist

Screenshots/Videos

Android: Native

Android: mWeb Chrome

iOS: Native

iOS: mWeb Safari

MacOS: Chrome / Safari

Available members were incorrectly limited to only the default workflow in ADVANCED mode, excluding members in custom workflows (e.g., Alex/Hannah who submit to Carolyn). Now includes all workspace members from employeeList. Fixes Expensify/Expensify#598876 Co-authored-by: Cursor <cursoragent@cursor.com>

melvin-bot · 2026-02-18T17:23:52Z

@ikevin127 Please copy/paste the Reviewer Checklist from here into a new comment on this PR and complete it. If you have the K2 extension, you can simply click: [this button]

src/libs/WorkflowUtils.ts

Beamanator · 2026-02-18T17:40:29Z

Addressed by extracting buildMemberFromEmployee helper used in both the for-loop and availableMembers mapping. Single source of truth if the Member shape changes.

github-actions · 2026-02-18T18:39:30Z

🚧 @Beamanator has triggered a test Expensify/App build. You can view the workflow run here.

Beamanator · 2026-02-18T20:05:37Z

@codex review

Beamanator · 2026-02-18T20:23:56Z

@ikevin127 can you please review & test? 🙏

chatgpt-codex-connector · 2026-02-18T20:33:13Z

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ikevin127 · 2026-02-18T22:18:21Z

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
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- 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 tests pass on all platforms & I tested again on:
- Android: Native
- Android: mWeb Chrome
- iOS: Native
- iOS: mWeb Safari
- MacOS: Chrome / Safari
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
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- I verified that the left part of a conditional rendering a React component is a boolean and NOT a string, e.g. myBool && <MyComponent />.
- 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
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- 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.
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If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
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I verified other components that can be impacted by these changes have been tested, and I retested again (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar have been tested & I retested again)
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- For Class Components, any internal methods passed to components event handlers are bound to this properly so there are no scoping issues (i.e. for onClick={this.submit} the method this.submit should be bound to this in the constructor)
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Screenshots/Videos

Screen.Recording.2026-02-18.at.16.33.40.mov

src/libs/WorkflowUtils.ts

ikevin127 · 2026-02-19T00:35:54Z

@Beamanator 🟢 Completed PR Reviewer Checklist, everything looks good except for the 2 comments - let me know what you think then I can approve based on feedback 🙌

…alWorkflowCreation

Co-authored-by: Cursor <cursoragent@cursor.com>

Beamanator · 2026-02-19T14:21:35Z

Thanks for the review @ikevin127 ! Back to you!

joekaufmanexpensify

Good for product

ikevin127

🟢 LGTM - Thanks for the changes!

melvin-bot · 2026-02-19T21:51:40Z

@dangrous Please copy/paste the Reviewer Checklist from here into a new comment on this PR and complete it. If you have the K2 extension, you can simply click: [this button]

melvin-bot · 2026-02-19T21:51:43Z

🎯 @ikevin127, thanks for reviewing and testing this PR! 🎉

An E/App issue has been created to issue payment here: #83003.

dangrous

Seems fine except - did we mean to push changes to Mobile-Expensify? I haven't seen that on a PR before.

dangrous · 2026-02-20T16:03:55Z

Oh yeah okay it's conflicts now, let's update that

dangrous

Fix Mobile Expensify issues

Co-authored-by: Cursor <cursoragent@cursor.com>

Beamanator · 2026-02-20T16:45:07Z

Hah good call @dangrous - it's pretty common in some PRs but not these 😬 I saw it when I was fixing other conflicts, not sure what happened! But we're good here now!

…alWorkflowCreation

Beamanator · 2026-02-23T13:18:21Z

hopefully pulling main will fix the remote rock build 🤷

dangrous

Fix Mobile Expensify issues

dangrous · 2026-02-23T15:43:46Z

lol why did that duplicate my comment from before as my approval

github-actions · 2026-02-23T15:44:01Z

🚧 @dangrous has triggered a test Expensify/App build. You can view the workflow run here.

github-actions · 2026-02-23T15:50:15Z

🧪🧪 Use the links below to test this adhoc build on Android, iOS, and Web. Happy testing! 🧪🧪
Built from App PR #82841.

Android 🤖	iOS 🍎
https://ad-hoc-expensify-cash.s3.us-east-1.amazonaws.com/rock-artifacts/ad-hoc/rock-android-Adhoc-b444ba2-08338eb-dcfabce0c3332c6a8d570fd85d35a211b2ffac88/index.html	https://ad-hoc-expensify-cash.s3.us-east-1.amazonaws.com/rock-artifacts/ad-hoc/rock-ios-device-AdHoc-b444ba2-08338eb-67ab6d4dd02b5bf2e1035bea9eddce420de8fb0b/index.html

Web 🕸️
https://82841.pr-testing.expensify.com

👀 View the workflow run that generated this build 👀

OSBotify · 2026-02-23T15:50:51Z

✋ This PR was not deployed to staging yet because QA is ongoing. It will be automatically deployed to staging after the next production release.

OSBotify · 2026-02-24T01:18:32Z

🚀 Deployed to staging by https://github.com/dangrous in version: 9.3.25-0 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	failure ❌
🍎 iOS 🍎	cancelled 🔪

Beamanator requested review from a team as code owners February 18, 2026 17:23

melvin-bot bot assigned Beamanator Feb 18, 2026

melvin-bot bot requested review from a team, heyjennahay and ikevin127 and removed request for a team February 18, 2026 17:23

melvin-bot bot requested review from joekaufmanexpensify and removed request for a team February 18, 2026 17:23

github-actions bot reviewed Feb 18, 2026

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Beamanator added 3 commits February 18, 2026 10:46

extract buildMemberFromEmployee helper

b51f5fe

fix imports

6a8361b

Fix Prettier, spell check, and TypeScript for approval workflow PR

1a7312b

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Beamanator added 2 commits February 18, 2026 13:21

Add unit test for orphaned submitsTo in availableMembers

c9e638a

Expand comment to document orphaned approval chain case

030c932

fix test name

9bd4684

ikevin127 reviewed Feb 19, 2026

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ikevin127 reviewed Feb 19, 2026

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Merge branch 'main' of github.com:Expensify/App into beaman-fixApprov…

a788641

…alWorkflowCreation

Use .at() for array element access in WorkflowUtilsTest

e0fd5af

Co-authored-by: Cursor <cursoragent@cursor.com>

Beamanator requested a review from ikevin127 February 19, 2026 14:21

joekaufmanexpensify previously approved these changes Feb 19, 2026

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ikevin127 approved these changes Feb 19, 2026

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melvin-bot bot requested a review from dangrous February 19, 2026 21:51

melvin-bot bot mentioned this pull request Feb 19, 2026

Payment issue for E/App PR#82841 #83003

Open

Merge main - resolve conflicts

a1e2c20

Beamanator dismissed joekaufmanexpensify’s stale review via a1e2c20 February 20, 2026 14:52

dangrous approved these changes Feb 20, 2026

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Merge main into beaman-fixApprovalWorkflowCreation

fe48660

Co-authored-by: Cursor <cursoragent@cursor.com>

Beamanator requested a review from dangrous February 20, 2026 16:44

Merge branch 'main' of github.com:Expensify/App into beaman-fixApprov…

33506d1

…alWorkflowCreation

dangrous approved these changes Feb 23, 2026

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dangrous merged commit b444ba2 into main Feb 23, 2026
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dangrous deleted the beaman-fixApprovalWorkflowCreation branch February 23, 2026 15:43

OSBotify mentioned this pull request Feb 23, 2026

Deploy Checklist: New Expensify 2026-02-23 #83247

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95 tasks

mitarachim mentioned this pull request Feb 23, 2026

[$250] Workflows - Blank row appears after deselecting submitter #83251

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Beamanator mentioned this pull request Feb 24, 2026

Dedupe approval workflow members #83336

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