[$250] Workflows - Default workflow can be deleted, which shouldn't be possible. Reappears after changing to Advanced Approval

[mitarachim]

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Version Number: 9.1.94-0
Reproducible in staging?: Yes
Reproducible in production?: Yes
If this was caught during regression testing, add the test name, ID and link from TestRail: #68438
Email or phone of affected tester (no customers): sdjonidsjosijonsi@gmail.com
Issue reported by: Applause Internal Team
Device used: Mac 15.5 / Chrome
App Component: Workspace Settings

Action Performed:

1. Go to staging.new.expensify.com
2. Create a new workspace.
3. Log in to OD - staging.expensify.com with the same account.
4. On OD, open workspace settings > Workflows.
5. Change the approval mode to Advanced Approval.
6. On ND, go to workspace settings > Workflows.
7. Click on the default workflow.
8. Click Delete.
9. Delete the workflow.
10. Open a different tab (eg, Categories) and back to Workflows tab.
11. The deleted workflow reappears.

Expected Result:

In Step 8, the default workflow should not show Delete button after changing the approval mode to Advanced Approval.

Actual Result:

In Step 8, the default workflow shows Delete button after changing the approval mode to Advanced Approval.
In Step 9, the default workflow can be deleted.
In Step 11, the deleted workflow reappears.

Workaround:

Unknown

Platforms:

• Android: App
• Android: mWeb Chrome
• iOS: App
• iOS: mWeb Safari
• iOS: mWeb Chrome
• Windows: Chrome
• MacOS: Chrome / Safari
• MacOS: Desktop

Screenshots/Videos

Bug6916537_1755133937345.20250814_090722.mp4

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Upwork Automation - Do Not Edit

• Upwork Job URL: https://www.upwork.com/jobs/~021958088089630054761
• Upwork Job ID: 1958088089630054761
• Last Price Increase: 2025-08-20
• Automatic offers:
• mkzie2 | Contributor | 108546936

Issue Owner

Current Issue Owner: @jasperhuangg

[melvin-bot]

Triggered auto assignment to @JmillsExpensify (Bug), see https://stackoverflow.com/c/expensify/questions/14418 for more details. Please add this bug to a GH project, as outlined in the SO.

[trjExpensify]

@JmillsExpensify you shouldn't be allowed to delete the default workflow, right?

[mukhrr]

Proposal

Please re-state the problem that we are trying to solve in this issue.

Delete button for default workflow is visible.

What is the root cause of that problem?

For approval workflows isDefault is true when submitsTo is equal to defaultApprover (policy.approver OR policy.owner):

Line 131 in WorkdflowUtils.ts

            approvalWorkflows[submitsTo] = {
                members: [],
                approvers,
                isDefault: defaultApprover === submitsTo,
                pendingAction,
            };

And in WorkspaceWorkflowsApprovalsEditPage.tsx:

        const defaultApprover = policy?.approver ?? policy.owner;

From BE policy.approver is coming as an empty string which makes defaultApprover also empty string which causes isDefault to be false. (while we have policy.owner to make it true)

What changes do you think we should make in order to solve the problem?

We should use getDefaultApprover from PolicyUtils.ts in WorkspaceWorkflowsApprovalsEditPage.tsx:

function getDefaultApprover(policy: OnyxEntry<Policy> | SearchPolicy): string {
    // eslint-disable-next-line @typescript-eslint/prefer-nullish-coalescing
    return policy?.approver || policy?.owner || '';
}

What specific scenarios should we cover in automated tests to prevent reintroducing this issue in the future?

N/A

What alternative solutions did you explore? (Optional)

N/A

Result:

Screen.Recording.2025-08-17.at.18.12.12.mov

[melvin-bot]

@JmillsExpensify Eep! 4 days overdue now. Issues have feelings too...

[JmillsExpensify]

Correct. You shouldn't be allowed to delete the default workflow. This looks like a regression and wasn't the original design.

[melvin-bot]

Job added to Upwork: https://www.upwork.com/jobs/~021958088089630054761