[Due for payment 2025-10-31] [$125] Reports-Expense from deleted workspace displays in Reports/To-do submit

[nlemma]

If you haven’t already, check out our contributing guidelines for onboarding and email contributors@expensify.com to request to join our Slack channel!

---

Version Number: v9.2.19-0
Reproducible in staging?: Yes
Reproducible in production?: Yes
If this was caught during regression testing, add the test name, ID and link from TestRail: https://test-management.browserstack.com/projects/2219752/test-runs/TR-963/folder/13176923/41237528/920383709
Email or phone of affected tester (no customers): N/A
Issue reported by: Applause Internal Team
Device used: Win 11/Chrome
App Component: Search

Action Performed:

1. Open https://staging.new.expensify.com
2. Go to a workspace chat and create a manual expense
3. Delete this workspace
4. Go to Reports tab
5. Observe expense in Reports To-do/ Submit

Expected Result:

Reports To-do/ Submit should display only expense need to Submit

Actual Result:

Expense of delete workspace is displayed in Reports To-do/ Submit

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

Bug6957299_1758951680740.Recording__1337.mp4

View all open jobs on GitHub

Upwork Automation - Do Not Edit

• Upwork Job URL: https://www.upwork.com/jobs/~021974231783257791734
• Upwork Job ID: 1974231783257791734
• Last Price Increase: 2025-10-31

Issue Owner

Current Issue Owner: @JS00001 / @flaviadefaria

[melvin-bot]

Triggered auto assignment to @flaviadefaria (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.

[mukhrr]

🚨 Edited by proposal-police: This proposal was edited at 2025-10-08 20:13:27 UTC.

Proposal

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

When a workspace is deleted, reports/expenses from that workspace still appear in the "Reports > To-do > Submit" section, even though the workspace no longer exists.

What is the root cause of that problem?

1. When a workspace is deleted, the system archives related reports by setting private_isArchived in REPORT_NAME_VALUE_PAIRS, but the search results don't respect this archived state.

App/src/libs/actions/Policy/Policy.ts

Lines 481 to 487 in 3a10c20

	optimisticData.push({
	onyxMethod: Onyx.METHOD.MERGE,
	key: `${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${reportID}`,
	value: {
	private_isArchived: currentTime,
	},
	});

The search filtering logic in SearchUIUtils.ts only checks expense/report status but doesn't filter out expenses from archived reports.

App/src/libs/SearchUIUtils.ts

Lines 951 to 963 in 3a10c20

	let shouldShow = true;
	if (queryJSON && !transactionItem.isActionLoading) {
	if (queryJSON.type === CONST.SEARCH.DATA_TYPES.EXPENSE) {
	const status = queryJSON.status;
	if (Array.isArray(status)) {
	shouldShow = status.some((expenseStatus) => {
	return isValidExpenseStatus(expenseStatus) ? expenseStatusActionMapping[expenseStatus](report) : false;
	});
	} else {
	shouldShow = isValidExpenseStatus(status) ? expenseStatusActionMapping[status](report) : false;
	}
	}
	}

2. Offline mode inconsistency: When a workspace is deleted offline, the optimistic update modifies the main REPORT_NAME_VALUE_PAIRS in Onyx, but the search results are stored in a cached snapshot that doesn't get updated. The filtering logic was reading from this stale cached data instead of the live Onyx data.

App/src/components/Search/index.tsx

Lines 382 to 383 in e037d54

	const data1 = getSections(type, searchResults.data, accountID, formatPhoneNumber, groupBy, exportReportActions, searchKey, archivedReportsIdSet, queryJSON);
	return [data1, data1.length];

3. Besides, we need get proper queryJSON being used to check if it's Submit filter page or not in below isSubmitActionFilter bool. I mean currently it's taken internally which is wrong when it comes to navigating from/to Submit filter page.

App/src/libs/SearchUIUtils.ts

Line 952 in e037d54

const queryJSON = getCurrentSearchQueryJSON();

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

1. We should add archived report filtering to the search sections that build the To-do/Submit list in getReportSections():

    const isSubmitActionFilter = !!queryJSON?.flatFilters
                    ?.find((filterGroup) => filterGroup.key === CONST.SEARCH.SYNTAX_FILTER_KEYS.ACTION)
                    ?.filters?.some((filter) => filter.value === CONST.SEARCH.ACTION_FILTERS.SUBMIT);

            if (shouldShow && isSubmitActionFilter) {
                const reportNVP = data[`${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${reportItem.reportID}`];
                const chatReportNVP = data[`${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${reportItem.chatReportID}`];
                if (isArchivedReport(reportNVP) || isArchivedReport(chatReportNVP)) {
                    shouldShow = false;
                }
            }

2. To make it work on offline mode, we need to susbscribe fresh data from Onyx in search page.

   const [allReportNameValuePairs] = useOnyx(ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS);

  const mergedSearchData = {
              ...searchResults.data,
              ...allReportNameValuePairs,
          };
  
          const data1 = getSections(type, mergedSearchData, accountID, formatPhoneNumber, groupBy, exportReportActions, searchKey, archivedReportsIdSet, queryJSON);
          return [data1, data1.length];

3. We need to pass queryJSON into getReportSections and getTransactionsSections functions

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)

[muhammad-ali-abbasi]

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

When a workspace is deleted, expenses created in that workspace continue to appear in the Reports To-do/Submit
section, even though they should be filtered out since the workspace no longer exists.

What is the root cause of that problem?

The issue stems from incomplete filtering logic in the search results. While workspace deletion properly marks
associated reports as archived by updating the private_isArchived field in REPORT_NAME_VALUE_PAIRS, the search
functionality fails to consider this archived status when displaying results.

App/src/libs/actions/Policy/Policy.ts

  optimisticData.push({
      onyxMethod: Onyx.METHOD.MERGE,
      key: `${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${reportID}`,
      value: {
          private_isArchived: currentTime,
      },
  });

The current search implementation in SearchUIUtils.ts validates expense and report statuses but overlooks whether
the underlying reports have been archived due to workspace deletion.

App/src/libs/SearchUIUtils.ts

let shouldShow = true;
 if (queryJSON && !transactionItem.isActionLoading) {
     if (queryJSON.type === CONST.SEARCH.DATA_TYPES.EXPENSE) {
         const status = queryJSON.status;
         if (Array.isArray(status)) {
             shouldShow = status.some((expenseStatus) => {
                 return isValidExpenseStatus(expenseStatus) ? expenseStatusActionMapping[expenseStatus](report) :
 false;
             });
         } else {
             shouldShow = isValidExpenseStatus(status) ? expenseStatusActionMapping[status](report) : false;
         }
     }
 }

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

The solution involves enhancing the existing filtering mechanisms in both expense transaction processing
(getTransactionsSections) and report processing (getReportSections) by incorporating archive status validation:

For expense transactions:

  if (shouldShow && report) {
      const expenseReportNameValuePairs = data[`${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${report.reportID}`];
      const chatReportNameValuePairs = data[`${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${report.chatReportID}`];
      if (isArchivedReport(expenseReportNameValuePairs) || isArchivedReport(chatReportNameValuePairs)) {
          shouldShow = false;
      }
  }

For report processing:

if (shouldShow) {
    const reportNameValuePairs = data[`${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${reportItem.reportID}`];
    const chatReportNameValuePairs =
data[`${ONYXKEYS.COLLECTION.REPORT_NAME_VALUE_PAIRS}${reportItem.chatReportID}`];
    if (isArchivedReport(reportNameValuePairs) || isArchivedReport(chatReportNameValuePairs)) {
        shouldShow = false;
    }
}

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

What alternative solutions did you explore? (Optional)

1. Filter at API level: Could modify the backend search API to exclude archived reports, but this would require
   backend changes and might impact other API consumers who need archived data
2. Modify expense status mapping: Could add archive checks within the existing expenseStatusActionMapping
   functions, but this would be less explicit and harder to maintain
3. Separate archived report endpoint: Could create a dedicated endpoint for archived reports, but this adds
   unnecessary complexity for a filtering issue

[flaviadefaria]

@trjExpensify @puneetlath we've been discussing archived/deleted workspaces and I'm unsure if this is a bug. I would expect that if a user created an expense on a report in Workspace ABC and then deleted the workspace, the report would still display under the submit search, but if the user tried to submit it, it would display an error prompting them to move the report to a different workspace or manually delete it. What do you think?

[trjExpensify]

As it stands, we don't show the Submit button on expense reports on deleted workspaces, but they do have options to Change workspace (to move it to another one) or Delete to manually delete it.

I think it probably makes sense to not be in the Submit search given that. It's not super clear cut in that state if the next action to take is to change the workspace to submit it someplace else or delete it. We also don't have the "personal policy" supported in NewDot to minimally move it there.

[flaviadefaria]

Got it, so the expected result is that we should still display them in Reports>Reports and Reports>Expenses, but just not in the Submit search?

[trjExpensify]

Yes, I think so. 👍

[JmillsExpensify]

I agree with that.

[mukhrr]

Updated proposal based on latest discussions.

[flaviadefaria]

rReassigning the issue as I'm going on parental leave.