Stop sending the "Welcome to Expensify" email to new accounts created when invited to a workspace

[Christinadobrzyn]

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: latest
Reproducible in staging?: Yes
Reproducible in production?: Yes
If this was caught during regression testing, add the test name, ID and link from TestRail: No
Email or phone of affected tester (no customers): Test accounts:
c.dobrzyn+8765@gmail.com // c.dobrzyn+9876543@expensifail.com
Logs: https://stackoverflow.com/c/expensify/questions/4856
Expensify/Expensify Issue URL: https://github.com/Expensify/Expensify/issues/414680
Issue reported by: Christina / Daniel
Slack conversation: https://expensify.slack.com/archives/C041MSTR8J1/p1722536450608919

Action Performed:

1. As an Admin with a Control workspace on Expensify Classic, sign in to www.expensify.com
2. Go to Settings > Workspaces > [click the workspace name] > Members > invite
3. Invite someone who doesn't have an Expensify account already.

Expected Result:

This is a feature request based on the Slack discussion, so we'd like to:

• Stop sending the "Welcome to Expensify" email to any new account invited to a workspace.

Actual Result:

When you are invited to a workspace an account is created for you and you get two emails right away:

• The "Welcome to Expensify" email from Concierge that links to the Concierge DM on new.expensify.com. This email causes confusion, because it pushes people into NewDot when their company isn't using that product yet and thus a workspace to submit expenses to doesn't exist, the admins are unfamiliar with the UI the invited member is experiencing etc.

• The "You've been added to the "X" workspace in Expensify!" email that contains the welcomeNote the admin inviting the member has chosen to include (or the default set). The links in this email have better routing logic already, depending on if the workspace invite was via NewDot or OldDot, and if the workspace is NewDot compatible yet.

Workaround:

N/A

Platforms:

Which of our officially supported platforms is this issue occurring on?

• Android: Native
• Android: mWeb Chrome
• iOS: Native
• iOS: mWeb Safari
• MacOS: Chrome / Safari
• MacOS: Desktop

Screenshots/Videos

View all open jobs on GitHub

[melvin-bot]

Current assignee @Christinadobrzyn is eligible for the Bug assigner, not assigning anyone new.

[Christinadobrzyn]

Posted in wave-collect to find a volunteer - https://expensify.slack.com/archives/C036QM0SLJK/p1723141430569869

[melvin-bot]

Current assignee @Christinadobrzyn is eligible for the NewFeature assigner, not assigning anyone new.

[Christinadobrzyn]

looking for a volunteer

[tgolen]

I'll have a look at this one.

[tgolen]

@Christinadobrzyn I've got the code change done for this, but I had a question that I wasn't sure about.

Is this GH about removing the "email" specifically, or is it OK to remove the entire Concierge message?

[Christinadobrzyn]

Thanks for picking this up Tim!

Oh that is a good question. This GH is specific to removing the 'welcome message' email.

Are you referring to this welcome message in NewDot?

I think we would want to keep this message since it introduces a NewDot user to Concierge. But would that be a problem to keep?

cc @danielrvidal @trjExpensify

[tgolen]

OK, it really becomes very difficult to drop the email but keep the report comment, unfortunately. The code that sends the email for all report comments is very far removed from the code that invites someone to a workspace, so it becomes very complex to pass this flag through many different layers of code. My main concern is that we are interrupting a flow that happens normally for 99% of report comments, to do something different for this very specific flow.

Stepping back for a quick sec:

The "Welcome to Expensify" email from Concierge that links to the Concierge DM on new.expensify.com. This email causes confusion, because it pushes people into NewDot when their company isn't using that product yet and thus a workspace to submit expenses to doesn't exist, the admins are unfamiliar with the UI the invited member is experiencing etc.

I think we would want to keep this message since it introduces a NewDot user to Concierge.

Are these two things kind of contradictory? If the user is not going to NewDot at all yet, then it doesn't matter if they have a message from Concierge visible in NewDot. Right?

To be clear, what I am proposing (and isn't too difficult) is:

• ONLY for the flow when someone is invited into a workspace in OldDot: Remove the email AND the report comment

So, users that are invited to workspaces on NewDot, they would still get both the email and the report comment.

[trjExpensify]

Personally, I think we get rid of the message (which then gets rid of the email fallback) in all workspace invite cases. I agree with Tim it’s difficult to not do both given how the system works. If we want to improve the “beginningOfChat” (I think that’s what it’s called, can’t check on mobile) copy, so it’s a better introduction of Concierge instead of just like “this is the beginning of your chat with Concierge” and more directive of explaining it’s a support chat we can look at that. @danielrvidal, what do you think? *Tom Rhys Jones * *Expensify*

…

On Mon, 19 Aug 2024 at 21:29, Tim Golen ***@***.***> wrote: OK, it really becomes very difficult to drop the email but keep the report comment, unfortunately. The code that sends the email for all report comments is very far removed from the code that invites someone to a workspace, so it becomes very complex to pass this flag through many different layers of code. My main concern is that we are interrupting a flow that happens normally for 99% of report comments, to do something different for this very specific flow. Stepping back for a quick sec: The "Welcome to Expensify" email from Concierge that links to the Concierge DM on new.expensify.com. This email causes confusion, because it pushes people into NewDot when their company isn't using that product yet and thus a workspace to submit expenses to doesn't exist, the admins are unfamiliar with the UI the invited member is experiencing etc. I think we would want to keep this message since it introduces a NewDot user to Concierge. Are these two things kind of contradictory? If the user is not going to NewDot at all yet, then it doesn't matter if they have a message from Concierge visible in NewDot. Right? To be clear, what I am proposing (and isn't too difficult) is: - Remove the email AND the report comment in NewDot - ONLY remove it for the flow when someone is invited into a workspace in OldDot So, users that are invited to workspaces on NewDot, they would still get both the email and the report comment. — Reply to this email directly, view it on GitHub <#47080 (comment)>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/AD3246OBA3QYLZEYXUIUFODZSJIRFAVCNFSM6AAAAABMGTCJCWVHI2DSMVQWIX3LMV43OSLTON2WKQ3PNVWWK3TUHMZDEOJXGM4TGMRVGY> . You are receiving this because you were mentioned.Message ID: ***@***.***>

[danielrvidal]

Yea, I think make sense. Let's remove from Conciegre UI as well for anyone being invited from a Classic workspace. As @trjExpensify suggested, I'll work with @jamesdeanexpensify to get the beginningOfChatHistory updated for the concierge UI.

Concierge chat
This is the beginning of your chat with Concierge, Expensify’s real-time support tool.

Feel free to remove it for those users though @tgolen

[jamesdeanexpensify]

Should we go with:

This is your chat with Concierge. Use it for 24/7 product support.

[jamesdeanexpensify]

Or a little more descriptive:

This is your chat with Concierge. Ask questions about Expensify and get 24/7 realtime support.

[tgolen]

OK, thanks all. I will move forward with just removing the whole message for the OldDot invite flow.

[jamesdeanexpensify]

FYI, I'll actually go with this copy, but let me know if anyone feels strongly otherwise:

This is your chat with Concierge. Ask questions and get 24/7 realtime support.

[Christinadobrzyn]

Nice! The PR is in staging! Thanks for pushing this out the door so quick @tgolen!

[tgolen]

Weekly Update

• The PR was merged and deployed to staging two days ago (as @Christinadobrzyn pointed out)

Next Steps

• Nothing, just sit tight and wait for production deploy

ETA

• Deployed to production today, Aug 30

[tgolen]

Weekly Update

• The PR was deployed to production

Next Steps

• Close this out

[Christinadobrzyn]

Thank you so much for taking this @tgolen!

@danielrvidal I don't think there's any need for an announcement or anything to the team about this? Do you think we should announce something?

[danielrvidal]

You could announce something like this:

Hey team, we should no longer be sending welcome emails from Concierge to new users being invited from workspaces on Classic. This was creating confusion for users who were being sent to NewDot by following the link in the invite email. This hopefully clears up a lot of confusion but let's still be on the look out for users in NewDot that we don't think should be in there!

[Christinadobrzyn]

awesome! I posted a follow up in the concierge-development convo