Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows

[danielrvidal]

Proposal: Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows that lead to workspaces (IOUs/Invoices).

For background — We’ve added onboarding for most users already in our app. This is the different initiatives we’ve addressed so far:

• Stage 1 onboarding - Adding basic onboarding that 1) has a user select their intention that led to specific instructions from Concierge.
• Stage 2 onboarding - used the intention in onboarding to create specific tasks design to train the user on the best steps to use Expensify and thus convert.
• Stage 3 onboarding - used the intention and tasks implemented to apply to key viral use cases so users who are taken to the invite action, rather than an intention selector, also get onboarding tasks. In the case of a user being invited via an IOU/Invoice, if they pay via BBA we input the manage my team’s expenses tasks in their onboarding steps and set their NVP accordingly.

Problem: Many users who have not selected Manage my team's expenses end up creating workspaces and then overwhelmingly abandon the product immediately after they create the workspace.
The primary flows we see experiencing this problem that are not covered by onboarding or Stage 3 are:

• Users who select Global Create > Track > and then either categorize or share it with their accountant using the actionable whispers
• Users who did not previously select Manage my team’s expenses in onboarding who select New Workspace in Global Create or Account Settings > Workspaces > New workspace

Solution: Update our onboarding so that if a user creates their first workspace and has not seen the manage my team’s expenses tasks, we’ll add the tasks (and GBRs) to setup their workspace in their Concierge DM.

• Most users will already have onboarding tasks in their Concierge DM. We will not remove those, we’ll just add to them as they are likely applicable and update the NVP to the manage my team’s NVP.
• Some users will not have tasks already created (users who select Something else or some invited users might not) so if that’s the case we’ll send the manage my team’s tasks/copy and set the users intent in the NVP.

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Implementation issues

• https://github.com/Expensify/Expensify/issues/445767
• https://github.com/Expensify/Expensify/issues/449722
• https://github.com/Expensify/Expensify/issues/445768
• [$500] [Due for payment 2025-02-13] [Add onboarding for new workspaces being created] Create new setup tasks when users create a workspace #53509
• https://github.com/Expensify/Expensify/issues/445770
• 🆕 https://github.com/Expensify/Expensify/issues/463358
• 🆕 https://github.com/Expensify/Expensify/issues/464394

[danielrvidal]

I needed to get some mocks made so am working with @dubielzyk-expensify on that here: https://github.com/Expensify/Expensify/issues/428250

[dubielzyk-expensify]

Added mocks over there: https://github.com/Expensify/Expensify/issues/428250

[francoisl]

I have read and reviewed this Design Doc!

[danielrvidal]

We're ready for HL reviews on a short design doc that builds on existing onboarding cases!

High-Level design doc

Assigning the review label now. This is a HIGH so leaving it as weekly.

[melvin-bot]

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• @Christinadobrzyn (Expensifier / Graduate) - High-level design doc review (Expensifier / Graduate) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49413
• @aldo-expensify (Expensifier / Graduate) - High-level design doc review (Expensifier / Graduate) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49414
• @zsgreenwald (Project Manager) - High-level design doc review (Project Manager) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49415
• @tylerkaraszewski (Project Manager) - High-level design doc review (Project Manager) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49416
• @twisterdotcom (Product Manager) - High-level design doc review (Product Manager) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49417
• @stephanieelliott (Product Manager) - High-level design doc review (Product Manager) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49418
• @ryanschaffer (Generalist) - High-level design doc review (Generalist) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49419
• @quinthar (Generalist) - High-level design doc review (Generalist) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49420
• @kortneywynn (Accounting Technical Team) - High-level design doc review (Accounting Technical Team) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49421
• @ryanschaffer (Marketing Team) - High-level design doc review (Marketing Team) - Add onboarding tasks for users who create workspaces outside of onboarding or core invite flows #49422

[quinthar]

I have read and reviewed this Design Doc!

[twisterdotcom]

I have read and reviewed this Design Doc!

[twisterdotcom]

I have read and reviewed this Design Doc!

[Christinadobrzyn]

I have read and reviewed this Design Doc!

[kortneywynn]

I have read and reviewed this Design Doc! Comments within.

[danielrvidal]

@francoisl is working on the detailed. He has some predesign questions last week but we're making regular progress on this. We should be sending it out sometime this week, in the next couple days ideally.

[danielrvidal]

This is being worked on and is in implementation.

[danielrvidal]

Being worked on still. Issues created so we're in implementation.

[danielrvidal]

@francoisl is looking for C+ to lead the front end so he can do the back end.

[danielrvidal]

Latest update: https://expensify.slack.com/archives/C07HPDRELLD/p1733792917263319?thread_ts=1733789708.497349&cid=C07HPDRELLD

• Backend implementation is ~85% done, waiting on a Web-E deploy to unblock failing tests on an Auth PR. Then one more smaller change that should be ready for review by EOD (from Monday).
• Manan is working on the front-end changes.

[danielrvidal]

Being worked on daily.

[danielrvidal]

This is in implementation!

[danielrvidal]

@francoisl is still working on this, we're getting close to it being done.

[danielrvidal]

It just got merged so I'll likely be testing tomorrow. Moving to daily.

[melvin-bot]

@francoisl, @danielrvidal Uh oh! This issue is overdue by 2 days. Don't forget to update your issues!

[danielrvidal]

This has been deployed, tested, and QA test rails added here.

Closing this since we're all done!