[Payment due @abzokhattab] Add workspace rules PDF document upload, view, and management UI

[ishpaul777]

Explanation of Change

Adds frontend support for workspace admins to upload, replace, view, and delete a PDF rules document on the workspace overview page. Non-admins can view/download the document. This is the frontend (App) portion of a multi-repo change.

Key changes:

• New rulesDocumentURL field on the Policy Onyx type
• updatePolicyRulesDocument / deletePolicyRulesDocument action functions with optimistic/failure/finally Onyx updates
• PDF thumbnail preview with three-dots menu (replace/remove) overlaid on thumbnail with circular background
• Full-screen PDF viewer via WORKSPACE_DOCUMENT route and WorkspaceDocumentModalContent
• getRulesDocumentSourceURL utility routing remote URLs through authenticated GetPolicyRulesDocument streaming endpoint with cache-busting
• Translation keys added to all 3 locales (en, zh-hans, pt-BR)

Key decisions:

• Field named rulesDocumentURL (not policyDocumentURL) — policy prefix is redundant inside a policy object
• Optimistic updates use file.uri (local blob URL) for instant display — same pattern as workspace avatar
• Cache-busting via &cacheBuster= encoding the full rulesDocumentURL — ensures unique streaming URL per PDF version
• Dedicated WORKSPACE_DOCUMENT route instead of reusing REPORT_ATTACHMENTS
• PDF served through authenticated streaming endpoint for CORS compatibility with pdfjs and privacy (private S3 bucket)

Companion PRs:

• Auth: https://github.com/Expensify/Auth/pull/21014
• Web-Expensify: https://github.com/Expensify/Web-Expensify/pull/52045

Fixed Issues

$ https://github.com/Expensify/Expensify/issues/610806
PROPOSAL: N/A (internal feature implementation)

Tests

1. Navigate to workspace overview (Settings > Workspaces > [workspace] > Overview)
2. As admin: scroll to "Expense policy" section, click "Choose file", select a PDF
3. Verify PDF thumbnail renders with three-dots menu overlaid (circular white background, top-right)
4. Click thumbnail to open full-screen PDF viewer — verify it loads correctly
5. Use three-dots > Replace to upload a different PDF — verify thumbnail updates immediately (optimistic)
6. Use three-dots > Remove — verify thumbnail disappears and "Choose file" button returns
7. Try uploading a non-PDF file — verify error is shown
8. As non-admin member: verify the thumbnail is visible and clickable (view-only), three-dots menu is hidden
9. Verify the "Policy text" field (custom rules text input) still works as before

• Verify that no errors appear in the JS console

Offline tests

1. Upload a PDF while online, then go offline
2. Verify the thumbnail remains visible (cached locally)
3. While offline, attempt to replace the PDF — verify the optimistic update shows but a pending indicator is displayed
4. Go back online — verify the change syncs

QA Steps

1. Navigate to a workspace overview page
2. Upload a PDF rules document as an admin
3. Verify PDF thumbnail renders correctly with three-dots overlay
4. Replace the document, verify the new PDF loads
5. Remove the document, verify it clears
6. As a non-admin, verify the document is viewable but not editable

• Verify that no errors appear in the JS console

PR Author Checklist

• I linked the correct issue in the ### Fixed Issues section above
• I wrote clear testing steps that cover the changes made in this PR
  • I added steps for local testing in the Tests section
  • I added steps for the expected offline behavior in the Offline steps section
  • I added steps for Staging and/or Production testing in the QA steps section
  • I added steps to cover 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 tested this PR with a High Traffic account against the staging or production API to ensure there are no regressions (e.g. long loading states that impact usability).
• I included screenshots or videos for tests on all platforms
• I ran the tests on all platforms & verified they passed on:
  • Android: Native
  • Android: mWeb Chrome
  • iOS: Native
  • iOS: mWeb Safari
  • MacOS: Chrome / Safari
• I verified there are no console errors (if there's a console error not related to the PR, report it or open an issue for it to be fixed)
• I followed proper code patterns (see Reviewing the code)
  • I verified that any callback methods that were added or modified are named for what the method does and never what callback they handle (i.e. toggleReport and not onIconClick)
  • 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
    • If any non-english text was added/modified, I used JaimeGPT to get English > Spanish translation. I then posted it in #expensify-open-source and it was approved by an internal Expensify engineer. Link to Slack message:
  • I verified all numbers, amounts, dates and phone numbers shown in the product are using the localization methods
  • 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.
  • I verified the JSDocs style guidelines (in STYLE.md) were followed
• If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
• I followed the guidelines as stated in the Review Guidelines
• I tested other components that can be impacted by my changes (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar are working as expected)
• I verified all code is DRY (the PR doesn't include any logic written more than once, with the exception of tests)
• I verified any variables that can be defined as constants (ie. in CONST.ts or at the top of the file that uses the constant) are defined as such
• I verified that if a function's arguments changed that all usages have also been updated correctly
• If any new file was added I verified that:
  • The file has a description of what it does and/or why is needed at the top of the file if the code is not self explanatory
• If a new CSS style is added I verified that:
  • A similar style doesn't already exist
  • The style can't be created with an existing StyleUtils function (i.e. StyleUtils.getBackgroundAndBorderStyle(theme.componentBG))
• If new assets were added or existing ones were modified, I verified that:
  • The assets are optimized and compressed (for SVG files, run npm run compress-svg)
  • The assets load correctly across all supported platforms.
• If the PR modifies code that runs when editing or sending messages, I tested and verified there is no unexpected behavior for all supported markdown - URLs, single line code, code blocks, quotes, headings, bold, strikethrough, and italic.
• If the PR modifies a generic component, I tested and verified that those changes do not break usages of that component in the rest of the App (i.e. if a shared library or component like Avatar is modified, I verified that Avatar is working as expected in all cases)
• If the PR modifies a component related to any of the existing Storybook stories, I tested and verified all stories for that component are still working as expected.
• If the PR modifies a component or page that can be accessed by a direct deeplink, I verified that the code functions as expected when the deeplink is used - from a logged in and logged out account.
• If the PR modifies the UI (e.g. new buttons, new UI components, changing the padding/spacing/sizing, moving components, etc) or modifies the form input styles:
  • I verified that all the inputs inside a form are aligned with each other.
  • I added Design label and/or tagged @Expensify/design so the design team can review the changes.
• If a new page is added, I verified it's using the ScrollView component to make it scrollable when more elements are added to the page.
• I added unit tests for any new feature or bug fix in this PR to help automatically prevent regressions in this user flow.
• If the main branch was merged into this PR after a review, I tested again and verified the outcome was still expected according to the Test steps.

Screenshots/Videos

Android: Native

Android: mWeb Chrome

iOS: Native

Screen.Recording.2026-04-16.at.1.10.39.AM.mov

iOS: mWeb Safari

Screen.Recording.2026-04-16.at.1.10.02.AM.mov

MacOS: Chrome / Safari

Screen.Recording.2026-04-15.at.11.42.24.PM.mov

Screen.Recording.2026-04-15.at.11.42.24.PM.mov

[codecov]

Codecov Report

❌ Looks like you've decreased code coverage for some files. Please write tests to increase, or at least maintain, the existing level of code coverage. See our documentation here for how to interpret this table.

Files with missing lines	Coverage Δ
src/CONST/index.ts	92.30% <ø> (ø)
src/SCREENS.ts	100.00% <ø> (ø)
src/libs/API/types.ts	100.00% <ø> (ø)
src/libs/Navigation/AppNavigator/AuthScreens.tsx	81.70% <100.00%> (+0.22%)	⬆️
...ateRootStackNavigator/GetStateForActionHandlers.ts	24.86% <ø> (ø)
src/libs/Navigation/linkingConfig/config.ts	76.92% <ø> (ø)
...ntModalScreen/AttachmentModalBaseContent/index.tsx	88.37% <100.00%> (-1.17%)	⬇️
src/styles/variables.ts	100.00% <ø> (ø)
src/ROUTES.ts	17.15% <0.00%> (-0.02%)	⬇️
src/pages/media/AttachmentModalScreen/index.tsx	25.00% <0.00%> (-2.78%)	⬇️
... and 5 more
... and 51 files with indirect coverage changes

[JmillsExpensify]

I'd like to review this PR when the time comes, so going to add myself proactively.

[melvin-bot]

Hey, I noticed you changed src/languages/en.ts in a PR from a fork. For security reasons, translations are not generated automatically for PRs from forks.

If you want to automatically generate translations for other locales, an Expensify employee will have to:

1. Look at the code and make sure there are no malicious changes.
2. Run the Generate static translations GitHub workflow. If you have write access and the K2 extension, you can simply click: [this button]

Alternatively, if you are an external contributor, you can run the translation script locally with your own OpenAI API key. To learn more, try running:

npx ts-node ./scripts/generateTranslations.ts --help

Typically, you'd want to translate only what you changed by running npx ts-node ./scripts/generateTranslations.ts --compare-ref main

[ishpaul777]

@MelvinBot please review that this follows our code style and patterns

[MelvinBot]

Overall the PR follows our code style and patterns well — the Onyx optimistic/failure/finally structure, navigation wiring, modal content architecture, and API parameter types all match established conventions. A few things worth addressing:

1. getRulesDocumentMenuItems is not memoized — This function is defined inline in the component body and creates new array/object references on every render. Since it's passed to ThreeDotsMenu → menuItems, this can cause unnecessary re-renders. Consider wrapping it with useMemo (or making the menu items a memoized value) similar to how other menu item arrays are handled in workspace pages.

2. Inline style objects on every render — These create new object references each render:

style={{width: variables.rulesDocumentThumbnailWidth, height: variables.rulesDocumentThumbnailHeight}}

and

{top: variables.spacing2, right: variables.spacing2}

and

{borderRadius: variables.componentSizeNormal / 2, backgroundColor: theme.cardBG}

Consider extracting these to useMemo or StyleSheet.create outside the render path, or adding them as named styles in the theme styles file.

3. as File type assertion — files.at(0) as File appears twice. If FileObject doesn't fully align with File, this could silently mask type mismatches. Check whether the API parameter type (UpdatePolicyRulesDocumentParams) should use FileObject instead of File to avoid the cast.

4. Minor — The eslint-disable-next-line rulesdir/no-negated-variables in WorkspaceDocumentModalContent.tsx for shouldShowNotFoundPage could be avoided by renaming to something like isValidDocument and inverting the logic.

Everything else (translations, route/screen registration, AttachmentPicker usage, OfflineWithFeedback wrapping, PDFThumbnail rendering, the authenticated streaming URL pattern) looks good and consistent with codebase conventions.

[melvin-bot]

@abzokhattab 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]

[shawnborton]

I think the modal title should match the label that we use above the thumbnail (which is "Policy document"):

[chatgpt-codex-connector]

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Reviewed commit: c41aa38280

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[ishpaul777]

I think the modal title should match the label that we use above the thumbnail (which is "Policy document"):

fixed

[shawnborton]

Thanks! Will run a test build now 🚀

[ishpaul777]

@shawnborton BE is not merged so upload will not work right now 😅 will have to wait for BE PRs to be merged

meanwhile here are screenshots

---

👤 Employee

State	Screenshot
No Document, Text
Document, No Text
Both (Document + Text)
No Document, No Text

---

🛠️ Admin

State	Screenshot
Both (Document + Text)
No Text
No Document, Text
No Document, No Text

[abzokhattab]

@MelvinBot Review the PR

[abzokhattab]

@codex review

[MelvinBot]

PR Review

Overall this is well-structured and follows existing codebase patterns (Onyx optimistic/failure/finally, navigation wiring, OfflineWithFeedback with error fields). A few items to address:

Issues

1. getRulesDocumentMenuItems recreates arrays every render
getRulesDocumentMenuItems is called inline inside the render tree (menuItems={getRulesDocumentMenuItems(openPicker)}), producing new array/object references on each render. Since openPicker comes from a render prop this can't trivially be memoized with useMemo, but wrapping it in useCallback + moving the array construction into a useMemo keyed on stable deps (or memoizing ThreeDotsMenu items inside the render-prop body) would avoid unnecessary re-renders of ThreeDotsMenu.

2. as File type assertion
file as File at the call site assumes FileObject is always a File. On web this is usually true, but on native FileObject can be a ReactNativeFile or similar. Consider typing UpdatePolicyRulesDocumentParams.file as FileObject instead, which is what the API layer already handles for file uploads (see UpdateWorkspaceAvatarParams). This removes the cast and avoids a potential runtime mismatch on native.

3. Section visibility condition is complex — consider extracting

isBetaEnabled(CONST.BETAS.CUSTOM_RULES) && (isPolicyAdmin || !!policy?.rulesDocumentURL || !StringUtils.isEmptyString(policy?.customRules ?? ''))

This condition is evaluated once but is hard to parse at a glance. A named boolean (e.g. const shouldShowExpensePolicySection = ...) would improve readability.

4. Minor: eslint-disable for no-negated-variables
In WorkspaceDocumentModalContent.tsx, shouldShowNotFoundPage triggers the lint rule. Renaming to isDocumentAvailable (inverted) removes the need for the disable comment and reads more naturally.

Looks good

• Optimistic/failure/finally Onyx structure matches deleteWorkspaceAvatar/updateWorkspaceAvatar exactly
• PDF validation (isPDF check) is done client-side before sending the API call — good
• Error fields are properly wired into OfflineWithFeedback with errors + onClose (the codex-bot comment about missing error wiring is outdated — it's been added)
• Cache-busting via cacheBuster param encoding the full S3 URL is a clean approach
• Translation keys added across all locales
• Route/screen/navigation registration follows established patterns
• useMemo for inline styles (thumbnail, menu position, icon) — addresses the earlier review feedback

[chatgpt-codex-connector]

💡 Codex Review

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Reviewed commit: 4ba51e224d

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[chatgpt-codex-connector]

Wire a download action into workspace document modal

WorkspaceDocumentModalContent only passes source/metadata and never provides an onDownloadAttachment path (or a context that enables the built-in download control), so the new policy PDF is effectively view-only in-app. In AttachmentModalBaseContent, the header download button is gated by that callback/context, which means members cannot reliably download the rules document from this screen (especially on native, where browser save controls are unavailable).

Useful? React with 👍 / 👎.

[shawnborton]

Okay that looks pretty good, but let us know when the BE is ready so we can test with adhoc builds. Thanks!

[ishpaul777]

@shawnborton @abzokhattab BE PRs merged and deployed, can we trigger Adhoc build

[melvin-bot]

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

A payment issue will be created for your review once this PR is deployed to production.
E/E issue linked to the PR - https://www.github.com/Expensify/Expensify/issues/610806.

If payment is not needed (e.g., regression PR review fix etc), react with 👎 to this comment to prevent the payment issue from being created.

[ishpaul777]

@JmillsExpensify @shawnborton As per this #87684 (comment), thoughts on increased the thumbnail size?

state	Mobile	Desktop
Preview
Offline

[melvin-bot]

@hungvu193 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]

[shawnborton]

Curious what @Expensify/design thinks. My thinking is that the thumbnail is just a preview and thus it's fine if it's smaller, like it currently is. The larger size is a bit odd to me because while it does use more space, it doesn't necessarily present you the document in a way where you can actually read it - you still need to tap into it. I would do nothing here personally.

[dubielzyk-expensify]

Agree with that, Shawn

[ishpaul777]

@MelvinBot fix failing ci

[ishpaul777]

Curious what @Expensify/design thinks. My thinking is that the thumbnail is just a preview and thus it's fine if it's smaller, like it currently is. The larger size is a bit odd to me because while it does use more space, it doesn't necessarily present you the document in a way where you can actually read it - you still need to tap into it. I would do nothing here personally.

agreed 👍 i think we are good here as is ?

[shawnborton]

Yup, let's leave it as is.

[lakchote]

LGTM

[OSBotify]

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

[github-actions]

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

[github-actions]

🧪🧪 Use the links below to test this adhoc build on Android, iOS, and Web. Happy testing! 🧪🧪
Built from App PR #87684.

Android 🤖	iOS 🍎
https://ad-hoc-expensify-cash.s3.us-east-1.amazonaws.com/rock-artifacts/ad-hoc/rock-android-Adhoc-6a72a63-246d75a-0adc21f33b56f84902d486f011eb2d23af1a2f3b/index.html	https://ad-hoc-expensify-cash.s3.us-east-1.amazonaws.com/rock-artifacts/ad-hoc/rock-ios-device-AdHoc-6a72a63-246d75a-d93bbc0473936cac2d3ac2b3533b7708ea39b3dd/index.html

Web 🕸️
https://87684.pr-testing.expensify.com

---

👀 View the workflow run that generated this build 👀

[OSBotify]

🚀 Deployed to staging by https://github.com/lakchote in version: 9.3.65-0 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	success ✅
🍎 iOS 🍎	success ✅

Bundle Size Analysis (Sentry):

• Android
• iOS

[MelvinBot]

Yes, help site changes are needed. The new expense policy document upload feature (PDF upload, replace, remove on the workspace overview page) is not covered in the existing documentation.

Draft PR created: #89327

Changes made to docs/articles/new-expensify/workspaces/Workspace-Rules.md:

• Added instructions for uploading an expense policy document
• Added instructions for replacing or removing the document
• Added instructions for the policy text field
• Added FAQ entries for non-admin visibility and supported file types
• Updated metadata keywords and scope

Note: I was unable to add the PR to GitHub project 196 due to token permissions. Please add it manually.

[mitarachim]

Deploy Blocker #89341 was identified to be related to this PR.

[mitarachim]

Deploy Blocker #89345 was identified to be related to this PR.