- Filter available form intakers so that no form intaker can be in two workflows at once.

- add getApprovalWorkflowByIntaker to prepare workflow start after exam creation.
- fix builder bug with step keys
- ignore edit view for now because it will only be available for active workflows and not configured workflows.

src/components/ApprovalWorkflows/WorkflowForm.tsx

@@ -13,12 +13,12 @@ interface Props {
     workflow: EditableApprovalWorkflow;
     onWorkflowChange: (workflow: EditableApprovalWorkflow) => void;
     entityApprovers: (TeacherUser | CorporateUser | MasterCorporateUser | DeveloperUser)[];
+    entityAvailableFormIntakers: (TeacherUser | CorporateUser | MasterCorporateUser | DeveloperUser)[];
     isLoading: boolean;
     isRedirecting: boolean;
 }
 
-export default function WorkflowForm({ workflow, onWorkflowChange, entityApprovers, isLoading, isRedirecting }: Props) {
+export default function WorkflowForm({ workflow, onWorkflowChange, entityApprovers, entityAvailableFormIntakers, isLoading, isRedirecting }: Props) {
-    const [stepCounter, setStepCounter] = useState<number>(3); // to guarantee unique keys used for animations
     const lastStep = workflow.steps[workflow.steps.length - 1];
 
     const renumberSteps = (steps: EditableWorkflowStep[]): EditableWorkflowStep[] => {
@@ -30,7 +30,7 @@ export default function WorkflowForm({ workflow, onWorkflowChange, entityApprove
 
     const addStep = () => {
         const newStep: EditableWorkflowStep = {
-            key: stepCounter,
+            key: Date.now(),
             stepType: "approval-by",
             stepNumber: workflow.steps.length,
             completed: false,
@@ -38,7 +38,6 @@ export default function WorkflowForm({ workflow, onWorkflowChange, entityApprove
             firstStep: false,
             finalStep: false,
         };
-        setStepCounter((count) => count + 1);
 
         const updatedSteps = [
             ...workflow.steps.slice(0, -1),
@@ -137,7 +136,7 @@ export default function WorkflowForm({ workflow, onWorkflowChange, entityApprove
                                         finalStep={step.finalStep}
                                         onDelete={() => handleDelete(step.key)}
                                         onSelectChange={(numberOfSelects, idx, option) => handleSelectChange(step.key, numberOfSelects, idx, option)}
-                                        entityApprovers={entityApprovers}
+                                        entityApprovers={step.stepNumber === 1 ? entityAvailableFormIntakers : entityApprovers}
                                     />
 
                                     {step.finalStep &&

src/pages/api/approval-workflows/create.ts

@@ -31,7 +31,7 @@ async function post(req: NextApiRequest, res: NextApiResponse) {
     const configuredWorkflows: ApprovalWorkflow[] = filteredWorkflows;
     const entitiesIds: string[] = userEntitiesWithLabel.map((e) => e.id);
 
-    await replaceApprovalWorkflowsByEntities("configured-workflows", configuredWorkflows, entitiesIds);
+    await replaceApprovalWorkflowsByEntities(configuredWorkflows, entitiesIds);
 
     return res.status(201).json({ ok: true });
 }

src/pages/approval-workflows/[id]/clone.tsx

@@ -24,7 +24,7 @@ import { GrClearOption } from "react-icons/gr";
 import { toast, ToastContainer } from "react-toastify";
 import { useRouter } from "next/router";
 import axios from "axios";
-import { getApprovalWorkflow } from "@/utils/approval.workflows.be";
+import { getApprovalWorkflow, getFormIntakersByEntity } from "@/utils/approval.workflows.be";
 
 export const getServerSideProps = withIronSessionSsr(async ({ req, res, params }) => {
     const user = await requestUser(req, res);
@@ -47,6 +47,7 @@ export const getServerSideProps = withIronSessionSsr(async ({ req, res, params }
             user,
             workflow,
             userEntitiesWithLabel,
+            entityUnavailableFormIntakers: await getFormIntakersByEntity(workflow.entityId),
             userEntitiesApprovers: await getEntitiesUsers(userEntitiesWithLabel.map(entity => entity.id), { type: { $in: ["teacher", "corporate", "mastercorporate", "developer"] } }) as (TeacherUser | CorporateUser | MasterCorporateUser | DeveloperUser)[],
         }),
     };
@@ -56,10 +57,11 @@ interface Props {
     user: User,
     workflow: ApprovalWorkflow,
     userEntitiesWithLabel: Entity[],
+    entityUnavailableFormIntakers: string[],
     userEntitiesApprovers: (TeacherUser | CorporateUser | MasterCorporateUser | DeveloperUser)[],
 }
 
-export default function Home({ user, workflow, userEntitiesWithLabel, userEntitiesApprovers }: Props) {
+export default function Home({ user, workflow, userEntitiesWithLabel, entityUnavailableFormIntakers, userEntitiesApprovers }: Props) {
     const [cloneWorkflow, setCloneWorkflow] = useState<EditableApprovalWorkflow | null>(null);
     const [entityId, setEntityId] = useState<string | null | undefined>(workflow.entityId);
     const [entityApprovers, setEntityApprovers] = useState<(TeacherUser | CorporateUser | MasterCorporateUser | DeveloperUser)[]>([]);
@@ -276,6 +278,7 @@ export default function Home({ user, workflow, userEntitiesWithLabel, userEntiti
                                                 workflow={cloneWorkflow}
                                                 onWorkflowChange={onWorkflowChange}
                                                 entityApprovers={entityApprovers}
+                                                entityAvailableFormIntakers={entityApprovers.filter(approver => !entityUnavailableFormIntakers.includes(approver.id))}
                                                 isLoading={isLoading}
                                                 isRedirecting={isRedirecting}
                                             />

src/pages/approval-workflows/create.tsx

@@ -59,6 +59,7 @@ export default function Home({ user, allConfiguredWorkflows, userEntitiesWithLab
     const [selectedWorkflowId, setSelectedWorkflowId] = useState<string | undefined>(undefined);
     const [entityId, setEntityId] = useState<string | null | undefined>(null);
     const [entityApprovers, setEntityApprovers] = useState<(TeacherUser | CorporateUser | MasterCorporateUser | DeveloperUser)[]>([]);
+    const [entityAvailableFormIntakers, setEntityAvailableFormIntakers] = useState<(TeacherUser | CorporateUser | MasterCorporateUser | DeveloperUser)[]>([]);
     const [isAdding, setIsAdding] = useState<boolean>(false); // used to temporary timeout new workflow button. With animations, clicking too fast might cause state inconsistencies between renders.
     const [isLoading, setIsLoading] = useState<boolean>(false);
     const [isRedirecting, setIsRedirecting] = useState<boolean>(false);
@@ -72,11 +73,40 @@ export default function Home({ user, allConfiguredWorkflows, userEntitiesWithLab
                     approver.entities.some(entity => entity.id === entityId)
                 )
             );
-        } else {
-            setEntityApprovers([]);
         }
     }, [entityId, userEntitiesApprovers]);
 
+    useEffect(() => {
+        if (entityId) {
+            // Get all workflows for the selected entity
+            const workflowsForEntity = workflows.filter(wf => wf.entityId === entityId);
+
+            // For all workflows except the current one, collect the first step assignees
+            const assignedFormIntakers = workflowsForEntity.reduce<string[]>((acc, wf) => {
+                if (wf.id === selectedWorkflowId) return acc; // skip current workflow so its selection isn’t removed
+
+                const formIntakeStep = wf.steps.find(step => step.stepType === "form-intake");
+                if (formIntakeStep) {
+                    // Only consider non-null assignees
+                    const validAssignees = formIntakeStep.assignees.filter(
+                        (assignee): assignee is string => !!assignee
+                    );
+                    return acc.concat(validAssignees);
+                }
+                return acc;
+            }, []);
+
+            // Now filter out any user from entityApprovers whose id is in the assignedFormIntakers list.
+            // (The selected one in the current workflow is allowed even if it is in the list.)
+            const availableFormIntakers = entityApprovers.filter(assignee =>
+                !assignedFormIntakers.includes(assignee.id)
+            );
+
+            setEntityAvailableFormIntakers(availableFormIntakers);
+        }
+    }, [entityId, entityApprovers, workflows, selectedWorkflowId]);
+
+
     const currentWorkflow = workflows.find(wf => wf.id === selectedWorkflowId);
 
     const ENTITY_OPTIONS = userEntitiesWithLabel.map(entity => ({
@@ -316,6 +346,7 @@ export default function Home({ user, allConfiguredWorkflows, userEntitiesWithLab
                                                 workflow={currentWorkflow}
                                                 onWorkflowChange={onWorkflowChange}
                                                 entityApprovers={entityApprovers}
+                                                entityAvailableFormIntakers={entityAvailableFormIntakers}
                                                 isLoading={isLoading}
                                                 isRedirecting={isRedirecting}
                                             />

src/utils/approval.workflows.be.ts

@@ -22,6 +22,39 @@ export const getApprovalWorkflowsByEntities = async (collection: string, ids: st
         .toArray();
 };
 
+export const getApprovalWorkflowByFormIntaker = async (entityId: string, formIntakerId: string) => {
+    return await db.collection<ApprovalWorkflow>("configured-workflows").findOne({
+        entityId,
+        steps: {
+            $elemMatch: {
+                stepNumber: 1,
+                assignees: formIntakerId,
+            },
+        },
+    });
+};
+
+export const getFormIntakersByEntity = async (entityId: string) => {
+    const results = await db
+        .collection<ApprovalWorkflow>("configured-workflows")
+        .aggregate([
+            // 1. Match workflows with the provided entityId
+            { $match: { entityId } },
+            // 2. Unwind the steps array to process each step individually
+            { $unwind: "$steps" },
+            // 3. Filter for the first step (you could also check for a "firstStep" flag if you prefer)
+            { $match: { "steps.stepNumber": 1 } },
+            // 4. Unwind the assignees array so that each assignee is handled separately
+            { $unwind: "$steps.assignees" },
+            // 5. Group by null (i.e. all documents) and add each assignee to a set to remove duplicates
+            { $group: { _id: null, assignees: { $addToSet: "$steps.assignees" } } },
+        ])
+        .toArray();
+
+    // Return the assignees if the aggregation found any; otherwise return an empty array
+    return results.length > 0 ? results[0].assignees : [];
+};
+
 export const createApprovalWorkflow = async (collection: string, workflow: ApprovalWorkflow) => {
     const { _id, ...workflowWithoutId } = workflow as ApprovalWorkflow;
     return await db.collection(collection).insertOne(workflowWithoutId);
@@ -35,7 +68,7 @@ export const createApprovalWorkflows = async (collection: string, workflows: App
 
 export const updateApprovalWorkflow = async (collection: string, workflow: ApprovalWorkflow) => {
     const { _id, ...workflowWithoutId } = workflow as ApprovalWorkflow;
-    return await db.collection(collection).replaceOne({ _id: _id }, workflowWithoutId);
+    return await db.collection(collection).replaceOne({ _id: new ObjectId(_id) }, workflowWithoutId);
 };
 
 export const updateApprovalWorkflows = async (collection: string, workflows: ApprovalWorkflow[]) => {
@@ -56,7 +89,7 @@ export const deleteApprovalWorkflow = async (collection: string, id: string) =>
     return await db.collection(collection).deleteOne({ _id: new ObjectId(id) });
 };
 
-export const replaceApprovalWorkflowsByEntities = async (collection: string, workflows: ApprovalWorkflow[], entityIds: string[]) => {
+export const replaceApprovalWorkflowsByEntities = async (workflows: ApprovalWorkflow[], entityIds: string[]) => {
     // 1. Keep track of the _id values of all workflows we want to end up with
     const finalIds = new Set<string>();
 
@@ -64,17 +97,17 @@ export const replaceApprovalWorkflowsByEntities = async (collection: string, wor
     for (const workflow of workflows) {
         if (workflow._id) {
             // Replace the existing ones
-			await updateApprovalWorkflow(collection, workflow);
+            await updateApprovalWorkflow("configured-workflows", workflow);
             finalIds.add(workflow._id.toString());
         } else {
             // Insert if no _id
-			const insertResult = await createApprovalWorkflow(collection, workflow);
+            const insertResult = await createApprovalWorkflow("configured-workflows", workflow);
             finalIds.add(insertResult.insertedId.toString());
         }
     }
 
     // 3. Delete any existing workflow (within these entityIds) that wasn't in the final list
-    await db.collection(collection).deleteMany({
+    await db.collection("configured-workflows").deleteMany({
         _id: {
             $nin: Array.from(finalIds).map((id) => new ObjectId(id)),
         },