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OVERVIEW

This document describes the main design and implementation decisions behind the "Group Mentions” feature. This feature provides ways for a MM user to mention groups and notify their members (and invite the ones that are not in the channel to the channel).

GOALS

• describe the changes and additions to the backend architecture (API and Storage)

• describe the UX changes (webapp and redux)

• describe the mobile changes.

SCOPE

In:

• ability to mention group(s) in a channel

• ability to notify the members of the group(s) that are being mentioned

• ability to enable/disable the referencing (mention) of a group in the System Console

• display a warning if the group mention will trigger notifications to more than X number of users

• ability to enable or disable notifications per group

Out:

TBD

BACKGROUND READING

1. Feature specification

2. High fidelity designs

TERMINOLOGY

“Group-constrained” - when a group is linked to a channel or team and the syncing of its group members is turned on.

SPECIFICATIONS

High-level Architecture

Group Mentions

We can split the group mentioning flow into two phases: Build Suggestions and Notify Members. In the Build Suggestions phase we build the suggestions list that is displayed in the channel UI when the user enters the “@*” text in the channel textbox. In the Notify Members phase we sedn the notifications to the members of the groups being selected in the previous phase. We will detail the design and the API, storage and client supporting changes for both of them.

Phase 1: Build Suggestions

Design

The flow of actions for this phase will be:

1. we fetch the group(s) objects from the server and use them to populate the client state

2. we filter the client state if the current channel or team is group-constrained or not and select the groups that fulfill the right conditions (see below)

3. we populate the mentions suggestion list with the names of the groups obtained in the previous step.

Group-Constrained Channel/Team Status

A channel or a team can be in one of two states :

1. constrained to the group(s)

2. not constrained by any group.

Depending if the current channel and/or the containing team is group constrained , we can have the following group-mentioning cases:

1. If the current channel is constrained by the group(s), the user in the channel can only mention one of these groups.

2. Otherwise, if the current team is constrained by one or more groups, the user can only mention one or more of these groups.

3. If neither the current channel is constrained, nor the current team, then the user can mention any group constrained to any channel/group in the system. (currently all groups in MM are linked groups).

While we currently do not have a good estimate of how many groups we can have in an org, we made the assumption that the number is small enough where we could fetch them from the server more than once during a user session (we somewhat optimize this action by retrieving only the mentionable ones). The group mention flow is initiated from a channel's textbox; it is an expensive operation to repeatedly fetch the group(s) from the server as the user types - we will fetch the groups and populate the client state (depending if the channel/team is group-constrained or not) once per team initialization (which means that if we switch teams in the work session we will fetch the teams from the server again).

Future Work: We are exploring way to ensure the groups will need to be fetched only once, at server start, not at every team change (and then only updated based on group-related System Console actions). Later this set is updated based on user’s actions (groups removed, etc.)

Duplicate group names

When we enable group mentioning on a group in the System Console, we are also generating the actual “group name” property from the group’s “display name” (e.g. display name: “software developers” ; group name: “@software-developers”). This happens at the server-side and since we enforce the uniqueness of the name column in the UserGroups table, there is a potential of error and throwing a SQL exception if there is already a group with the same name already stored. We address the duplicate group name case by surfacing the duplicate error in the UI and allowing the user to specify a different (custom) group name if the current one is a duplicate of another. Ticket: MM-23816: Enable the editing of the group name in the Group Configuration panel. Closed

UI/X (Webapp)

Group Mention Settings Toggle Panel

• we will add a new “Group Mention Settings” widget containing a toggle component in the Group Configuration details panel in the System Console. We will not commit the update of the group object at the server until the user clicks on the Save button in the panel - until then, the group is in a draft state. We will validate and warn the user for the following conditions:

  • group name is empty

  • group name contains invalid characters (TBD the exact set of characters allowed).

Channel Textbox Suggestions List

• when displaying the group mention in the suggestion list, we will include the group’s name and display name. “@software-developers Software Developers”.

UI/X (Redux)

Selectors:

• searchAssociatedGroupsForReferenceLocal - allows for searching of mentionable groups based on the user entered text

• getAssociatedGroupsForReference - returns the full list of groups that constrain a channel and/or team (or not), base don the criteria mentioned above. If the current user’s role does not have USE_GROUP_MENTIONS permission, it will return an empty list.

• getGroupsAssociatedToTeamForReference- returns the list of groups that constrain a team

• getGroupsAssociatedToChannelForReference - returns the list of groups that constrain a channel

• getAllAssociatedGroupsForReference - returns the list of groups that constrain a channel or team in the system

Actions:

• getGroups - returns the list of groups from the server filtered by filter_allow_reference flag

• patchGroup - patches a group with an new name or allow_reference property

• getAllGroupsAssociatedToChannelsInTeam - for every channel that is constrained by one or more groups, returns the corresponding list of groups, indexed by the channel’s id.

REST API

• we will add the following new endpoints:

Team : …/ groups_by_channels  getGroupsAssociatedToChannelsByTeam(GET) - returns for a team, a map of channels constrained by groups and the corresponding groups.

• we will augment the following getGroups* API endpoints with the additional filter_allow_reference filter (default is false), to be able to retrieve from the server only the groups that are enabled for mentions.

getGroupsByChannel, getGroupsByTeam, getGroupsAssociatedToChannelsByTeam, getGroups

Storage

• we will add a new SQL stored-procedure:  getGroupsAssociatedToChannelsByTeam - for every channel that is constrained by one or more groups, retrieves the corresponding list of groups, indexed by the channel’s id.

Tickets

Display group mentions in suggestions list in the main channel textbox

MM-23016: Display group mentions in suggestions list in the main channel textboxClosed

Enable or Disable group mentions

MM-23015: Enable or Disable group mentionsClosed

WebApp - Highlight Group Names in chat window

MM-23159: WebApp - Highlight Group Names in chat windowClosed

Phase 2: Notify Members

After the groups have been selected from the suggestion list in the channel textbox, we need to notify their members about the mention.

Design

The flow of notifying group members will use the existing SendNotifications function and insert checks for groups where needed.

• The first step added will be to check if the user creating the post and has access to PERMISSION_USE_GROUP_MENTIONS, if not then the behavior of SendNotifications will be unchanged

• If group mentions are enabled then all groups that have AllowReference = 1 will be added to memory

• The ExplicitMentions struct will have a new attribute GroupMentions to store the groups mentioned by the Post.Message.

• Once all groups are added to the GroupMentions map, group members that exist in the channel will be added to the Mentions map as confirmed mentions in the channel.

• Group members that exist in the team but not in the channel will be added to OtherPotentialMentions and will have an invite message generated for them using the existing logic.

• If there are no group members in the team that the message is sent to, a system message will be sent, letting the user know that the group mentioned has no members in the current team.

Warning Modal

• in the notification phase, when the aggregated number of group members to mention is above a certain threshold N(=5), we are displaying a warning modal  (see wireframe), the text message in the modal specifies the user count from the largest group in the set of groups selected in the first phase. This is a compromise solution, due to performance constraints -see below.

• For example, if we mention @developers and @board, where @developers has 10 users within the channel while @board only has 2 members in the channel, the warning modal will warn the user that she is about to notify @developers with 10 members in the channel.
  If two groups have common users the total count to be displayed by the dialog would have to be the union of members for each group within the channel. This can be done but at a significant performance cost (groups can have a large number of members).

Future work: Investigate a better solution?

UI/X(Webapp)

• The markdown component will be modified to use getAllUserMentionKeys which contains the union of `getCurrentUserMentionKeys and getCurrentUserGroupMentionKeys. This will ensure that group names will be highlighted for the user as expected.

• The existing admin setting enableConfirmNotificationsToChannel will be used to determine if the warning modal should show up if a group has more than N members in the channel.

• Upon visiting a channel all the groups that have members within that channel can be retrieved by using the channelMemberCountsByGroup selector.

• A utility function groupsMentionedInText will be added to get all the groups mentioned in a message before sending.

• All the groups being mentioned will be retrieved from the Redux state and then the one with the largest number channel members will be selected and its member count be used to display the number of users being notified. However, if groups are being mentioned alongside @all or @channel, then the total number of channel members - 1 will be used instead.

UI/X(Redux)

• A new selector will be added to get the list of groups that the current user can be mentioned by: getCurrentUserGroupMentionKeys - it will be used to determine which @group mentions should be highlighted in the chat facing UI. This selector will be used inside of getAllUserMentionKeys where we merge its set with the result of calling getCurrentUserMentionKeys (which contains regular mentions such as first name / user name etc).

• New actions and selectors for getChannelMemberCountsByGroup have been added, which take a channelID and a boolean includeTimezones flag as arguments and returns a list of all groups with members within the channel and number of members in that channel. If includeTimezones is true the function also returns the number of unique timezones for the users in that group.

REST API

we will add the following new endpoints:

channel: “.../ member_counts_by_group/" channelMemberCountsByGroup` (GET)

since we extend the range of calls to the GetGroups* methods from the SystemConsole to the chat-facing area we will remove the existing permission check from the following API calls: getGroups, getGroupsByTeam

The USE_GROUP_MENTIONSpermission check is being done now in Redux, where we check the current user’s permission to fetch the mentionable groups.

Storage:

• we will add the following new stored procedures:

GetMemberCountsByGroup  - returns a slice of ChannelMemberCountByGroup for a given channel which contains the number of channel members for each group and optionally the number of unique timezones present for each group in the channel

GetMemberUsersInTeam - returns a slice of users that are members of a group and exist in a team. The intersection of (users in team) & (users in group)

GetMemberUsersNotInChannel - returns a slice of users that are members of a group that exist in the team that the channel belongs to but do not exist in the channel. The intersection of (users in team) & (users in group) & (users not in channel)

Tickets

Group Mentions - Show a confirmation dialog when mentioning a group with too many users

MM-23264: Group Mentions - Show a confirmation dialog when mentioning a group with too many usersClosed

Send notifications to the @-mentioned group members

MM-23017: Group Mentions & Invites - Send notifications to the @-mentioned group membersClosed

Supporting Work

Storage

• we will add a new column to the UserGroups table to tag the groups that are enabled for mentioning:

    AllowReference : boolean

Permissions

• we will add a new permission USE_GROUP_MENTIONS - this allows us to  

Tickets

Create use_group_mentions permission

MM-23019: Group Mentions & Invites - Create use_group_mentions permissionClosed

Websockets updates: Ensure websockets are updating the referenceable groups (et al) in Redux for group-mentions

MM-23395: Ensure websockets are updating the referencable groups (et al) in Redux for group-mentionsClosed

CLI

Out of scope.

Configuration

None.

Plugins

Out of scope.

CREDITS

Thanks to Martin, Hossein, Farhan and Scott for great suggestions and brainstorming.