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PRD

V1 Subdomain change

Regex
We are not doing this feature like this. While signup user will see that after setting workspace name in subdomain show “this can’t be changed later” For dev: this feature will be developed on the backend. If a user needs to change the subdomain then he/she will communicate with our support and support will change it. (added: 2/6/25: PM)
Draft
problem statement: many users use our application to test in trial and later if they convert they have to sign up again with their actual copany name and subdomain.
Solution: we will allow Superadmin to change the subdomain once Current logic: during signup user gives the workspace name and that becomes our subdomain
Changed logic: in workspace settings users will be able to change the subdomain seperately only once. workspace name change inside the application will not change the subdomain automatically.
Functional logic:
after testing user will click to change the subdomain
after entering the new subdoamin check if it is already in use if in use show error
once an available subdomain is selected give prompt stating changing subdomain will disconnect any custom domain connection. if yes thes disconnect custom domain
Acceptance criteria
subdomain can be changed only once
subdomain needs to unique
disconnect custom domain if connected
all the shareable items url should be updated
for metrics:
trigger an event in datadog when subdomain is changed and give
user email, wokspace name, subdomain

Product Requirements Document (PRD): Subdomain Change

Objective

Allow Superadmins to change their workspace subdomain once to ensure a smooth transition from trial to a permanent setup without requiring companies to sign up again. available for all packages
⁠

Problem Statement

Many companies sign up for a trial using a temporary workspace name, which becomes their subdomain. When they decide to continue using Agency Handy, they often need to sign up again with their actual company name, leading to data loss, extra work, and a poor user experience.

Solution: One-Time Subdomain Change

Superadmins can change their workspace subdomain once from Workspace Settings.
The subdomain change is separate from the workspace name change and does not update automatically.
Ensures seamless transition from trial to permanent use without requiring a new account.
⁠

Functional Requirements

1. Subdomain Change Process

Subdomain Update Option
Superadmins can access the Subdomain Change feature in Workspace Settings.
Display a message: “You can change your subdomain only once.”
Availability Check
After entering a new subdomain, the system checks if it is already in use by another company.
If available, proceed.
If not available, show error:
"This subdomain is already taken. Please try another."
Custom Domain Disconnection Prompt
If a custom domain is connected, show a confirmation prompt:
"Changing the subdomain will disconnect your custom domain. Do you want to continue?"
If confirmed, disconnect the custom domain.
If not confirmed, cancel the subdomain change.
Update Shareable URLs
Update all shareable links (service, invoices, proposals, client forms, etc.) to use the new subdomain.
One-Time Restriction
Once changed, disable further subdomain changes in the UI.
Display message: “Your subdomain has been changed and cannot be updated again.”

Email Notification

Once the subdomain is successfully changed, send an email notification to the Superadmin.

Subject:

Subdomain Changed in Agency Handy

Body:

Subdomain changed successfully.
Old Subdomain: [old-subdomain].agencyhandy.com
New Subdomain: [new-subdomain].agencyhandy.com
Please remember that the subdomain cannot be changed again.
If you had a custom domain connected, it has now been disconnected. All previous URLs linked to the old subdomain will no longer work.
For any queries or assistance, please contact
Support@agencyhandy.com
⁠
.
Regards, ​Agency Handy

Edge Cases & Additional Considerations

Subdomain Format Validation
Only alphanumeric characters and dashes (-,_) are allowed. (
allowed regex
⁠
)
Cannot start or end with a dash.
Minimum 3 characters, maximum 63 characters.
Example: valid-subdomain, mycompany123, agency-handy
Custom Domain Reconnection
After changing the subdomain, companies can reconnect their custom domain manually from settings.

Acceptance Criteria

Subdomain can be changed only once per workspace.
Subdomain must be unique across all companies.
Custom domain is disconnected upon subdomain change.
All shareable links are updated to use the new subdomain.
An email notification is sent to the Superadmin upon subdomain change.
Subdomain change triggers an event in Datadog with:
User email
Workspace name
Old subdomain → New subdomain

Metrics & Event Tracking

Trigger a Datadog event when a subdomain is changed, capturing:
User email
Workspace name
Old subdomain → New subdomain
Timestamp of the change


FAQ and additional info:

Current logic: during signup user gives the workspace name and that becomes our subdomain
Changed logic: in workspace settings users will be able to change the subdomain seperately only once. workspace name change inside the application will not change the subdomain automatically.
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