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[No QA] Consolidated help docs: new-expensify/reports-and-expenses - #102376
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| - You must be a **Workspace Admin**. | ||
| - The workspace must be on the **Control** plan. If it isn't, you'll be prompted to upgrade before **Report fields** turns on. Learn more about [the differences between the Collect and Control plans](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). | ||
| - Members select values in report fields, but they can't create or change the fields. | ||
| 1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. |
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Navigation phrasing inconsistency: This step says "at the bottom on mobile", but the other steps in this article (lines 26 and 46) use "on the bottom on mobile". Per the Deterministic Writing Rule and the unified navigation sentence in HELPSITE_NAMING_CONVENTIONS.md, use the exact form consistently: on the left on web, on the bottom on mobile.
| - **Text** – Add a field for free text input. | ||
| - **Date** – Add a calendar for date selection. | ||
| - **List** – Add a list of options to choose from. | ||
| - To create list options, click **List values**, then click **Add value** for each option. |
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Button verb inconsistency: This sub-step uses "click List values" and "click Add value", while every sibling step uses "Select". Per the Deterministic Writing Rule in HELPSITE_NAMING_CONVENTIONS.md, keep the action verb consistent — use "select List values, then select Add value".
| The **Description hint** setting appears on a category once **Rules** is enabled on the workspace, which requires the Control plan. | ||
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| 1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. | ||
| 2. Select **Categories**. |
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Navigation phrasing: Use the canonical unified navigation sentence "on the left on web, on the bottom on mobile" (per HELPSITE_NAMING_CONVENTIONS.md). This step uses "at the bottom on mobile", which deviates from the standard wording used elsewhere.
| - **Auditor** – You are not replaced automatically. You can no longer view the workspace's reports and settings. | ||
| - **Member** – You are not replaced automatically. You can no longer submit expenses to the workspace. | ||
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Button verb inconsistency: This step uses "Choose Leave" while the next step uses "Select Leave again". Per the Deterministic Writing Rule in HELPSITE_NAMING_CONVENTIONS.md, use a single consistent verb for button actions — "Select Leave".
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| The **Description hint** setting appears on a category once **Rules** is enabled on the workspace, which requires the Control plan. | ||
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| 1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. |
There was a problem hiding this comment.
Navigation phrasing: Use the canonical unified navigation sentence "on the left on web, on the bottom on mobile" (per HELPSITE_NAMING_CONVENTIONS.md). This step uses "at the bottom on mobile", which deviates from the standard wording. (Correcting my earlier note that referenced line 156.)
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| 1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces**. | ||
| 2. Select the three dots **(⋮)** next to the workspace you want to leave. | ||
| 3. Choose **Leave**. |
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Button verb inconsistency: This step uses "Choose Leave" while the next step uses "Select Leave again". Per the Deterministic Writing Rule in HELPSITE_NAMING_CONVENTIONS.md, use a single consistent verb for button actions — "Select Leave".
| - **Preferred exporter** – The workspace owner replaces you as the preferred exporter. | ||
| - **Approver** – The workspace owner replaces you in the approval workflow. Reports waiting for your approval are also reassigned to the workspace owner. | ||
| - **Workspace admin** – You are not replaced automatically. You can no longer manage the workspace's settings. | ||
| - **Auditor** – You are not replaced automatically. You can no longer view the workspace's reports and settings. |
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Formatting: This bullet has a leading space before the dash, unlike the surrounding role items. The extra indentation makes it render as a nested sub-item. Remove the leading space so it aligns with the other role bullets.
HelpDot Documentation ReviewOverall AssessmentThis PR consolidates 42 help-doc PRs for Scores Summary
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Note: Detailed line-by-line feedback has been provided as inline comments. |
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| ## How to enable Workspace Rules | ||
| ## How to enable Rules on a workspace |
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Changing this heading changes its generated fragment from #how-to-enable-workspace-rules to #how-to-enable-rules-on-a-workspace, but Import-Merchant-Rules.md, Workspace-Merchant-Rules.md, Prohibited-Expense-Rule.md, and Require-tags-and-categories-for-expenses.md still link to the old fragment. Those links now open the article without navigating readers to the enablement instructions; either retain the old heading/anchor or update all four references.
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| 3. Search for the member by name, email, or phone number. | ||
| 4. (Optional) Click **Role** to change the default role (Member). |
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On the invite screen, searching does not advance the flow: DynamicWorkspaceInvitePage requires the user to select a result, keeps its confirmation button disabled while selectedOptions is empty, and only then navigates to the Confirm details page containing Role and Message. This rewritten sequence jumps directly from searching to editing Role, so users following it cannot reach the described controls; restore the select-result and Next steps.
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| - **List** – Add a list of options to choose from. | ||
| - To create list options, click **List values**, then click **Add value** for each option. | ||
| - **Formula** – Add a formula field. | ||
| 6. After naming and choosing the field type, select **Save**. |
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When an admin adds one or more options to a List field, CreateFieldsPage.validateForm requires an Initial value before the form can be saved. The revised procedure omits that control and tells the reader to select Save immediately after adding options, which results in a validation error for this common case. Add the initial-value selection before the save step; the removed guidance for changing initial and list values should also remain under the update section.
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| 2. Select **Rules**. | ||
| 3. Select **More**, then choose **Import merchant rules**. | ||
| 4. Drag and drop your spreadsheet into the window, or select **Choose file** to upload your spreadsheet. | ||
| 5. Map each column to a merchant rule field. Map the merchant column to **Merchant is** or **Merchant contains**, and map at least one field to update, such as **Updated merchant**, **Updated category**, **Updated tag**, or **Updated description**. |
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For workspaces where vendor matching is active, ImportedMerchantRulesPage still offers Updated vendor as an import column and imports its value into vendorID. This rewrite removes the only explanation of that conditional field and also removes Vendor from the Merchant Rules capability list, so eligible admins are incorrectly left without documentation for a supported mapping. Retain Updated vendor in this list with the vendor-matching qualification.
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| ## How Payments work | ||
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| If you reimburse employees through another method, such as payroll or cash, you can enable **Payments** without connecting a bank account. This allows you to use **Mark as Paid** to record reimbursements processed outside of Expensify. | ||
| Payments lets you pay expenses and invoices through Expensify or track payments made outside of Expensify. |
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For eligible cross-border reimbursement workspaces, WorkflowsPaymentsTab still exposes Currency conversion fees and its page still requires choosing Company pays or Employee pays and saving. Replacing the Payments section deletes the repository's only customer-facing instructions for that live setting, with neither of the linked payment articles documenting it. Restore the removed subsection here or link to an equivalent article.
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Summary
Rebuilt consolidation of help doc PRs for
new-expensify/reports-and-expenses. Replaces #101959, whose automated merge dropped content when PRs conflicted and left out files outside the folder.Each source PR was hand-applied oldest-first onto current content, preserving every PR's changes (keywords unioned, internalScope merged, overlapping sections combined). This PR is stacked on #101958 (
helpsite-consolidated-new-expensify-workspaces), because both touchworkspaces/Set-distance-rates.md. Once #101958 merges, this PR's base will switch tomain.Included PRs (31)
Excluded (closed)
#99801, #100349, #100629, #100630, #100631, #100635, #101130, #101245, #101266, #101488, #101786
Conflict decisions
Notes for review
workspaces/Set-distance-rates.mdalso puts back content that [No QA] Consolidated help docs: new-expensify/workspaces #101958 lost when source PRs overwrote each other: the Require GPS or map entry sections, "Tax reclaimable on", and "Control workspaces".Test plan