[strepanier03]

Explanation of Change

Adds documentation for the new Groups and roles functionality in Expensify Travel and updates the existing Managing Users article to reflect the current user provisioning and access model.

This PR:

• Adds a new Managing Groups and Roles article under Travel > Company Setup.
• Documents how Groups, Roles, and Scopes work together.
• Documents creating and deleting custom groups.
• Documents assigning roles and scopes to groups.
• Documents adding and removing group members.
• Documents assigning groups and roles directly from an individual traveler's profile.
• Clarifies that Roles are predefined and can't be created, deleted, or have their permissions modified.
• Documents the system-managed Company Admins group and its relationship to the Expensify Workspace Admin role.
• Updates Managing Users to replace the previous Travel role model with the new Groups and roles workflow.
• Documents Travel user provisioning and deprovisioning:
• Users must be members of the Travel-enabled Expensify workspace.
• The Travel-enabled workspace must be their default workspace.
• Removing a user from the workspace or changing their default workspace automatically deprovisions them from Travel.
• Updates the Travel navigation paths to match the current Program > Company > People UI.
• Cross-links the Managing Users and Managing Groups and Roles articles.

The documentation is based on hands-on testing of the current Expensify Travel implementation, including group creation/deletion, role and scope assignment, direct user assignments, overlapping permissions, Company Admin synchronization, and user provisioning/deprovisioning.

Fixed Issues

$
PROPOSAL:

Tests

• Verify that no errors appear in the JS console

Offline tests

QA Steps

// TODO: These must be filled out, or the issue title must include "[No QA]."

• 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 / Chrome
  • iOS / native
  • iOS / Safari
  • MacOS / Chrome / Safari
  • MacOS / Desktop
• 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 the left part of a conditional rendering a React component is a boolean and NOT a string, e.g. myBool && <MyComponent />.
  • 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 verified the translation was requested/reviewed 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 approved by marketing by adding the Waiting for Copy label for a copy review on the original GH to get the correct copy.
  • 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.js 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 a new component is created I verified that:
  • A similar component doesn't exist in the codebase
  • All props are defined accurately and each prop has a /** comment above it */
  • The file is named correctly
  • The component has a clear name that is non-ambiguous and the purpose of the component can be inferred from the name alone
  • The only data being stored in the state is data necessary for rendering and nothing else
  • If we are not using the full Onyx data that we loaded, I've added the proper selector in order to ensure the component only re-renders when the data it is using changes
  • For Class Components, any internal methods passed to components event handlers are bound to this properly so there are no scoping issues (i.e. for onClick={this.submit} the method this.submit should be bound to this in the constructor)
  • Any internal methods bound to this are necessary to be bound (i.e. avoid this.submit = this.submit.bind(this); if this.submit is never passed to a component event handler like onClick)
  • All JSX used for rendering exists in the render method
  • The component has the minimum amount of code necessary for its purpose, and it is broken down into smaller components in order to separate concerns and functions
• 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(themeColors.componentBG))
• 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 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.
• 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.
• I have checked off every checkbox in the PR author checklist, including those that don't apply to this PR.

Screenshots/Videos

Android: Native

Android: mWeb Chrome

iOS: Native

iOS: mWeb Safari

MacOS: Chrome / Safari

[github-actions]

HelpDot Documentation Review

Overall Assessment
This PR adds a new Managing Groups and Roles article and updates Managing Users and Approving Travel to reflect the current Expensify Travel access model (Groups, Roles, Scopes, provisioning) and expanded approval types. The content is accurate, well-organized, and clearly written, with strong task-based headings and helpful FAQs. However, several governance violations around heading hierarchy, the required H1 title, YAML frontmatter, and UI bold-formatting need to be resolved before merge.

Scores Summary

• Readability: 9/10 - Clear, concise, scannable prose with well-formatted sequential steps, good examples, and strong FAQs.
• AI Readiness: 6/10 - Great task-based headings and complete internalScope metadata, but the new article is missing the required single H1 title, and Managing-Users.md introduces level-3 subheadings (only level-1 and level-2 allowed) plus a malformed YAML frontmatter block.
• Style Compliance: 6/10 - Good terminology (Workspace Admin, Company Admins, Expensify Travel), but many UI labels/buttons/navigation paths lost or lack bold formatting, and one cross-link is plain text instead of a link.

Key Findings

Critical:

• Missing H1 title (Managing-Groups-and-Roles.md): The article starts at a level-2 heading (How to access Expensify Travel) with no top-level heading. Guidelines require exactly one level-1 heading matching the title (plus optional level-1 FAQ).
• Forbidden level-3 headings (Managing-Users.md): The diff adds level-3 headings for Traveler Information, Contact Details, Employment Details, Company Settings, Assigned groups, Assigned roles, Book travel for guests, Secondary approvers, My arrangers, and Workspace Admins. Only level-1 and level-2 are allowed. Promote to level-2 (task-based) or restructure.
• Malformed YAML frontmatter (Managing-Users.md): The diff inserts a blank line between the opening delimiter and the title field, and moves the closing delimiter below internalScope with surrounding blank lines. This risks breaking frontmatter parsing. Restore a clean contiguous block.

Style:

• Lost bold on UI elements (Approving-Travel.md): Buttons and paths were de-bolded, e.g. Request approval, Approve, Deny, Trips > Approvals, and Program > Policies > select a policy > General > Policy group actions. Button, tab, and section names must be bold and match the UI exactly.
• Nav path consistency (Managing-Groups-and-Roles.md): Confirm all Program > Company > People paths and tab names (Groups, Roles, Members, Users) are consistently bolded per UI referencing rules.
• Plain-text cross-link (Managing-Users.md, My arrangers section): the reference "see Managing Groups and Roles." should be a relative link like the other cross-references.

Positive:

• Strong, consistent task-based level-2 headings starting with How/What/Who/Why.
• Complete, well-scoped internalScope on the new and updated articles.
• Cross-links use descriptive anchor text and relative paths, reinforcing prerequisites (provisioning) rather than acting as a hub.
• FAQ sections use a level-1 FAQ heading with level-2 questions per convention, addressing real support scenarios (missing users, scope disappearing, Company Admin sync).

Recommendations

1. Add a single top-level heading to Managing-Groups-and-Roles.md matching the frontmatter title.
2. Convert all newly added level-3 headings in Managing-Users.md to level-2 task-based headings (or restructure) so only level-1 and level-2 are used.
3. Fix the Managing-Users.md YAML frontmatter to a clean contiguous block (no blank line after the opening delimiter, closing delimiter immediately after internalScope).
4. Re-bold all UI buttons, tabs, sections, and navigation paths in Approving-Travel.md (and verify in the new article) to match exact UI text.
5. Convert the plain-text "Managing Groups and Roles" reference in the My arrangers section to a relative link.
6. Confirm approval-type labels (Soft Approval, Hard Approval, Pre-Booking Approval) match the exact UI casing.

Files Reviewed

• docs/articles/travel/company-setup/Managing-Groups-and-Roles.md - New, strong content; missing required H1 title; verify bold nav consistency.
• docs/articles/travel/company-setup/Managing-Users.md - Good rewrite; malformed frontmatter and forbidden level-3 headings must be fixed; one plain-text cross-link.
• docs/articles/travel/travel-policy/Approving-Travel.md - Accurate approval-type updates; several UI labels/buttons lost bold formatting.

Note: Detailed line-by-line feedback has been provided as inline comments.

[chatgpt-codex-connector]

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[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://3da8a50c.helpdot.pages.dev ⚡️

Updated articles:

• articles/travel/company-setup/Managing-Groups-and-Roles
• articles/travel/company-setup/Managing-Users
• articles/travel/travel-policy/Approving-Travel

[stitesExpensify]

This looks fantastic, awesome job!

[stephanieelliott]

Ditto, this looks great! I've approved -- @strepanier03 feel free to merge whenever this change has gone live!

[OSBotify]

🚀 Deployed to staging by https://github.com/stitesExpensify in version: 9.4.74-0 🚀

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

[OSBotify]

🚀 Deployed to production by https://github.com/mountiny in version: 9.4.74-2 🚀

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