[No QA] Help site updates for new feature: Rules R 1-3

[stephanieelliott]

Project tracking GH: https://github.com/Expensify/Expensify/issues/571921
Resource tracking issue: https://github.com/Expensify/Expensify/issues/600015
Design image request issue: https://github.com/Expensify/Expensify/issues/600076

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://d47d4dfb.helpdot.pages.dev ⚡️

Updated articles:

• [articles/new-expensify/settings/title: Personal-Expense-Rules](https://d47d4dfb.helpdot.pages.dev/articles/new-expensify/settings/title: Personal-Expense-Rules)
• articles/new-expensify/workspaces/Add-Approvals
• articles/new-expensify/workspaces/Create-expense-categories
• articles/new-expensify/workspaces/Workspace-Merchant-Rules
• articles/new-expensify/workspaces/Workspace-Rules
• articles/new-expensify/workspaces/Workspace-Workflows

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR updates documentation for workspace approval workflows, introducing new functionality around over-limit approvers and approval thresholds. The changes span two files: Add-Approvals.md and Workspace-Workflows.md. The documentation clearly explains the new feature, but there are several areas where readability, AI readiness, and style compliance could be improved.

Scores Summary

• Readability: 7/10 - Generally clear and well-structured, but some sections have inconsistent terminology ("expense" vs "report"), minor grammatical issues ("an report"), and could benefit from simplified phrasing. The optional steps are well-marked, which aids comprehension.

• AI Readiness: 6/10 - Good YAML metadata updates with relevant keywords added. However, headings have inconsistent hierarchy (mixing H1 and H2 levels), and some context could be clearer. The description was updated to mention the new feature, which is positive. Missing breadcrumb paths would help AI context.

• Style Compliance: 6/10 - Inconsistent terminology is the main issue (switching between "expense" and "report" without clear distinction). The formatting follows markdown conventions, but heading hierarchy needs standardization. Some UI element references may need verification for accuracy.

Key Findings

Positive Aspects:

• New feature documentation is comprehensive and includes practical examples
• Optional steps are clearly marked with "(Optional)" prefix
• FAQ section was appropriately expanded with a relevant question
• YAML keywords were thoughtfully updated to include new terms
• Cross-linking to related articles was added in Workspace-Workflows.md

Issues Requiring Attention:

1. Terminology Inconsistency: The text switches between "expense" and "report" (e.g., "Once a member submits an report" - line 9 in Add-Approvals.md)
2. Grammatical Error: "an report" should be "a report" (line 9)
3. Heading Hierarchy: Workspace-Workflows.md changes H1 headings to H2 (lines 28, 37, 46, 62), which breaks consistency
4. UI Element Accuracy: Changed "First approver" to "Approver" (line 35) - needs verification this matches actual UI
5. Clarity: The phrase "This adds another approval level and does not replace the existing approver" could be clearer about the workflow sequence

Recommendations

Priority Actions:

1. Fix grammatical error: Change "an report" to "a report" on line 9 of Add-Approvals.md
2. Standardize terminology: Decide whether to use "expense" or "report" consistently, or clarify when each term applies
3. Verify UI accuracy: Confirm that the UI label is indeed "Approver" not "First approver"
4. Restore heading hierarchy: Revert H2 headings back to H1 in Workspace-Workflows.md to maintain document structure consistency
5. Improve clarity: Rephrase the explanation of the additional approver to clearly show it's a conditional step that happens AFTER the regular approver(s)

Suggestions for Improvement:

• Add a brief workflow diagram or numbered sequence showing: Submit → Regular Approver → (If over limit) → Additional Approver → Payment
• Consider adding a "Related Articles" section at the bottom of Add-Approvals.md
• Include an example with actual dollar amounts in the FAQ answer (e.g., "If the threshold is set to \00 and a report totals \50...")

Files Reviewed

• /docs/articles/new-expensify/workspaces/Add-Approvals.md - Primary changes documenting over-limit approval feature; needs grammar and terminology fixes
• /docs/articles/new-expensify/workspaces/Workspace-Workflows.md - Supporting context updates; heading hierarchy issues need correction

Note: This is a summary assessment. The changes document an important new feature and are mostly clear, but attention to the specific issues noted above will significantly improve the documentation quality.

[stephanieelliott]

@JmillsExpensify this is ready for you!

[JmillsExpensify]

Those pages look great! We do need to circle back and get all this powerful functionality into one spot, though out of scope for now.

[stephanieelliott]

@JmillsExpensify agreed! I will add it to the list of improvements - I'm thinking break "Rules" into a separate hub that shows in the top level nav or something like that.

[OSBotify]

🚀 Deployed to staging by https://github.com/stephanieelliott in version: 9.3.21-0 🚀

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

[OSBotify]

🚀 Deployed to production by https://github.com/mountiny in version: 9.3.21-4 🚀

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