[No QA] Lydia update unreported flow#90535
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Updated the guide on managing expenses in reports to provide clearer instructions on adding, deleting, and editing expenses, as well as collaboration features.
Updated references from 'Expensify' to 'New Expensify' and made minor adjustments for clarity.
Updated content for clarity and consistency throughout the Spend page guide, including rephrasing sentences and adjusting formatting for better readability.
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| **Note:** The bulk action menu appears after selecting at least one expense. | ||
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| ## Steps to Move Expenses Between Reports | ||
| ## Moving Expenses Between Reports |
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Heading violation: ## Moving Expenses Between Reports uses a gerund rather than starting with an action verb or question word. Per HELP_AUTHORING_GUIDELINES.md Section 2, headings must be task-based.
Suggested fix: ## How to move expenses between reports
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@stephanieelliott same question here: this was also authored by the SDO originally. Have guidelines since changed or is GH off the beam here too?
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Yes this a another one where I would accept the bot's suggestion - the headings should be task-based!
| - The expense appears in the table | ||
| - Its row is briefly highlighted as new | ||
| - Once added, the **Submit** button appears in the header (replacing **Add expense**, which moves to the **More** menu) | ||
| ## Adding a New Expense to the Table |
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Heading violation: ## Adding a New Expense to the Table uses a gerund rather than starting with an action verb or question word. Per HELP_AUTHORING_GUIDELINES.md Section 2, headings must be task-based.
Suggested fix: ## How to add a new expense to the table
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HelpDot Documentation ReviewOverall AssessmentThis PR updates three articles in the reports-and-expenses section: Getting-Started-with-the-Spend-Page, Managing-Expenses-in-a-Report, and Track-Expenses. The changes improve sentence clarity, add punctuation consistency (trailing periods on list items), and introduce useful content (Tags column, Comments and Collaboration section, expanded tracked-expense options). However, several proposed heading changes move away from governance compliance rather than toward it, and metadata gaps remain unaddressed. Scores Summary
Key FindingsHeading Regressions (HELP_AUTHORING_GUIDELINES.md Section 2)
Multiple # Headings (HELP_AUTHORING_GUIDELINES.md Section 4) Missing internalScope Metadata (HELP_AUTHORING_GUIDELINES.md Section 3) Three Dots Menu Violations (HELPSITE_NAMING_CONVENTIONS.md) Full URL Instead of Relative Link (HELP_AUTHORING_GUIDELINES.md Section 7) Positive Aspects
Track-Expenses Step Numbering Recommendations
Files Reviewed
Review based on governance files: HELPSITE_NAMING_CONVENTIONS.md, HELP_AUTHORING_GUIDELINES.md, and TEMPLATE.md. |
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| ## How to View and Use the Expense Table | ||
| ## Understanding the Expense Table |
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Heading violation: ## Understanding the Expense Table uses a gerund rather than starting with an action verb or question word. Per HELP_AUTHORING_GUIDELINES.md Section 2, all ## headings must be task-based.
The previous heading ## How to View and Use the Expense Table was already compliant. Consider keeping it, or use something like ## How to view and use the expense table.
| You can also combine filters with a keyword search for even more precision. For example, searching **"Uber in March"** will show only Uber rides from March. | ||
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| **Note:** If you haven't applied any filters yet, you'll see your **most recent unreported expenses** by default. | ||
| **Note**: If no filters are applied, the page defaults to showing your most recent unreported expenses. |
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NAB but maybe noting this is all expenses, sorted by most recent?
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Is it accurate that with no filters, it shows your most recent unreported expenses at the top? In my test account it looks like it's just my most recent expenses, reported or not
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Notes left, but no blockers
Clarified workspace admin permissions and updated instructions for moving expenses between reports.
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@stephanieelliott just awaiting your review and then I think we can merge! |
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A preview of your ExpensifyHelp changes have been deployed to https://c1768e59.helpdot.pages.dev ⚡️ Updated articles: |
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Approved! Not sure if this feature is released so I will hold on merging, but anyone should be able to do it (or feel free to ping me if not!) |
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| # How to Use Filters to Find Reports and Expenses | ||
| Filters help you narrow down expenses or reports so you can find exactly what you need—fast. This is especially useful when you're working with a large dataset or trying to take specific actions, such as reporting unsubmitted expenses. | ||
| ## How to use filters to find reports and expenses |
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Heading hierarchy violation: This heading was demoted from # to ##, which is good. However, per HELP_AUTHORING_GUIDELINES.md Section 4, articles must have "exactly one # heading (the article title). No other # headings are allowed except # FAQ." This file still has # Report Previews (line 11) and # Report Tables (line 38) as additional # headings. Since this PR is restructuring headings, consider also demoting those two # headings to ## to bring the article into compliance.
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| # How to Use Smart Suggestions | ||
| ## How to use Smart Suggestions |
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Heading hierarchy violation: This ## How to use Smart Suggestions heading now sits under the --- divider after the filters section, making it a peer-level ## section. However, ## Where Smart Suggestions appear (line 130) and ## How Smart Suggestions help you report faster (line 136) read as sub-sections of this topic. Since only # and ## headings are allowed (no ###), consider restructuring so these sub-topics are folded into the content of a single ## heading rather than appearing as separate peer-level sections.
| Smart suggestions recommend the next best action based on your activity. | ||
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| Smart suggestions recommend the next best action—like submitting a report or adding unreported expenses—based on your activity. | ||
| ## Where Smart Suggestions appear |
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Heading rule violation: Per HELP_AUTHORING_GUIDELINES.md Section 2, all ## headings must start with an action verb or question word (How, What, Where, Who, Why, When). "Where Smart Suggestions appear" starts with "Where" so the question-word requirement is met, but this heading reads as a noun-phrase label rather than a task the user performs. Consider rephrasing to be more task-oriented, e.g., ## Where to find Smart Suggestions in New Expensify.
| - Create report | ||
| - An existing draft report | ||
| - Remove from report | ||
| 5. Expenses are moved, and a system message logs the action. |
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Numbering error: Step numbering jumps from 3 to 5 (step 4 is missing). This also occurs at line 82 in the "From the expense details" section. Please renumber sequentially (1, 2, 3, 4).
| - Create report | ||
| - An existing draft report | ||
| - Remove from report | ||
| 5. Expense is moved, and a system message logs the action. |
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Numbering error: Step numbering jumps from 3 to 5. Please renumber sequentially (1, 2, 3, 4).
HelpDot Documentation ReviewOverall AssessmentThis PR improves three articles in the reports-and-expenses section: Getting Started with the Spend Page, Managing Expenses in a Report, and Track Expenses. The changes make meaningful progress on heading quality, conciseness, and step clarity. Several headings have been correctly converted from noun-based labels to task-based phrasing, and redundant content has been trimmed. However, structural governance violations remain in the diff -- particularly around heading hierarchy, missing metadata, and a few naming convention gaps. Scores Summary
Key FindingsStructural violations in the proposed changes:
Non-task-based headings introduced or retained in the diff:
Positive aspects:
Cross-linking violation:
Recommendations
Files Reviewed
Note: Some of the heading hierarchy and metadata issues flagged above are pre-existing in the files. However, since this PR substantively revises these articles, it is an ideal opportunity to bring them into full governance compliance. |
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| ## How to View and Use the Expense Table | ||
| ## How to view and use the expense table |
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Heading style violation: Per HELP_AUTHORING_GUIDELINES.md Section 2, all headings must be task-based and start with an action verb or question word. "How to view and use the expense table" starts with "How to" which is good, but the heading uses lowercase. More importantly, the content below has a redundancy issue -- see next comment on line 96/98.
| - Category | ||
| - Amount | ||
| - Workspace violations (if applicable) | ||
| Each report includes an expense table showing: |
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Readability issue: Lines 96 and 98 are nearly identical -- "Each report includes a table showing all attached expenses." and "Each report includes an expense table showing:". Remove the redundant sentence on line 96 and keep only the one that introduces the bullet list.
| Clicking a row opens the full expense in a side panel (web) or details screen (mobile). | ||
| Clicking a row opens the full expense details in a side panel (web) or details screen (mobile). | ||
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| ## How to use comments and collaboration on a report |
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AI readiness / heading specificity: Consider including the feature name in this heading for better search retrieval. For example: ## How to use comments and collaboration on an expense report -- this helps AI retrieval match the heading to user queries about expense report comments.
| ## Why don’t I see the option to move or remove expenses? | ||
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| You’ll only see the Move or Remove options if you created the report. Workspace Admins can also help with this if needed. | ||
| ## Why can’t I find a report I just created? |
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Heading rule: "Why can't I find a report I just created?" is acceptable in the FAQ section since # FAQ is exempt from task-based heading rules. However, note that the previous FAQ questions this replaces ("Why can't I delete an expense from a report?", "Why don't I see the option to move or remove expenses?", etc.) covered common user scenarios that are no longer addressed. Consider whether those removed questions should be preserved or merged into the new FAQ entries, since removing them reduces the article's searchability for those queries.
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| Easily add, delete, or move expenses within reports in New Expensify. This guide covers how to manage expenses using the expense table on both web and mobile. | ||
| Managing expenses in reports helps you keep everything organized and ready for approval, payment, or export. This guide covers adding, moving, deleting, and editing expenses, as well as understanding audit trails and collaboration. |
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Metadata violation: Per HELP_AUTHORING_GUIDELINES.md Section 3 and TEMPLATE.md, the YAML frontmatter must include an internalScope field that specifies the target audience and workflow scope. Example:
internalScope: Audience is members and Workspace Admins. Covers managing expenses within reports. Does not cover creating reports or submitting for reimbursement.
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| # Locate and Manage Tracked Expenses | ||
| ## Where to find tracked expenses |
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Heading rule: Per HELP_AUTHORING_GUIDELINES.md Section 2, headings must be task-based and start with an action verb or question word. "Where to find tracked expenses" starts with "Where" which satisfies the question-word requirement. However, consider making it more specific for AI retrieval: ## Where to find tracked expenses in New Expensify.
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| After tracking an expense, it also appears in an **Expense Chat** in the left-hand navigation menu. | ||
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| ## What you can do with tracked expenses |
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Heading rule violation: Per HELP_AUTHORING_GUIDELINES.md Section 2, all headings must start with an action verb or question word (How, What, Where, Who, Why, When). "What you can do with tracked expenses" starts with "What" so it technically qualifies, but the phrasing is vague and generic. Consider a more specific, task-based heading such as ## What actions are available for tracked expenses or ## How to submit or categorize tracked expenses.
| **On mobile:** | ||
| 1. Tap the green camera button and take a photo of the receipt or upload from gallery. | ||
| 2. Enter the workspace or recipient’s email/phone number. | ||
| 2. Choose yourself as the recipient under Personal. |
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UI reference clarity: "Choose yourself as the recipient under Personal" -- is "Personal" the exact UI label? If so, it should be bolded per HELPSITE_NAMING_CONVENTIONS.md (bold all UI element labels). Consider: "Choose yourself as the recipient under Personal."
| **On desktop:** | ||
| 1. Click the green receipt button and drag and drop the receipt or click **Choose files** to upload. | ||
| 2. Enter the workspace or recipient’s email/phone number. | ||
| 2. Choose yourself as the recipient under Personal. |
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UI reference clarity: Same as above -- "Personal" should be bolded if it is a UI label: "Choose yourself as the recipient under Personal." This applies to all instances in this file (lines 26, 34, 51, 62).
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| The Spend page in New Expensify gives you a complete view of your submitted, approved, and reimbursed expenses—all in one place. This guide shows you how to use report previews, tables, filters, and smart suggestions to track, manage, and take action on your expenses more efficiently. | ||
| The Spend page in New Expensify gives you a full list of your reports and related expenses. From the Spend page you can explore, filter, and export your expense data. |
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Metadata violation: Per HELP_AUTHORING_GUIDELINES.md Section 3 and TEMPLATE.md, the YAML frontmatter must include an internalScope field. This field is missing from the frontmatter. Add something like:
internalScope: Audience is all members. Covers navigating and using the Spend page. Does not cover creating or submitting reports.
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| title: Track Expenses | ||
| description: Learn how to create and manage expenses in Expensify without submitting them for reimbursement or approval. | ||
| description: Learn how to create and manage expenses in New Expensify without submitting them for reimbursement or approval. |
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Metadata violation: Per HELP_AUTHORING_GUIDELINES.md Section 3 and TEMPLATE.md, the YAML frontmatter must include an internalScope field specifying the target audience and scope. This field is missing. Example:
internalScope: Audience is all members. Covers tracking personal expenses without submitting. Does not cover submitting expenses for approval or reimbursement.5 participants
Explanation of Change
Updating three articles in the context of unreported expense flow updates
Fixed Issues
https://github.com/Expensify/Expensify/issues/533133
no tests