From 5a96fcbd27041ae1dfa05c9c3d9d9fe02d7192dd Mon Sep 17 00:00:00 2001 From: "Stephanie Elliott (via MelvinBot)" Date: Sat, 30 May 2026 00:17:53 +0000 Subject: [PATCH 01/11] Update help docs for Release 3: Custom Agents Adds the Custom Agents article and the new Agents hub, and adds short pointers from the Approvals and Workspace Rules articles to the new Custom Agents documentation. Co-authored-by: Stephanie Elliott --- docs/_data/_routes.yml | 5 + .../new-expensify/agents/Custom-Agents.md | 164 ++++++++++++++++++ .../new-expensify/workspaces/Add-Approvals.md | 11 ++ .../workspaces/Workspace-Rules.md | 2 + 4 files changed, 182 insertions(+) create mode 100644 docs/articles/new-expensify/agents/Custom-Agents.md diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 541cbbb0ede1..10bbec8fac12 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -226,6 +226,11 @@ platforms: icon: /assets/images/simple-illustration__concierge-bot.svg description: Learn about Concierge AI and what it can do. + - href: agents + title: Agents + icon: /assets/images/simple-illustration__concierge-bot.svg + description: Create and configure AI-powered Custom Agents that act as approvers in your workspace. + - href: workspaces title: Workspaces icon: /assets/images/shield.svg diff --git a/docs/articles/new-expensify/agents/Custom-Agents.md b/docs/articles/new-expensify/agents/Custom-Agents.md new file mode 100644 index 000000000000..76f185efd6fe --- /dev/null +++ b/docs/articles/new-expensify/agents/Custom-Agents.md @@ -0,0 +1,164 @@ +--- +title: Custom Agents +description: Create AI-powered agents that act as approvers in your workspace approval workflows. +keywords: [custom agents, AI agent, workflow agent, approval agent, agent approver, automated approval, AI approver, workspace approver, custom approver, agent prompt, agent copilot] +internalScope: Audience is Workspace Admins and account owners. Covers how to create, configure, chat with, and delete custom agents, and how to add an agent as an approver in a workspace approval workflow. Does not cover Concierge AI, billing for agent credits, or personal agent usage in DMs. +--- + +# Custom Agents + +Custom Agents are AI-powered virtual members of your Expensify account that can act as approvers in your workspace approval workflows. They follow instructions you write to evaluate reports and approve or reject them according to your company's rules, which is useful when your approval logic is more complex than what the standard Rules engine supports. + +Each agent has its own Expensify account with a profile, display name, and instructions you control. You can chat with an agent, copilot into its account to review what it's doing, and add it to a workspace as an approver. + +--- + +## Who can use Custom Agents + +- **Available to:** Anyone with an Expensify account can create personal agents. Adding an agent as an approver requires a workspace with the **Workflows** feature enabled. +- **Plans:** Custom workflows that include agents require the **Control** plan. On **Collect** workspaces, an agent can replace the existing approver in the default workflow. +- **Permissions:** Only the agent's owner can edit its instructions or delete it. The owner is added as a full-access copilot when the agent is created and cannot be removed. + +--- + +## How to create a Custom Agent from your account + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +2. Click **Agents**. +3. Click **Create agent**. +4. Review the auto-generated profile image and display name. You can edit these later. +5. Enter the agent's instructions in the prompt field. Describe what the agent should do, when it should approve a report, and when it should reject one. +6. Click **Save**. + + + +After saving, the new agent appears in your **Agents** list with **Edit**, **Chat**, and **Copilot** buttons. + +--- + +## How to create a Custom Agent from a workspace approval workflow + +You can also create an agent directly while configuring an approval workflow: + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. +2. Click your workspace name. +3. Click **Workflows**. +4. On the workflow card, click the **agent+** button. +5. If you don't already own an agent, the **Create agent** form opens. Fill in the profile, display name, and instructions, then click **Save**. +6. Expensify adds the agent to the workspace as a member and sets it as the first approver. + +On a **Control** workspace, the agent is inserted at the beginning of the existing approval chain. On a **Collect** workspace, the agent replaces the current approver. To add a human approver after the agent on Collect, upgrade to the Control plan. + +You can also reach this flow from the **Set Approver** page within workflow settings by clicking the **Create an agent** row. + +--- + +## How to write instructions for a Custom Agent + +The instructions you save in the prompt field tell the agent what to do with each incoming report or chat message. Clear instructions help the agent approve or reject reports consistently. + +Useful things to include in an agent's instructions: + +- The agent's role (for example, "You review marketing team travel reports."). +- The conditions under which the agent should **Approve** a report. +- The conditions under which the agent should **Reject** a report and what feedback to leave. +- Any escalation rules — for example, "Approve reports under $500; for anything higher, leave a comment asking the submitter to confirm the business purpose." + +Instructions are stored in Markdown, so you can use headings, bullets, and bold text to organize complex guidance. + +--- + +## How to chat with a Custom Agent + +To open a direct conversation with an agent: + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +2. Click **Agents**. +3. Find the agent in the list and click **Chat**. + +The agent will respond using its current instructions. Use this to test how the agent reacts to different scenarios before adding it to a live workflow. + +--- + +## How to Copilot into a Custom Agent account + +You are automatically added as a full-access copilot on every agent you create. Use Copilot to see what the agent has done, review its activity, and inspect any actions it has taken on reports. + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +2. Click **Agents**. +3. Find the agent in the list and click **Copilot**. + +While copiloting into the agent account, you can review its **Profile**, its current instructions on the **AI Prompt** page, and the chats and reports it has acted on. + +[Learn more about Copilot](/articles/new-expensify/settings/Add-or-Act-as-a-Copilot). + +--- + +## How to edit a Custom Agent's instructions + +You can edit an agent's profile image, display name, and instructions at any time. + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +2. Click **Agents**. +3. Click **Edit** on the agent you want to update. +4. Update the profile image, display name, or instructions. +5. Click **Save**. + +Updated instructions apply to all future reports and chat messages the agent receives. + +--- + +## How to delete a Custom Agent + +Deleting an agent closes its Expensify account. If the agent is currently set as an approver on any workflow, remove it from those workflows first. + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +2. Click **Agents**. +3. Click **Delete** on the agent you want to remove. +4. Confirm the deletion. + +--- + +## How to use a Custom Agent as an approver + +Once an agent is added to a workspace as a member, you can select it as an approver anywhere you'd choose a person: + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. +2. Click your workspace name. +3. Click **Workflows**. +4. Open the workflow you want to edit, or click **Add approval workflow** to create a new one. +5. Click **Approver**. +6. Choose the agent from the list of workspace members. +7. Click **Save**. + +The agent will receive each report submitted into the workflow and decide whether to **Approve** or **Reject** it based on its instructions. + +For details on configuring approval workflows generally, see [Learn how to add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). + +--- + +# FAQ + +## Who can edit or delete a Custom Agent? + +Only the agent's owner can edit its instructions or delete it. The owner is the account that created the agent. + +## Are Custom Agents billed? + +An agent is a member of any workspace it's added to and is billed as a workspace member like any other member. Usage-based billing for agent activity is not yet in effect at this release. + +## Can I remove myself as a Copilot from a Custom Agent I created? + +No. The owner is permanently added as a full-access copilot on the agent's account so you always retain access to review and update the agent. + +## What happens if my agent approves or rejects a report unexpectedly? + +Copilot into the agent's account, open the **AI Prompt** page, and review the current instructions. Adjust the instructions so the agent handles that scenario the way you want, then click **Save**. + +## Can a Custom Agent be added to multiple workspaces? + +Yes. An agent is a member like any other and can be added to as many workspaces as you'd like, and selected as an approver in each of their workflows. diff --git a/docs/articles/new-expensify/workspaces/Add-Approvals.md b/docs/articles/new-expensify/workspaces/Add-Approvals.md index 5262c390e41d..52416b9557be 100644 --- a/docs/articles/new-expensify/workspaces/Add-Approvals.md +++ b/docs/articles/new-expensify/workspaces/Add-Approvals.md @@ -60,6 +60,17 @@ Set up default or custom approval workflows to route expenses through one or mor **Note:** Custom workflows are only available on the Control plan. To enable custom workflows, upgrade to the Control plan in Settings > Billing & Subscriptions. +## Set a Custom Agent as Approver + +You can select a Custom Agent — an AI-powered virtual member you create and configure — as an approver in any workflow. Custom Agents are useful when your approval logic is more complex than what the standard Rules engine supports. + +You'll see prompts to create or add an agent in two places: + +- A banner on the **Approvals** section of the **Workflows** page advertising automated approvals. +- An **agent+** button on each workflow card that lets you add an existing agent or create a new one inline. + +To learn more, see [Learn how to use Custom Agents in Expensify](/articles/new-expensify/agents/Custom-Agents). + --- ## Edit or Delete Approval Workflows diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index bf0c5b757ae7..9192408dbc7c 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -13,6 +13,8 @@ Workspace Rules let Admins enforce expense policies by setting custom requiremen You can also [add text or a PDF expense policy document](/articles/new-expensify/workspaces/Add-an-Expense-Policy-to-a-Workspace) to your workspace overview page so members can reference your company's expense guidelines. +If your approval logic doesn't fit the rules available here, you can use a Custom Agent — an AI-powered virtual member you write instructions for — as an approver in your workflow. [Learn how to use Custom Agents in Expensify](/articles/new-expensify/agents/Custom-Agents). + --- ## How to enable Workspace Rules From 1a3dd9630b728693c0040969455ad841d31bc4b2 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 16:42:50 -1000 Subject: [PATCH 02/11] Revise Custom Agents documentation for clarity Updated the title and description for clarity, refined instructions for creating and managing Custom Agents, and improved the overall structure of the document. --- .../new-expensify/agents/Custom-Agents.md | 115 +++++++++++------- 1 file changed, 72 insertions(+), 43 deletions(-) diff --git a/docs/articles/new-expensify/agents/Custom-Agents.md b/docs/articles/new-expensify/agents/Custom-Agents.md index 76f185efd6fe..9a2a7bd00c21 100644 --- a/docs/articles/new-expensify/agents/Custom-Agents.md +++ b/docs/articles/new-expensify/agents/Custom-Agents.md @@ -1,13 +1,13 @@ --- -title: Custom Agents -description: Create AI-powered agents that act as approvers in your workspace approval workflows. +title: Create and Use Custom Agents +description: Create, configure, and manage AI-powered agents that act as approvers in your workspace approval workflows. keywords: [custom agents, AI agent, workflow agent, approval agent, agent approver, automated approval, AI approver, workspace approver, custom approver, agent prompt, agent copilot] internalScope: Audience is Workspace Admins and account owners. Covers how to create, configure, chat with, and delete custom agents, and how to add an agent as an approver in a workspace approval workflow. Does not cover Concierge AI, billing for agent credits, or personal agent usage in DMs. --- -# Custom Agents +# Create and Use Custom Agents -Custom Agents are AI-powered virtual members of your Expensify account that can act as approvers in your workspace approval workflows. They follow instructions you write to evaluate reports and approve or reject them according to your company's rules, which is useful when your approval logic is more complex than what the standard Rules engine supports. +Custom Agents are AI-powered virtual members of your Expensify account that can act as approvers in your workspace approval workflows. They follow instructions you write to evaluate reports and approve or reject them according to your company's rules. This allows you to automate approval decisions that may be too complex for standard workflow rules. Each agent has its own Expensify account with a profile, display name, and instructions you control. You can chat with an agent, copilot into its account to review what it's doing, and add it to a workspace as an approver. @@ -15,20 +15,24 @@ Each agent has its own Expensify account with a profile, display name, and instr ## Who can use Custom Agents -- **Available to:** Anyone with an Expensify account can create personal agents. Adding an agent as an approver requires a workspace with the **Workflows** feature enabled. -- **Plans:** Custom workflows that include agents require the **Control** plan. On **Collect** workspaces, an agent can replace the existing approver in the default workflow. -- **Permissions:** Only the agent's owner can edit its instructions or delete it. The owner is added as a full-access copilot when the agent is created and cannot be removed. +Anyone with an Expensify account can create a Custom Agent. + +To add a Custom Agent as an approver on a workspace: + + - You must be a Workspace Admin. + - **Workflows** must be enabled. + - The Custom Agent must be a member of the workspace. --- -## How to create a Custom Agent from your account +## How to create a Custom Agent -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. 2. Click **Agents**. -3. Click **Create agent**. -4. Review the auto-generated profile image and display name. You can edit these later. -5. Enter the agent's instructions in the prompt field. Describe what the agent should do, when it should approve a report, and when it should reject one. -6. Click **Save**. +3. Click **New agent**. +4. Review the auto-generated profile image and display name. If needed, you can edit these later. +5. In the **Write custom instructions** field, enter the prompt, or instructions the agent should follow. +6. Click **Create agent**. -After saving, the new agent appears in your **Agents** list with **Edit**, **Chat**, and **Copilot** buttons. - ---- - -## How to create a Custom Agent from a workspace approval workflow - -You can also create an agent directly while configuring an approval workflow: - -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. -2. Click your workspace name. -3. Click **Workflows**. -4. On the workflow card, click the **agent+** button. -5. If you don't already own an agent, the **Create agent** form opens. Fill in the profile, display name, and instructions, then click **Save**. -6. Expensify adds the agent to the workspace as a member and sets it as the first approver. - -On a **Control** workspace, the agent is inserted at the beginning of the existing approval chain. On a **Collect** workspace, the agent replaces the current approver. To add a human approver after the agent on Collect, upgrade to the Control plan. +You can also create a Custom Agent from the **Set Approver** page by clicking **Create an agent**. Expensify automatically adds the new agent to the workspace as a member and assigns it as an approver. -You can also reach this flow from the **Set Approver** page within workflow settings by clicking the **Create an agent** row. +After saving, the new agent appears in your **Agents** list with **Edit**, **Chat**, and **Copilot** buttons. --- ## How to write instructions for a Custom Agent -The instructions you save in the prompt field tell the agent what to do with each incoming report or chat message. Clear instructions help the agent approve or reject reports consistently. +The prompt you share in the **Write custom instructions** field tells the agent what to do with each incoming report or chat message. Clear instructions help the agent approve or reject reports consistently. Useful things to include in an agent's instructions: @@ -70,30 +59,50 @@ Useful things to include in an agent's instructions: Instructions are stored in Markdown, so you can use headings, bullets, and bold text to organize complex guidance. +**Example approval prompt:** + +``` +# Role + +You review Marketing team travel reports. + +# Approve when + +- The report includes a business purpose. +- Each expense has a receipt. +- The total report amount is under $500. + +# Reject when + +- A receipt is missing. +- The business purpose is unclear. + +When rejecting a report, leave a comment explaining what information is missing. +``` --- ## How to chat with a Custom Agent -To open a direct conversation with an agent: +To open a direct conversation with a Custom Agent: -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. 2. Click **Agents**. 3. Find the agent in the list and click **Chat**. -The agent will respond using its current instructions. Use this to test how the agent reacts to different scenarios before adding it to a live workflow. +The agent will respond using its current instructions. Use this to test how the agent reacts to different scenarios before adding it to a workflow. --- ## How to Copilot into a Custom Agent account -You are automatically added as a full-access copilot on every agent you create. Use Copilot to see what the agent has done, review its activity, and inspect any actions it has taken on reports. +Each Custom Agent is its own Expensify account with a profile, inbox, chats, and activity history. When you create a Custom Agent, you become its owner and are automatically added as a full-access Copilot. -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +Use Copilot to see what the agent has done, review its activity, and inspect any actions it has taken on reports. + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. 2. Click **Agents**. 3. Find the agent in the list and click **Copilot**. -While copiloting into the agent account, you can review its **Profile**, its current instructions on the **AI Prompt** page, and the chats and reports it has acted on. - [Learn more about Copilot](/articles/new-expensify/settings/Add-or-Act-as-a-Copilot). --- @@ -102,7 +111,7 @@ While copiloting into the agent account, you can review its **Profile**, its cur You can edit an agent's profile image, display name, and instructions at any time. -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. 2. Click **Agents**. 3. Click **Edit** on the agent you want to update. 4. Update the profile image, display name, or instructions. @@ -114,17 +123,23 @@ Updated instructions apply to all future reports and chat messages the agent rec ## How to delete a Custom Agent -Deleting an agent closes its Expensify account. If the agent is currently set as an approver on any workflow, remove it from those workflows first. +Deleting a Custom Agent closes its Expensify account. -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Settings**. +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. 2. Click **Agents**. -3. Click **Delete** on the agent you want to remove. +3. On the agent you want to remove, click **Delete**. 4. Confirm the deletion. +If the agent is currently set as an approver on any workflow, remove it from those workflows first. [Learn how to edit or delete a workflow](/articles/new-expensify/workspaces/Add-Approvals#edit-or-delete-approval-workflows). + --- ## How to use a Custom Agent as an approver +Before you can select a Custom Agent as an approver, the agent must be a member of the workspace. + +If the agent was created from a workflow setup flow, Expensify automatically adds it to the workspace. Otherwise, add the agent as a workspace member first: [Learn how to add a Custom Agent to a Workspace](/articles/new-expensify/workspaces/Managing-Workspace-Members#invite-members-to-a-workspace). + Once an agent is added to a workspace as a member, you can select it as an approver anywhere you'd choose a person: 1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. @@ -139,6 +154,14 @@ The agent will receive each report submitted into the workflow and decide whethe For details on configuring approval workflows generally, see [Learn how to add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). +## What happens after a Custom Agent reviews a report + + - The agent receives reports assigned to its approval step and evaluates them using its current instructions. + - When the agent approves a report, the workflow continues to the next approval step. + - When the agent rejects a report, the submitter receives the agent's feedback and can update and resubmit the report. + +Changes you make to the agent's instructions apply to future reports and conversations. You can chat with the agent to test updated instructions before using them in a workflow. + --- # FAQ @@ -153,7 +176,7 @@ An agent is a member of any workspace it's added to and is billed as a workspace ## Can I remove myself as a Copilot from a Custom Agent I created? -No. The owner is permanently added as a full-access copilot on the agent's account so you always retain access to review and update the agent. +No. The owner is permanently added as a full-access Copilot on the agent's account so you always retain access to review and update the agent. ## What happens if my agent approves or rejects a report unexpectedly? @@ -162,3 +185,9 @@ Copilot into the agent's account, open the **AI Prompt** page, and review the cu ## Can a Custom Agent be added to multiple workspaces? Yes. An agent is a member like any other and can be added to as many workspaces as you'd like, and selected as an approver in each of their workflows. + +## Can I use a Custom Agent in multi-step approval workflows? + +Yes. On Control plans, Custom Agents can be used anywhere an approver can be selected, including multi-step approval workflows. + +On Collect plans, workspaces support a single approver. A Custom Agent can be used as that approver. From b77d0d178bb83f045e3bbc9fe0aa72317445d6ed Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 16:45:28 -1000 Subject: [PATCH 03/11] Rename Custom-Agents.md to Create-and-Use-Custom-Agents.md --- .../agents/{Custom-Agents.md => Create-and-Use-Custom-Agents.md} | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/new-expensify/agents/{Custom-Agents.md => Create-and-Use-Custom-Agents.md} (100%) diff --git a/docs/articles/new-expensify/agents/Custom-Agents.md b/docs/articles/new-expensify/agents/Create-and-Use-Custom-Agents.md similarity index 100% rename from docs/articles/new-expensify/agents/Custom-Agents.md rename to docs/articles/new-expensify/agents/Create-and-Use-Custom-Agents.md From 4c15987684e7ed026e3ca5ae3a734d39a2af7b2b Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 16:53:32 -1000 Subject: [PATCH 04/11] Update _routes.yml --- docs/_data/_routes.yml | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 10bbec8fac12..19474228c166 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -226,10 +226,10 @@ platforms: icon: /assets/images/simple-illustration__concierge-bot.svg description: Learn about Concierge AI and what it can do. - - href: agents - title: Agents + - href: ai-agents + title: AI Agents icon: /assets/images/simple-illustration__concierge-bot.svg - description: Create and configure AI-powered Custom Agents that act as approvers in your workspace. + description: Learn about Custom Agents and what they can do. - href: workspaces title: Workspaces From f478e036f5f4d71c335ecfd06f350f6e8c174e5d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 16:54:24 -1000 Subject: [PATCH 05/11] Rename Create-and-Use-Custom-Agents.md to Create-and-Use-Custom-Agents.md --- .../{agents => ai-agents}/Create-and-Use-Custom-Agents.md | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/new-expensify/{agents => ai-agents}/Create-and-Use-Custom-Agents.md (100%) diff --git a/docs/articles/new-expensify/agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md similarity index 100% rename from docs/articles/new-expensify/agents/Create-and-Use-Custom-Agents.md rename to docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md From a34359dd4509d5d666e4773dac166ace4e5d8182 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 16:58:26 -1000 Subject: [PATCH 06/11] Create index.html --- docs/new-expensify/hubs/ai-agents/index.html | 6 ++++++ 1 file changed, 6 insertions(+) create mode 100644 docs/new-expensify/hubs/ai-agents/index.html diff --git a/docs/new-expensify/hubs/ai-agents/index.html b/docs/new-expensify/hubs/ai-agents/index.html new file mode 100644 index 000000000000..7e4102a82cfa --- /dev/null +++ b/docs/new-expensify/hubs/ai-agents/index.html @@ -0,0 +1,6 @@ +--- +layout: default +title: AI Agents +--- + +{% include hub.html %} From bab633bf49e7fa999c39fd52fc57ed94c313fb70 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 17:01:45 -1000 Subject: [PATCH 07/11] Update Add-Approvals.md --- docs/articles/new-expensify/workspaces/Add-Approvals.md | 9 +++------ 1 file changed, 3 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/workspaces/Add-Approvals.md b/docs/articles/new-expensify/workspaces/Add-Approvals.md index 52416b9557be..7c064507519f 100644 --- a/docs/articles/new-expensify/workspaces/Add-Approvals.md +++ b/docs/articles/new-expensify/workspaces/Add-Approvals.md @@ -62,14 +62,11 @@ Set up default or custom approval workflows to route expenses through one or mor ## Set a Custom Agent as Approver -You can select a Custom Agent — an AI-powered virtual member you create and configure — as an approver in any workflow. Custom Agents are useful when your approval logic is more complex than what the standard Rules engine supports. +You can select a Custom Agent as an approver in any workflow. Custom Agents are AI-powered virtual members that review reports and approve or reject them based on instructions you define. -You'll see prompts to create or add an agent in two places: +Custom Agents are added to workspaces and assigned as approvers the same way as other workspace members. Once a Custom Agent is a member of the workspace, you can select it anywhere you would normally choose an approver. -- A banner on the **Approvals** section of the **Workflows** page advertising automated approvals. -- An **agent+** button on each workflow card that lets you add an existing agent or create a new one inline. - -To learn more, see [Learn how to use Custom Agents in Expensify](/articles/new-expensify/agents/Custom-Agents). +[Learn how to create and use Custom Agents](/articles/new-expensify/ai-agents/docs/articles/Create-and-Use-Custom-Agents). --- From f0890d28d43c4a4ba3b3baea26d0f804eb93f5bf Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 17:03:06 -1000 Subject: [PATCH 08/11] Update Custom Agent description in Workspace Rules Clarified the description of Custom Agents and their role in approval workflows. --- docs/articles/new-expensify/workspaces/Workspace-Rules.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index 9192408dbc7c..cfa58d3dbb7f 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -13,7 +13,7 @@ Workspace Rules let Admins enforce expense policies by setting custom requiremen You can also [add text or a PDF expense policy document](/articles/new-expensify/workspaces/Add-an-Expense-Policy-to-a-Workspace) to your workspace overview page so members can reference your company's expense guidelines. -If your approval logic doesn't fit the rules available here, you can use a Custom Agent — an AI-powered virtual member you write instructions for — as an approver in your workflow. [Learn how to use Custom Agents in Expensify](/articles/new-expensify/agents/Custom-Agents). +If your approval requirements can't be handled using workspace rules alone, you can use a Custom Agent as an approver in your workflow. Custom Agents are AI-powered virtual members that review reports and approve or reject them based on instructions you define. [Learn how to create and use Custom Agents](/articles/new-expensify/ai-agents/docs/articles/Create-and-Use-Custom-Agents). --- From 09d7ee05f6d1348bccb0f6967efd09136aaa5694 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 17:34:50 -1000 Subject: [PATCH 09/11] Update Create-and-Use-Custom-Agents.md --- .../ai-agents/Create-and-Use-Custom-Agents.md | 20 ++++++++++--------- 1 file changed, 11 insertions(+), 9 deletions(-) diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md index 9a2a7bd00c21..90a9422647e4 100644 --- a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md @@ -27,7 +27,7 @@ To add a Custom Agent as an approver on a workspace: ## How to create a Custom Agent -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. 2. Click **Agents**. 3. Click **New agent**. 4. Review the auto-generated profile image and display name. If needed, you can edit these later. @@ -85,7 +85,7 @@ When rejecting a report, leave a comment explaining what information is missing. To open a direct conversation with a Custom Agent: -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. 2. Click **Agents**. 3. Find the agent in the list and click **Chat**. @@ -99,11 +99,11 @@ Each Custom Agent is its own Expensify account with a profile, inbox, chats, and Use Copilot to see what the agent has done, review its activity, and inspect any actions it has taken on reports. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. 2. Click **Agents**. 3. Find the agent in the list and click **Copilot**. -[Learn more about Copilot](/articles/new-expensify/settings/Add-or-Act-as-a-Copilot). +[Learn more about Copilot](/articles/new-expensify/settings/Copilot-Access.md). --- @@ -111,7 +111,7 @@ Use Copilot to see what the agent has done, review its activity, and inspect any You can edit an agent's profile image, display name, and instructions at any time. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. 2. Click **Agents**. 3. Click **Edit** on the agent you want to update. 4. Update the profile image, display name, or instructions. @@ -138,21 +138,23 @@ If the agent is currently set as an approver on any workflow, remove it from tho Before you can select a Custom Agent as an approver, the agent must be a member of the workspace. -If the agent was created from a workflow setup flow, Expensify automatically adds it to the workspace. Otherwise, add the agent as a workspace member first: [Learn how to add a Custom Agent to a Workspace](/articles/new-expensify/workspaces/Managing-Workspace-Members#invite-members-to-a-workspace). +If the agent was created from a workflow setup flow, Expensify automatically adds it to the workspace. Otherwise, add the agent as a workspace member first. + +[Learn how to add a Custom Agent to a Workspace](/articles/new-expensify/workspaces/Managing-Workspace-Members#invite-members-to-a-workspace). Once an agent is added to a workspace as a member, you can select it as an approver anywhere you'd choose a person: -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Workspaces**. 2. Click your workspace name. 3. Click **Workflows**. -4. Open the workflow you want to edit, or click **Add approval workflow** to create a new one. +4. Click the workflow you want to edit, or click **Add approval workflow** to create a new one. 5. Click **Approver**. 6. Choose the agent from the list of workspace members. 7. Click **Save**. The agent will receive each report submitted into the workflow and decide whether to **Approve** or **Reject** it based on its instructions. -For details on configuring approval workflows generally, see [Learn how to add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). +For details on configuring approval workflows generally, [learn how to add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). ## What happens after a Custom Agent reviews a report From 29670006dbb914d786395109e6ff2fe1e5030c85 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 17:36:08 -1000 Subject: [PATCH 10/11] Update Add-Approvals.md --- docs/articles/new-expensify/workspaces/Add-Approvals.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/workspaces/Add-Approvals.md b/docs/articles/new-expensify/workspaces/Add-Approvals.md index 7c064507519f..41e5eecb213e 100644 --- a/docs/articles/new-expensify/workspaces/Add-Approvals.md +++ b/docs/articles/new-expensify/workspaces/Add-Approvals.md @@ -60,13 +60,13 @@ Set up default or custom approval workflows to route expenses through one or mor **Note:** Custom workflows are only available on the Control plan. To enable custom workflows, upgrade to the Control plan in Settings > Billing & Subscriptions. -## Set a Custom Agent as Approver +## How to Set a Custom Agent as Approver You can select a Custom Agent as an approver in any workflow. Custom Agents are AI-powered virtual members that review reports and approve or reject them based on instructions you define. Custom Agents are added to workspaces and assigned as approvers the same way as other workspace members. Once a Custom Agent is a member of the workspace, you can select it anywhere you would normally choose an approver. -[Learn how to create and use Custom Agents](/articles/new-expensify/ai-agents/docs/articles/Create-and-Use-Custom-Agents). +[Learn how to create and use Custom Agents](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents). --- From 21923f2d1a417a64bf02190a8282c689352a96fb Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 17:36:20 -1000 Subject: [PATCH 11/11] Apply suggestions from code review Co-authored-by: github-actions[bot] <41898282+github-actions[bot]@users.noreply.github.com> --- docs/articles/new-expensify/workspaces/Workspace-Rules.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index cfa58d3dbb7f..a39f09666bfc 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -13,7 +13,7 @@ Workspace Rules let Admins enforce expense policies by setting custom requiremen You can also [add text or a PDF expense policy document](/articles/new-expensify/workspaces/Add-an-Expense-Policy-to-a-Workspace) to your workspace overview page so members can reference your company's expense guidelines. -If your approval requirements can't be handled using workspace rules alone, you can use a Custom Agent as an approver in your workflow. Custom Agents are AI-powered virtual members that review reports and approve or reject them based on instructions you define. [Learn how to create and use Custom Agents](/articles/new-expensify/ai-agents/docs/articles/Create-and-Use-Custom-Agents). +If your approval requirements can't be handled using workspace rules alone, you can use a Custom Agent as an approver in your workflow. Custom Agents are AI-powered virtual members that review reports and approve or reject them based on instructions you define. [Learn how to create and use Custom Agents](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents). ---