[No QA] [Hold for feature] Update help docs for Release 2: the new free Submit workspace - #92944
[No QA] [Hold for feature] Update help docs for Release 2: the new free Submit workspace#92944MelvinBot wants to merge 12 commits into
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Add a new getting-started article for the Submit workspace and document the free Submit plan, the Editor role, and the one-way upgrade to a paid plan. Co-authored-by: Garrett Knight <garrettmknight@users.noreply.github.com>
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| 2. Click **Explore all plans**. | ||
| 3. Choose the plan that best fits your needs. | ||
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| **Note:** A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To use a Submit workspace again, delete the upgraded workspace and create a new one. Upgrading can also happen automatically when someone enables a paid feature or when an approver approves a report — the person who upgrades becomes the workspace owner and admin, all other members are set to the Member role, and a 30-day free trial begins. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). |
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automatically
This isn't automatic, it's triggered by action. Remove.
— the person who upgrades becomes the workspace owner and admin, all other members are set to the Member role, and a 30-day free trial begins
This is unnecessary, remove it.
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Done in 2238190 — removed "automatically" and the trailing clause about owner/admin/Member roles and the 30-day trial. The sentence now reads: "Upgrading can also happen when someone enables a paid feature or when an approver approves a report."
| - Unlimited SmartScans | ||
| - Categories and tags | ||
| - Distance expenses | ||
| - Submitting expenses to an approver by email |
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by email
This is unnecessary, remove it.
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Done in 11ad75d — removed "by email". The bullet now reads: "Submitting expenses to an approver".
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| title: Submit Workspace | |||
| description: Learn how to use a free Submit workspace in New Expensify to code expenses, submit them to an approver by email, and track which reports have been paid. | |||
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Done in 11ad75d — removed "by email" from the article description.
| internalScope: Audience is employees who want to get reimbursed by their employer. Covers creating a Submit workspace, submitting expenses to an approver, and tracking payment. Does not cover Collect or Control workspace configuration. | ||
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| A Submit workspace is a free workspace in New Expensify for employees who want to get reimbursed by their employer. You can scan receipts, code your expenses with categories and tags, and submit reports to an approver by email — even if your company hasn't adopted Expensify yet. There's no cost to submit, and your approver doesn't need an account to receive your report. |
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Done in e65a894 — removed "by email" from this sentence. It now reads: "…and submit reports to an approver — even if your company hasn't adopted Expensify yet."
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| ## Who can use a Submit workspace | ||
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| - Anyone can create a free Submit workspace. You become the workspace owner and an Editor. |
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You become the workspace owner and an Editor.
This isn't relevant to the user. Remove it.
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Done in 11ad75d — removed "You become the workspace owner and an Editor." The bullet now reads: "Anyone can create a free Submit workspace."
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| - Anyone can create a free Submit workspace. You become the workspace owner and an Editor. | ||
| - Anyone on your company's email domain can join your Submit workspace and is added as an **Editor**. | ||
| - An **Editor** can configure the workspace (such as adding categories and tags) but cannot see other members' expenses or reports, and cannot change member roles or invite admins. |
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or invite admins.
We don't want to emphasize the concept of admins or owners here. Remove "or invite admins"
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Done in 11ad75d — removed "or invite admins". The sentence now ends: "…and cannot change member roles."
| During onboarding: | ||
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| 1. Sign up for New Expensify. | ||
| 2. When asked what you want to do, select **Get paid back by my employer**. |
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Get paid back by my employer
This has been updated to "Submit expenses to my employer"
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Done in 11ad75d — updated the onboarding option to "Submit expenses to my employer".
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| After your workspace is created, you're taken to your workspace **Categories** with the **#admins** room open so you can start configuring the workspace or submit your first expense. | ||
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| <!-- SCREENSHOT: |
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Unnecessary, doesn't really show anything helpful.
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Done in 11ad75d — removed the screenshot suggestion block.
| 3. Select an existing workspace member, or enter the email address of your approver. | ||
| 4. Confirm to submit the report. | ||
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| Your approver is remembered for next time, but you can change it before any submission. Your approver receives an email with an **Approve** button and a PDF copy of the report. They don't need an Expensify account to receive it. |
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Your approver is remembered for next time, but you can change it before any submission.
This sounds awkward. I think we can remove it and set this as point 5:
Your approver receives an email asking them to approve your expenses and a PDF copy of the report.
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Done in 11ad75d — removed the "remembered for next time" sentence and made the approver-email line step 5: "Your approver receives an email asking them to approve your expenses and a PDF copy of the report. They don't need an Expensify account to receive it."
| - All other members, including you, are set to the **Member** role. | ||
| - You'll receive a message from Concierge letting you know the workspace was upgraded. | ||
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| Until an approver upgrades, you can keep using the Submit workspace for free. |
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I think this last point is unnecessary, let's remove it.
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Done in 11ad75d — removed the closing "Until an approver upgrades, you can keep using the Submit workspace for free." line.
Co-authored-by: Garrett Knight <garrettmknight@users.noreply.github.com>
Co-authored-by: Garrett Knight <garrettmknight@users.noreply.github.com>
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@MelvinBot you still working on the changes? |
…screenshot block, reorder approver step, trim closing lines Co-authored-by: Garrett Knight <garrettmknight@users.noreply.github.com>
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Updated the title and description of the Submit Workspace article to better reflect its purpose and audience.
Concierge reviewer checklist:
For more detailed instructions on completing this checklist, see How do I review a HelpDot PR as a Concierge Team member? |
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@VictoriaExpensify Please copy/paste the Reviewer Checklist from here into a new comment on this PR and complete it. If you have the K2 extension, you can simply click: [this button] |
It's me, the changes have been implemented.
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@stephanieelliott or @VictoriaExpensify Can I get a second set of eyes on these updates? I think we're in good shape. |
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| # What the free Submit plan includes |
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Heading hierarchy violation: This adds a second # (H1) heading. Per HELP_AUTHORING_GUIDELINES.md Section 4, an article may have exactly one # heading (the title) plus an optional # FAQ — all other sections must use ##. Demote this to ## What the free Submit plan includes.
| 2. Click **Submit**. | ||
| 3. Select an existing workspace member, or enter the email address of your approver. | ||
| 4. Confirm to submit the report. | ||
| 5. Your approver receives an email asking them to approve your expenses and a PDF copy of the report. They don't need an Expensify account to receive it. |
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Step formatting: Step 5 is not an action the user takes — it describes system/approver behavior. Per HELP_AUTHORING_GUIDELINES.md Section 5, numbered steps must be action-oriented. Move this outcome into an explanatory sentence after the list (or into the "What happens..." section).
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I agree, i think we just move this out of the steps and to the bottom of this section.
| 2. Click **Explore all plans**. | ||
| 3. Choose the plan that best fits your needs. | ||
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| **Note:** A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To use a Submit workspace again, delete the upgraded workspace and create a new one. Upgrading can also happen when someone enables a paid feature or when an approver approves a report. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). |
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Cross-linking anchor text: The link "[how to use a Submit workspace]" is fine, but this Note packs multiple concepts (upgrade paths, delete/recreate, triggers) into a billing article that centers on a single workflow. Per HELP_AUTHORING_GUIDELINES.md Sections 1 and 7, keep cross-links focused on the dependency and avoid expanding scope — consider trimming to the upgrade-can't-be-reversed point plus the link, and let the linked article carry the detail.
HelpDot Documentation ReviewOverall AssessmentThis PR introduces documentation for the free Submit workspace plan: a new dedicated article plus supporting additions across the plan/pricing, plan-change, and member-management articles. The changes are cohesive, well cross-linked, and clearly explain the Submit workflow, roles, and upgrade behavior. The new Scores Summary
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Note: Detailed line-by-line feedback has been provided as inline comments. |
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| # What the free Submit plan includes |
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This new Submit-plan section is added to Plan-types-and-pricing, but docs/redirects.csv:713 still redirects this exact help URL to https://www.expensify.com/pricing (and .github/scripts/createHelpRedirects.sh uploads those entries as Cloudflare bulk redirects). In production, users following the app/help URL for plan types will be sent to the marketing pricing page instead of seeing the new Submit workspace details, so the release docs here won't be reachable until that redirect is removed or the content is moved to a non-redirected page.
Useful? React with 👍 / 👎.
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Hey @garrettmknight a heads up that the plans, pricing and subscription docs are currently being restructured (likely to be published this week): #95101. That will affect I think the cleanest way to handle this would be to:
What do you think? |
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Works for me! |
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@MelvinBot update this PR to remove the changes to |
…pricing.md Co-authored-by: Garrett Knight <garrettmknight@users.noreply.github.com>
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🤖 Done — reverted the changes to The PR now only touches:
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| 2. Click **Submit**. | ||
| 3. Select an existing workspace member, or enter the email address of your approver. | ||
| 4. Confirm to submit the report. | ||
| 5. Your approver receives an email asking them to approve your expenses and a PDF copy of the report. They don't need an Expensify account to receive it. |
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I agree, i think we just move this out of the steps and to the bottom of this section.
Co-authored-by: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com>
Co-authored-by: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com>
Co-authored-by: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com>
Corrected grammatical errors and improved clarity in the Submit Workspace documentation.
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All edits accepted, resolved conflicts, and updated a few small grammatical errors. @stephanieelliott ready for you again. |
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A preview of your ExpensifyHelp changes have been deployed to https://f1da643e.helpdot.pages.dev ⚡️ Updated articles: |
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Looks good -- approved! This just needs the ol' peer review from @VictoriaExpensify, but otherwise it is ready to merge! |
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Explanation of Change
Help site updates for Release 2 of the Bottom Up Submit Plan project: the launch of the new free Submit workspace. These docs give submitters a clear mental model for a free workspace that doesn't exist today, and update the surrounding plan/role/upgrade articles so they stay consistent once the feature ships.
What changed:
docs/articles/new-expensify/getting-started/Submit-Workspace.md: how to create a Submit workspace (onboarding "Get paid back by my employer" and the pricing page), join an existing one, submit an expense to an approver by email, mark a report as paid, and what happens when an approver upgrades. The new article is auto-discovered into thegetting-startedhub bycreateDocsRoutes, so no_routes.ymlchange is needed.This is a draft because it documents an unreleased feature. Before merging, please verify the exact in-product UI labels (button/section names, the onboarding option, and the pricing-page CTA) against the shipped product, since they were written from the design doc.
Fixed Issues
$ https://github.com/Expensify/Expensify/issues/646374
PROPOSAL:
Tests
// TODO: The human co-author must fill out the tests you ran before marking this PR as "ready for review"
// Please describe what tests you performed that validates your changes worked.
Offline tests
N/A — help site content only.
QA Steps
// TODO: The human co-author must fill out the QA tests you ran before marking this PR as "ready for review".
// Please describe what QA needs to do to validate your changes and what areas they need to test for regressions.