[No QA] Docs updates for E/A#98662 Tabbed Rules and Workflows help site updates

[MelvinBot]

Explanation of Change

#98662 removed the rulesRevamp beta, so the revamped Rules and Workflows pages are now the default for every workspace and the pre-revamp screens are gone. The help site still described the old single-page layouts, so this PR updates the affected articles under docs/articles to match the shipped UI.

What changed in the product, and how the docs now reflect it:

• Rules is a tabbed page. The tabs are General, Card restrictions, Expense defaults, Field requirements, Flag for review, and Agents. Workspace-Rules.md was rewritten around those tabs, with the row labels that actually ship on the General tab (Flag expenses older than, Flag expenses above amount, Flag receipt line items, Require receipts, Require fields for all expenses, Cash expenses, Billable expenses, Require company cards for all purchases, eReceipts, Attendee tracking, Public receipt visibility).
• Rules is no longer Control-only. canPolicyAccessFeature now allows Rules on Collect as well as Control, but on Collect only Require fields for all expenses and Billable expenses work — everything else prompts a Control upgrade. The plan wording in Workspace-Rules.md was corrected accordingly.
• Workflows is a tabbed page. The tabs are Submissions, Approvals, Payments, and Advanced. Report-level rules (Prevent self-approvals, Auto-approve compliant reports, Auto-pay approved reports) now live on Advanced, so they moved out of Workspace-Rules.md and into Workspace-Workflows.md, and Add-Approvals.md navigation was updated to name the tab.
• Category settings moved to Rules. The category page no longer has Default tax rate, Flag amounts over, Require receipts over, Require itemized receipts over, or Require fields. Those are now rules created from the Category rules section or the matching Rules tab, which Create-expense-categories.md now documents.
• Require categories / require tags moved to Rules. The toggles in Categories > Settings and Tags > Settings are gone; requiring a category or tag is now the Require fields for all expenses rule on the General tab. Require-tags-and-categories-for-expenses.md was rewritten around that.
• Default spend categories moved to Rules. MCC defaults are now rules on the Expense defaults tab with a condition of Merchant type is, so both Require-tags-and-categories-for-expenses.md and Create-expense-categories.md point there instead of Categories > Settings.
• Merchant rules and Expensify Card spend rules moved into tabs. The Merchant section is now the Expense defaults tab and the Spend section is now the Card restrictions tab, so Workspace-Merchant-Rules.md, Import-Merchant-Rules.md, and Expensify-Card-Spend-Rules.md were updated.
• Prohibited expenses is now Flag receipt line items on the General tab, so Prohibited-Expense-Rule.md was rewritten around the shipped label. It also now lists Gift card purchases and states that Gambling and Adult entertainment are on by default, matching CONST.POLICY.DEFAULT_PROHIBITED_EXPENSES.
• Split-Expenses.md referenced the old Cash expense default label, now Cash expenses.

Every feature name, tab name, section name, and button label above was verified against the live UI built from the head of #98662 (48a5628) and cross-checked against src/languages/en.ts. The rewritten articles follow docs/HELP_AUTHORING_GUIDELINES.md, docs/HELPSITE_NAMING_CONVENTIONS.md, and docs/TEMPLATE.md — a single # title plus # FAQ, task-based ## headings, and screenshot suggestions as non-rendered HTML comments. Articles that only needed navigation corrections were edited in place rather than restructured, to keep the diff reviewable.

No article was added, removed, or renamed, so docs/_data/routes.yml is unchanged and no redirects are needed.

Fixed Issues

$ #97686
$ #98699
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 changed worked.

• Verify that no errors appear in the JS console

Offline tests

Not applicable. This PR only changes Markdown files under docs/articles; it ships no app code.

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 do they need to test for regressions.

• Verify that no errors appear in the JS console

AI Tests

Run locally against the changed files:

• npm run createDocsRoutes — passed, produced no diff, so the routes file is up to date.
• npm run spell-changed — passed, 10 files checked, 0 issues.

App unit tests, lint, and typecheck were not run: this PR changes no TypeScript, JavaScript, or configuration, only Markdown help-site articles.

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: mWeb Chrome
  • iOS: Native
  • iOS: mWeb Safari
  • MacOS: Chrome / Safari
• 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 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 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 either coming verbatim from figma or has been approved by marketing (in order to get marketing approval, ask the Bug Zero team member to add the Waiting for copy label to the issue)
• 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)
• 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(theme.componentBG))
• If new assets were added or existing ones were modified, I verified that:
  • The assets are optimized and compressed (for SVG files, run npm run compress-svg)
  • The assets load correctly across all supported platforms.
• 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 the PR modifies the UI (e.g. new buttons, new UI components, changing the padding/spacing/sizing, moving components, etc) or modifies the form input styles:
  • I verified that all the inputs inside a form are aligned with each other.
  • I added Design label and/or tagged @Expensify/design so the design team can review the changes.
• I added unit tests for any new feature or bug fix in this PR to help automatically prevent regressions in this user flow.
• 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.

Screenshots/Videos

Android: Native

Android: mWeb Chrome

iOS: Native

iOS: mWeb Safari

MacOS: Chrome / Safari

---

@Krishna2323, please review the files changed and confirm they reflect the current behavior. Then post a new comment saying @MelvinBot mark this PR as ready for review.

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://a959ba6e.helpdot.pages.dev ⚡️

Updated articles:

• articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules
• articles/new-expensify/reports-and-expenses/Split-Expenses
• articles/new-expensify/workspaces/Add-Approvals
• articles/new-expensify/workspaces/Create-expense-categories
• articles/new-expensify/workspaces/Import-Merchant-Rules
• articles/new-expensify/workspaces/Prohibited-Expense-Rule
• articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses
• articles/new-expensify/workspaces/Workspace-Merchant-Rules
• articles/new-expensify/workspaces/Workspace-Rules
• articles/new-expensify/workspaces/Workspace-Workflows

[melvin-bot]

Concierge reviewer checklist:

• I have verified the accuracy of the article
  • The article is within a hub that makes sense, and the navigation is correct
  • All processes, screenshots, and examples align with current product behavior.
  • All links within the doc have been verified for correct destination and functionality.
• I have verified the readability of the article
  • The article's language is clear, concise, and free of jargon.
  • The grammar, spelling, and punctuation are correct.
  • The article contains at least one image, or that an image is not necessary
• I have verified the formatting of the article
  • The article has consistent formatting (headings, bullet points, etc.) with other HelpDot articles and that aligns with the HelpDot formatting standards.
  • The article has proper text spacing and breaks for readability.
• I have verified the article has the appropriate tone and style
  • The article's tone is professional, friendly, and suitable for the target audience.
  • The article's tone, terminology, and voice are consistent throughout.
• I have verified the overall quality of the article
  • The article is not missing any information, nor does it contain redundant information.
  • The article fully addresses user needs.
• I have verified that all requested improvements have been addressed

For more detailed instructions on completing this checklist, see How do I review a HelpDot PR as a Concierge Team member?

cc @bfitzexpensify

[melvin-bot]

@Krishna2323 @situchan @bfitzexpensify One of you needs to 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]

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR updates 9 help-site articles to reflect the shipped tabbed Rules and Workflows pages after the rulesRevamp beta was removed. The changes are largely navigation and terminology corrections, with two full rewrites (Workspace-Rules.md, Require-tags-and-categories-for-expenses.md) and one substantial rewrite (Prohibited-Expense-Rule.md). The work is high quality: it consistently names the exact tabs, sections, and button labels, and it brings several articles into structural compliance with the governance spec (single # title, task-based ## headings, internalScope metadata).

Scores Summary

• Readability: 9/10 - Steps are sequential and action-oriented, tab navigation is explained clearly, and notes/cross-links are well placed. The Workspace-Rules.md rewrite is well organized around the six tabs.
• AI Readiness: 9/10 - Strong structural gains: Prohibited-Expense-Rule.md, Require-tags-and-categories-for-expenses.md, Workspace-Rules.md, and Workspace-Workflows.md collapse multiple # section headings into a single # title plus # FAQ, headings are task-based (How/What/Where/Who), full feature names are used, and internalScope was added where it was missing (Require-tags) and refreshed elsewhere. Keywords were expanded to match real search intent.
• Style Compliance: 8/10 - UI labels are exact and verified against src/languages/en.ts (Card restrictions, Expense defaults, Field requirements, Flag for review, Advanced, Cash expenses, More features, Add bank account, etc.). Navigation phrasing follows the unified web/mobile pattern. Minor gaps below.

Key Findings

• Excellent adherence to the Core UI Referencing Rules: old generic phrasing ("Under the Spend section", "the search field", "Connect Bank Account") was replaced with exact labels ("Card restrictions tab", "Find rule field", "Add bank account").
• Governance-aligned structural cleanup beyond what the product change strictly required — converting stray # headings to ## and adding internalScope improves retrieval and was the right call.
• Anchor text is descriptive throughout ("Learn how to configure Workspace Rules", "Learn how Merchant Rules work"), and the intra-doc anchor #how-to-enable-workspace-rules was updated consistently across the linking articles.
• Minor: a few modified/nearby headings retain Title Case rather than Sentence case (e.g. in Add-Approvals.md: "Set a Custom Workflow for Specific Members", "Edit a Workflow", "Delete a Workflow"). Most predate this PR, but the diff touches steps under them without correcting the casing, while the rewritten files (Workspace-Rules, Require-tags) correctly use Sentence case. This creates slight inconsistency across the set.
• Minor: Create-expense-categories.md in the Category Rules section presents two separate numbered lists (a 1-4 list, then another 1-4 list) under one ## heading without a connecting heading, which reads slightly disjointed compared to the cleaner tab-by-tab structure elsewhere.

Recommendations

• For consistency with the rewritten articles and the Button/Tab naming standards, apply Sentence case to the headings that were touched in Add-Approvals.md.
• In Create-expense-categories.md, add a short transition or sub-structure between the "set options on the category" list and the "create a rule" list so the two procedures read as distinct.
• No blocking issues. Screenshot placeholders correctly use non-rendered HTML comments with a concrete Purpose, per the spec.

Files Reviewed

• Expensify-Card-Spend-Rules.md — Navigation-only updates to Card restrictions tab and Find rule/Custom rules labels. Accurate.
• Split-Expenses.md — Single label fix (Cash expense default -> Cash expenses). Correct.
• Add-Approvals.md — Approvals/Advanced tab navigation added. Accurate; Title Case headings remain.
• Create-expense-categories.md — Category Rules and MCC-default flows repointed to Rules tabs. Accurate; two-list section slightly disjointed.
• Import-Merchant-Rules.md — Expense defaults tab + anchor fix. Correct.
• Prohibited-Expense-Rule.md — Rewritten around Flag receipt line items; single # + FAQ, task-based headings, default categories corrected. Strong.
• Require-tags-and-categories-for-expenses.md — Rewritten around Require fields for all expenses; added internalScope, single #. Strong.
• Workspace-Merchant-Rules.md — Expense defaults tab navigation + anchor fix. Correct.
• Workspace-Rules.md — Full rewrite around six tabs; plan wording corrected for Collect/Control; structural compliance improved. Strong.
• Workspace-Workflows.md — Added Advanced tab, tab-based navigation, single #, More features fix. Strong.

Note: This is a summary review. Specific inline suggestions can be added on the flagged lines if desired.

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[OSBotify]

🚀 Deployed to staging by https://github.com/stephanieelliott in version: 9.4.81-0 🚀

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

[OSBotify]

🚀 Deployed to production by https://github.com/luacmartins in version: 9.4.81-1 🚀

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

[OSBotify]

🚀 Deployed to production by https://github.com/luacmartins in version: 9.4.81-1 🚀

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