[No QA] Update Workspace-Rules.md for merchant rules

[stephanieelliott]

Product change issue: https://github.com/Expensify/Expensify/issues/589496
Resource Management issue: https://github.com/Expensify/Expensify/issues/590694
Design image request: https://github.com/Expensify/Expensify/issues/new

I will add the images separately, no need to block the PR on that

Just noting this includes changes made in another in-progress PR, which is just held on an updated image and will be merged shortly: #81772

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://1e2e18b7.helpdot.pages.dev ⚡️

Updated articles:

• articles/expensify-classic/expenses/Expense-Rules
• articles/new-expensify/reports-and-expenses/Create-an-Expense
• articles/new-expensify/workspaces/Create-expense-categories
• articles/new-expensify/workspaces/Create-expense-tags
• articles/new-expensify/workspaces/Workspace-Merchant-Rules
• articles/new-expensify/workspaces/Workspace-Rules

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR introduces Workspace Merchant Rules, a new feature for automating expense coding based on merchant names at the workspace level. The documentation includes a new comprehensive article and updates to 4 existing articles to distinguish between personal rules, learned automation, and workspace-level merchant rules. The changes are well-structured and provide clear guidance for this new feature.

Scores Summary

• Readability: 9/10 - Clear, well-organized content with consistent structure and logical flow. Minor opportunities for simplification in a few areas.
• AI Readiness: 8/10 - Strong metadata, descriptive headings, and clear context. Could benefit from slightly more explicit feature differentiation in some sections.
• Style Compliance: 9/10 - Excellent adherence to Expensify voice, proper terminology usage, and consistent formatting throughout.

Key Findings

Strengths:

• Clear distinction between personal expense rules (Expensify Classic) and Workspace Merchant Rules (New Expensify)
• Comprehensive new article with proper YAML metadata and internalScope
• Consistent heading hierarchy (# and ## only) across all files
• Helpful cross-references between related features
• Good use of bold formatting for emphasis on key terms
• Well-structured FAQ sections addressing common questions

Areas for Improvement:

• Minor inconsistency: "How to" appears in some headings in Workspace-Rules.md but not in the new Workspace-Merchant-Rules.md file
• The note in Expense-Rules.md could be positioned before the introduction paragraph for better visibility
• Some sentences could be simplified for even better readability (detailed in inline comments)
• The new file lacks a "When" or "How" prefix for the "Set Up Workspace Merchant Rules" section

Critical Items:

• None - all content is accurate and functional

Recommendations

1. Consistency: Consider adding "How to" prefix to the "Set Up Workspace Merchant Rules" heading to match the style in Workspace-Rules.md
2. Visibility: Move the important note about personal vs workspace rules higher in Expense-Rules.md (before the introduction paragraph)
3. Simplification: Review sentences with multiple clauses for potential simplification (specific examples provided in inline comments if added)
4. Cross-linking: Excellent job with cross-references - maintain this pattern in future updates

Files Reviewed

• ✅ docs/articles/expensify-classic/expenses/Expense-Rules.md - Good addition of distinguishing note
• ✅ docs/articles/new-expensify/workspaces/Create-expense-categories.md - Clear distinction between learned categorization and merchant rules
• ✅ docs/articles/new-expensify/workspaces/Create-expense-tags.md - Consistent with categories article
• ✅ docs/articles/new-expensify/workspaces/Workspace-Merchant-Rules.md - Comprehensive new article with strong structure
• ✅ docs/articles/new-expensify/workspaces/Workspace-Rules.md - Extensive updates with good organization and new FAQ entries

Overall Score: 8.7/10

This documentation effectively introduces a significant new feature with clarity and proper context. The updates maintain consistency across related articles and provide users with the information needed to understand and use Workspace Merchant Rules effectively.

[JmillsExpensify]

For the workspace merchant rules page, let's be sure to add another bullet for changing the billable status of expenses.

[stephanieelliott]

@JmillsExpensify is that coming in a future release? I don't see the billable flag when I test this on staging:

[stephanieelliott]

Assuming billable is coming soon, I added it to the list! You should be able to merge if all looks good.

[JmillsExpensify]

This is what we currently support.

[JmillsExpensify]

You have to enable tax and billable in the workspace for them to appear; they aren't enabled by default.

[stephanieelliott]

Ok cool, as long as we know it's there! Updated the file to add billable to the list. Feel free to merge if all looks good.

[JmillsExpensify]

Don't forget tax

[stephanieelliott]

Oop! got it

[stephanieelliott]

Reviewer Checklist

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Screenshots/Videos

Android: HybridApp

Android: mWeb Chrome

iOS: HybridApp

iOS: mWeb Safari

MacOS: Chrome / Safari

[stephanieelliott]

Ok @JmillsExpensify should be set now - Billable and Tax included:

[JmillsExpensify]

All looks good! Thanks

[JmillsExpensify]

All checks passed.

[OSBotify]

🚀 Deployed to staging by https://github.com/JmillsExpensify in version: 9.3.18-0 🚀

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

[OSBotify]

🚀 Deployed to production by https://github.com/lakchote in version: 9.3.18-8 🚀

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