[No QA] Update Workspace-Workflows.md

[stephanieelliott]

Update to mention over limit approver

Explanation of Change

Fixed Issues

$
PROPOSAL:

Tests

• Verify that no errors appear in the JS console

Offline tests

QA Steps

// TODO: These must be filled out, or the issue title must include "[No QA]."

• Verify that no errors appear in the JS console

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 verified there are no new alerts related to the canBeMissing param for useOnyx
• I followed proper code patterns (see Reviewing the code)
  • I verified that any callback methods that were added or modified are named for what the method does and never what callback they handle (i.e. toggleReport and not onIconClick)
  • 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 shown in the product is localized by adding it to src/languages/* files and using the translation method
    • If any non-english text was added/modified, I used JaimeGPT to get English > Spanish translation. I then posted it in #expensify-open-source and it was approved by an internal Expensify engineer. Link to Slack message:
  • I verified all numbers, amounts, dates and phone numbers shown in the product are using the localization methods
  • 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)
  • I verified proper file naming conventions were followed for any new files or renamed files. All non-platform specific files are named after what they export and are not named "index.js". All platform-specific files are named for the platform the code supports as outlined in the README.
  • I verified the JSDocs style guidelines (in STYLE.md) were followed
• 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)
• I verified all code is DRY (the PR doesn't include any logic written more than once, with the exception of tests)
• I verified any variables that can be defined as constants (ie. in CONST.ts or at the top of the file that uses the constant) are defined as such
• I verified that if a function's arguments changed that all usages have also been updated correctly
• If any new file was added I verified that:
  • The file has a description of what it does and/or why is needed at the top of the file if the code is not self explanatory
• 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.
• If a new page is added, I verified it's using the ScrollView component to make it scrollable when more elements are added to the page.
• 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

[github-actions]

Heading level violation: This should be ## (H2) instead of # (H1). The document structure should use:

• # for the main title (already used for "Enable Workflows")
• ## for main sections
• This creates better hierarchy for AI parsing and readability.

[github-actions]

Vague heading violation (AI Readiness): The heading "Add Approvals" should be "How to Add Approvals" to be more descriptive and action-oriented. This helps AI systems and users understand the section's purpose immediately. You've correctly updated the other sections ("How to Set a Submission Frequency", "How to Set Up a Payment Account"), but this one was missed in line 37.

[github-actions]

Terminology violation: Use "workspace member" instead of "Workspace Admin" in the original text. The updated line 41 (after changes) correctly says "any workspace member can be selected" - ensure this is consistent with Expensify style where:

• "Member" is preferred over "User"
• Role names should match official terminology

Note: The new version correctly uses "workspace member" - this is good!

[github-actions]

Heading level violation: This should be ## (H2) instead of # (H1). The document should only have one H1 title at the top (implied by YAML), with all major sections as H2. This maintains proper hierarchy for both readability and AI parsing.

[github-actions]

Inconsistent heading format: This section heading is now "## Submission Frequency" while the updated sections use "How to" format ("How to Set a Submission Frequency", "How to Add Approvals", "How to Set Up a Payment Account"). For consistency and better AI readability, consider updating this to "## How to Set a Submission Frequency" to match the pattern used elsewhere in the document.

[github-actions]

Grammar/punctuation inconsistency: The list items use inconsistent punctuation. Line 47 uses a period at the end ("Instantly - Expenses are submitted upon creation.") while most other items don't. For consistency and scannability, either add periods to all items or remove them from all - typically bullet points that are complete sentences should all have periods.

[github-actions]

Punctuation inconsistency: The link text should include a period at the end if it's a complete sentence, or match the formatting of similar links in the document. Line 44 and 72 have similar reference links - ensure consistent formatting throughout.

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR makes targeted improvements to the Workspace Workflows documentation by adding information about the over-limit approver feature, improving heading hierarchy, and adding cross-references to related articles. The changes are generally positive and enhance the document's usability, though there are a few areas that need attention before merging.

Scores Summary

• Readability: 8/10 - The content is clear and well-organized, but the heading hierarchy changes create inconsistency with the document structure
• AI Readiness: 7/10 - Good improvements with descriptive headings, but the mixed heading levels create structural confusion
• Style Compliance: 7/10 - Content follows Expensify style, but has terminology and formatting issues that need correction

Key Findings

Positive aspects:

• Added important information about over-limit approver functionality
• Included helpful cross-references to related documentation
• More descriptive section headings improve scannability
• Updated approver selection to be more accurate

Issues that must be addressed:

1. Heading Hierarchy Inconsistency - The document now mixes level 1 and level 2 top-level headings, which breaks the standard structure. All main sections should consistently use level 1 headings per HelpDot standards.

2. Terminology Inconsistency - Line 42 uses lowercase workspace member but should match the capitalized Workspace Admin style used elsewhere in the document.

3. Redundant Cross-Reference - Line 59 links to the same section within the same document. This self-reference adds no value and should link to external resources or be removed.

4. Missing Context - Line 40 mentions the new over-limit approver feature but lacks details about why this is useful.

Recommendations

Priority 1 (Must fix before merge):

1. Standardize all main section headings to use level 1 consistently
2. Capitalize Workspace Member on line 42 to match style guide
3. Remove or replace the self-referencing link on line 59

Priority 2 (Nice to have):

1. Add brief context about why over-limit approver is useful
2. Consider whether How to prefixes are necessary for all sections
3. Verify all cross-reference links are valid and point to published articles

Files Reviewed

• /docs/articles/new-expensify/workspaces/Workspace-Workflows.md - Documentation update with structural and content improvements needed

Overall Recommendation

Request Changes - The content additions are valuable, but the heading hierarchy inconsistency and terminology issues should be resolved before merging to maintain documentation quality standards.

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://60904e53.helpdot.pages.dev ⚡️

Updated articles:

• articles/new-expensify/workspaces/Workspace-Workflows

[OSBotify]

🚀 Deployed to staging by https://github.com/stephanieelliott in version: 9.3.21-0 🚀

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

[OSBotify]

🚀 Deployed to production by https://github.com/mountiny in version: 9.3.21-4 🚀

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