Update TEMPLATE.md to match help site governance

[stephanieelliott]

Explanation of Change

Update help site article template to match new help site governance

Fixed Issues

$ https://github.com/Expensify/Expensify/issues/605102
PROPOSAL: N/A

Tests

• Verify that no errors appear in the JS console

Offline tests

QA Steps

N/A, no tests

• 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 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.mp4

Android: mWeb Chrome

android.mweb.mp4

iOS: Native

iOS: mWeb Safari

MacOS: Chrome / Safari

web.mp4

[OSBotify]

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

Updated articles:

• HELP_AUTHORING_GUIDELINES
• TEMPLATE

[melvin-bot]

@ChavdaSachin 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]

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR makes two significant governance updates: (1) adding a new Cross-Linking Standards section to the authoring guidelines, and (2) overhauling the article template to replace the legacy structure (generic headings, Liquid includes, vague guidance) with a governance-aligned, AI-retrieval-optimized template. Both changes are well-motivated and represent a meaningful improvement to documentation standards. However, there are a few issues in the proposed changes that should be addressed before merging.

Scores Summary

• Readability: 8/10 - The proposed changes are clear, well-organized, and use concise imperative language appropriate for a governance spec. There is one duplicate bullet point in the template that should be corrected, and a few spots where the phrasing could be slightly tightened.
• AI Readiness: 9/10 - Strong improvements across both files. The new YAML metadata fields (keywords, internalScope) in the template directly support semantic retrieval. Cross-linking standards are well-designed to preserve topical precision. Headings are descriptive and task-based throughout. The internalScope format in the template matches the prescribed pattern.
• Style Compliance: 8/10 - The changes largely follow Expensify conventions. The template correctly removes Liquid includes (faq-begin.md/faq-end.md) and generic headings (Overview, Deep Dive, How-to). One style concern is the bold uppercase placeholder **ADD A SCREENSHOT HERE.** which conflicts with the existing HTML comment-based screenshot placeholder format defined in section 8 (now section 9) of the authoring guidelines.

Key Findings

Positive aspects:

• The Cross-Linking Standards section (new section 7 in HELP_AUTHORING_GUIDELINES.md) is thorough and well-structured. It covers when to link, anchor text rules, link formatting, link volume limits, and the optional Related Articles section. This fills a real gap in the existing guidelines.
• The TEMPLATE.md overhaul is a substantial improvement. Replacing generic headings like # Overview, # How-to, and # Deep Dive with task-based, feature-specific headings (## Who can use [exact feature name], ## How to [complete primary task using exact feature name], ## What happens after you [...]) directly enforces the governance rules from the authoring guidelines.
• The removal of {% include faq-begin.md %} and {% include faq-end.md %} Liquid tags aligns with the core authoring rule prohibiting Liquid includes.
• The embedded HTML comment block at the top of TEMPLATE.md provides excellent inline guidance for authors, including heading examples and rules, without rendering in the final output.
• The FAQ section in the template now uses descriptive, searchable headings (## Can members [...]?, ## Why can't I see [Feature Name]?) instead of being a generic freeform section.
• Adding "Cross-links follow Cross-Linking Standards" to the Pre-Publish Validation Checklist ties the new section into the existing quality gate.

Issues that should be addressed:

1. Duplicate bullet in TEMPLATE.md - In the ## Who can use [exact feature name] section, the line - Plan limitations (Free, Collect, Control, Track, Submit, Annual Subscription, pay-per-use) appears twice consecutively. One instance should be removed.

2. Screenshot placeholder inconsistency - The template uses **ADD A SCREENSHOT HERE.** as a bold rendered line, but the authoring guidelines (section 8/now section 9) explicitly require screenshot placeholders to use HTML comments (<!-- SCREENSHOT: ... -->) so they are "invisible in the rendered HelpDot article." The template should use the HTML comment format defined in the guidelines to maintain consistency, or at minimum, include an HTML comment example alongside the bold text reminder.

3. Missing blank line before # 7. Cross-Linking Standards - In HELP_AUTHORING_GUIDELINES.md, the new section heading # 7. Cross-Linking Standards is added directly after the --- separator without a blank line preceding it (the old file had a blank line before # 7. Screenshot Placeholder Format). While this renders correctly in most Markdown parsers, maintaining consistent spacing with the rest of the document would be cleaner.

4. Template # FAQ heading uses # (H1) - The template uses # FAQ as a top-level heading. The authoring guidelines state articles should have "One primary # heading" (section 4). Using # FAQ introduces a second H1 in the document. Consider whether this should be ## FAQ for consistency, or whether the governance intentionally allows # FAQ as an exception.

Recommendations

1. [Must fix] Remove the duplicate Plan limitations bullet in the ## Who can use [exact feature name] section of TEMPLATE.md.
2. [Should fix] Align the screenshot placeholder in TEMPLATE.md with the HTML comment format prescribed in section 8 (now section 9) of HELP_AUTHORING_GUIDELINES.md.
3. [Should fix] Evaluate whether # FAQ should be ## FAQ to comply with the single-H1 rule in the authoring guidelines, or explicitly document that FAQ is an allowed exception.
4. [Consider] Add a blank line before # 7. Cross-Linking Standards in HELP_AUTHORING_GUIDELINES.md to match the spacing pattern used by other section headings in the document.

Files Reviewed

• docs/HELP_AUTHORING_GUIDELINES.md - New Cross-Linking Standards section (section 7) is well-written and comprehensive. Section renumbering (7 to 8, 8 to 9) is correctly applied. Checklist update is appropriate. Minor spacing inconsistency noted.
• docs/TEMPLATE.md - Major structural overhaul that successfully modernizes the template. Contains one duplicate bullet and a screenshot placeholder format inconsistency that should be resolved. The FAQ heading level warrants clarification.

Review generated by HelpDot Summary Reviewer.

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[ChavdaSachin]

Reviewer Checklist

• I have verified the author checklist is complete (all boxes are checked off).
• I verified the correct issue is linked in the ### Fixed Issues section above
• I verified testing steps are clear and they cover the changes made in this PR
  • I verified the steps for local testing are in the Tests section
  • I verified the steps for Staging and/or Production testing are in the QA steps section
  • I verified the steps cover any possible 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 checked that screenshots or videos are included for tests on all platforms
• I included screenshots or videos for tests on all platforms
• I verified that the composer does not automatically focus or open the keyboard on mobile unless explicitly intended. This includes checking that returning the app from the background does not unexpectedly open the keyboard.
• I verified tests pass on all platforms & I tested again on:
  • Android: HybridApp
  • Android: mWeb Chrome
  • iOS: HybridApp
  • iOS: mWeb Safari
  • MacOS: Chrome / Safari
• If there are any errors in the console that are unrelated to this PR, I either fixed them (preferred) or linked to where I reported them in Slack
• I verified proper code patterns were followed (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
  • 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 verified that this PR follows the guidelines as stated in the Review Guidelines
• I verified other components that can be impacted by these changes have been tested, and I retested again (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar have been tested & I retested again)
• 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
• If a new component is created I verified that:
  • A similar component doesn't exist in the codebase
  • All props are defined accurately and each prop has a /** comment above it */
  • The file is named correctly
  • The component has a clear name that is non-ambiguous and the purpose of the component can be inferred from the name alone
  • The only data being stored in the state is data necessary for rendering and nothing else
  • For Class Components, any internal methods passed to components event handlers are bound to this properly so there are no scoping issues (i.e. for onClick={this.submit} the method this.submit should be bound to this in the constructor)
  • Any internal methods bound to this are necessary to be bound (i.e. avoid this.submit = this.submit.bind(this); if this.submit is never passed to a component event handler like onClick)
  • All JSX used for rendering exists in the render method
  • The component has the minimum amount of code necessary for its purpose, and it is broken down into smaller components in order to separate concerns and functions
• 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 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.
• For any bug fix or new feature in this PR, I verified that sufficient unit tests are included to prevent regressions in this 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.
• I have checked off every checkbox in the PR reviewer checklist, including those that don't apply to this PR.

Screenshots/Videos

N/A

[melvin-bot]

@chiragsalian 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]

[melvin-bot]

🎯 @ChavdaSachin, thanks for reviewing and testing this PR! 🎉

An E/App issue has been created to issue payment here: #83979.

[OSBotify]

🚀 Deployed to staging by https://github.com/chiragsalian in version: 9.3.32-0 🚀

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

[OSBotify]

🚀 Deployed to production by https://github.com/blimpich in version: 9.3.32-3 🚀

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