Create docs work Merchant workspace rules release#84670
Create docs work Merchant workspace rules release#84670stephanieelliott wants to merge 1 commit intomainfrom
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| NS0510: Your NetSuite role doesn’t have access to this record. Please ensure the Expensify bundle is up to date and that your role has the required token permissions. |
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Readability violation: The error message text on these lines is not visually distinguished from the surrounding prose. Consider wrapping it in a blockquote (>) or a code block so readers can immediately identify it as the literal error message they would see in the product.
For example:
| NS0510: Your NetSuite role doesn’t have access to this record. Please ensure the Expensify bundle is up to date and that your role has the required token permissions. | |
| > NS0510: Your NetSuite role doesn't have access to this record. Please ensure the Expensify bundle is up to date and that your role has the required token permissions. |
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| **Update the Expensify Connect Bundle** | ||
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| 1. Log in to **NetSuite** as an Administrator. |
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Heading level violation: This bold text acts as a sub-section heading but uses **bold** formatting instead of a proper Markdown heading (e.g., ### Update the Expensify Connect Bundle). Using actual heading levels improves scannability, accessibility, and AI discoverability. The same issue applies to "Update NetSuite Role Permissions" on line 56.
| **Note:** Workspace Merchant Rules are only available after **Workspace Rules** are enabled for the workspace. If you don't see the Merchant Rules section, first [enable Workspace Rules](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Rules#enable-workspace-rules). | ||
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Button label violation / Formatting: Two issues on this line:
- Per Expensify style guidelines, button labels at the end of flows should use "Confirm" rather than "Save". If the in-product button literally says "Save Rule", this is acceptable, but please verify the actual button label matches.
- This step is missing a period at the end, which is inconsistent with all other numbered steps in this section.
| 9. Select **Save Rule**. |
| internalScope: Audience is Workspace Admins on the Control plan. Covers enabling and using Workspace Merchant Rules to apply consistent expense coding based on merchant name. Does not cover personal expense rules, Category Rules, Tag Rules, or troubleshooting rule conflicts. | ||
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| Enable Workspace Merchant Rules to help Workspace Admins standardize how expenses from common merchants are coded across the workspace. These rules automatically apply consistent categories, tags, and other expense fields based on the merchant name, reducing manual cleanup and improving reporting accuracy. |
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AI Readiness violation: The article body begins with a paragraph before any H1 heading. Articles should open with an H1 heading (e.g., # Workspace Merchant Rules) before the introductory paragraph to provide clear document structure for both readers and AI retrieval systems. The first # heading doesn't appear until line 14 ("# How to create Workspace Merchant Rules"), which means the opening two paragraphs are orphaned outside any heading hierarchy.
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| ## How to use Workspace Merchant Rules |
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AI Readiness violation: The heading "How to use Workspace Merchant Rules" is misleading -- the content below it covers best practices and testing tips, not actual usage instructions. A more descriptive heading would improve clarity and AI discoverability.
| ## How to use Workspace Merchant Rules | |
| ## Best practices for Workspace Merchant Rules |
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| # FAQ | ||
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Readability violation: The FAQ question uses inconsistent title-casing ("Who Can Enable") compared to other FAQ questions in this section that use sentence-casing (e.g., "What fields can..."). Use consistent sentence-casing for all FAQ questions.
| ## Who can enable Workspace Merchant Rules? |
| Workspace Admins can create explicit [**Workspace Merchant Rules**](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Merchant-Rules) to apply consistent tags based on merchant name across all workspace expenses. | ||
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| - Rules apply to all expenses across the entire workspace. | ||
| - Rules take precedence over learned suggestions |
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Readability violation: This bullet point is missing a period at the end. All other bullets in this section and the corresponding section in Create-expense-categories.md end with periods.
| - Rules take precedence over learned suggestions | |
| - Rules take precedence over learned suggestions. |
| - **Merchant-based automation** – Automatically apply categories, tags, and other fields using Workspace Merchant Rules. | ||
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Markdown formatting violation: The image filename appears to contain a pipe character (|) which is likely a typo. The filename ExpensifyHelp-FlagExpensesMissing|temizedReceipts_01.png should probably be ExpensifyHelp-FlagExpensesMissingItemizedReceipts_01.png. The pipe character will break the image rendering in Markdown since | is a special character in Markdown table syntax.
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| - **Merchant** to update the merchant name. | ||
| - **Category** to update the expense category. | ||
| - **Tag** to update the expense tag. | ||
| - **Tax** to update the tax rate (Tax must be enabled on the workspace). |
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Readability violation: The numbered step uses the word "update" for every field option, which becomes repetitive across 7 sub-bullets. Consider using "set" or "apply" instead to reduce the monotonous phrasing, e.g., "Category to set the expense category." This would also better match the article's own language elsewhere ("apply consistent categories, tags...").
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| **Update NetSuite Role Permissions** | ||
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Heading level violation: Same issue as line 36 -- this bold text acts as a sub-section heading under "## How to Fix the NS0510 Export Error" but uses **bold** instead of a proper heading level like ### Update NetSuite Role Permissions. Using real heading levels enables proper table-of-contents generation and improves AI discoverability.
| ### Update NetSuite Role Permissions |
| ## Do Workspace Merchant Rules change how members submit expenses? | ||
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| No. Employees submit expenses the same way as before. Workspace Merchant Rules run automatically in the background. | ||
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Terminology inconsistency: This answer uses "Employees" while the rest of the article consistently uses "members" (e.g., lines 9, 10, 66, 75, 86). For consistency and to match Expensify's preferred terminology, consider using "members" here as well.
| No. Members submit expenses the same way as before. Workspace Merchant Rules run automatically in the background. |
| Workspace Merchant Rules: | ||
| - Apply when an expense is created | ||
| - Work at the workspace level (not per member) | ||
| - Don't change how employees submit expenses |
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Terminology inconsistency: This bullet uses "employees" while Expensify documentation for New Expensify consistently refers to "members." Consider updating for consistency.
| - Don't change how employees submit expenses | |
| - Don't change how members submit expenses |
HelpDot Documentation ReviewOverall AssessmentThis PR introduces documentation for the new Workspace Merchant Rules feature across 7 files: one primary new article, one supporting new troubleshooting article (NS0510), and five cross-reference updates to existing documentation. The writing is clear, well-organized, and consistent in terminology. The primary new article (Workspace-Merchant-Rules.md) is thorough and well-structured with practical examples, step-by-step instructions, and a comprehensive FAQ. Cross-references are thoughtfully placed in related articles. A few minor issues were identified. Scores Summary
Key FindingsStrengths:
Issues to address:
Minor observations:
Recommendations
Files Reviewed
Note: Detailed line-by-line feedback has been provided as inline comments. |
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| # FAQ | ||
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Readability violation: FAQ questions should use sentence case, not title case. "Does NS0510 Mean My Integration Is Broken?" should be written as "Does NS0510 mean my integration is broken?" The same issue applies to "Does Multi-Currency Affect Token Permissions?" on line 84.
| ## Does NS0510 mean my integration is broken? |
| ## Does NS0510 Mean My Integration Is Broken? | ||
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| No. This error indicates a permission or bundle configuration issue in NetSuite. | ||
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Readability violation: FAQ question should use sentence case for consistency.
| ## Does Multi-Currency affect token permissions? |
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| 1. In Expensify, go to **Settings**. | ||
| 2. Select **Workspaces**. | ||
| 3. Select your Workspace. | ||
| 4. Click **Accounting**. | ||
| 5. Click **Sync Now**. |
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Readability violation: These six steps (lines 69-74) are an exact duplicate of lines 47-52. Consider extracting the shared "sync and retry" instructions into a single section at the end of the article (e.g., "## After updating, sync Expensify with NetSuite") and referencing it from both fix sections. This reduces redundancy and makes future edits easier.
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| - **eReceipts** – Enable automatic receipt generation for all USD card transactions up to $75 (requires USD as default currency). | ||
| - **Merchant-based automation** – Automatically apply categories, tags, and other fields using Workspace Merchant Rules. | ||
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The newly added image link uses ExpensifyHelp-FlagExpensesMissing|temizedReceipts_01.png (with |temized), but the asset in assets/images is named ExpensifyHelp-FlagExpensesMissingItemizedReceipts_01.png. Because this filename does not exist, the screenshot will not render on the published help page.
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Related product change PR: #83005
Un-does #82856
These files were already reviewed and approved in the original PR (later reverted) #82356