diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index 02245679ca0c..f53b4392bf30 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -22,6 +22,69 @@ To activate Rules for your workspace: 3. Click **More Features**. 4. Under the **Manage** section, toggle on **Rules**. +**Note:** Expensify is rolling out an updated Rules experience. When it's enabled for your workspace, the **Rules** page is organized into tabs and category-based rules are created directly in the Rules hub. The **How the Rules hub is organized**, **How to create a rule in the Rules hub**, **How to configure Require fields rules**, and **How to configure Flag for review rules** sections below describe this updated experience. If your workspace still shows a single scrolling **Rules** page, the same options are available, grouped into sections instead of tabs. + +--- + +# How the Rules hub is organized + +When the updated Rules experience is enabled, the **Rules** page is organized into these tabs: + +- **General** – Basic workspace-wide rules (receipt requirements, flag limits, cash and billable defaults) plus advanced report automation such as self-approvals, auto-approve, and auto-pay. +- **Card restrictions** – Realtime rules that allow or block Expensify Card transactions at the point of sale. Only appears after the Expensify Card is enabled for the workspace. +- **Expense defaults** – Merchant and merchant type rules that automatically code expenses. +- **Require fields** – Rules that require specific fields for a category before an expense is submitted. +- **Flag for review** – Rules that flag expenses for approver review when a category's amount limits are exceeded. + +--- + +# How to create a rule in the Rules hub + +1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. +2. Click your **workspace name**. +3. Click **Rules**. +4. Click **+ Rule**. +5. On the **New rule** page, choose what you want to do: + - **Restrict card spend** – Block or limit spend at the point of sale. + - **Flag for review** – Notify approvers when expenses exceed category limits. + - **Require fields** – Make sure key fields are filled in before expenses are submitted. + - **Apply expense defaults** – Update fields without the submitter doing anything. +6. Complete the creation flow for the option you selected, then click **Save rule**. + +--- + +# How to configure Require fields rules + +Require fields rules make sure key fields are filled in for a specific category before an expense is submitted. + +To create one: + +1. On the **Rules** page, open the **Require fields** tab. +2. Click **+ Rule**, then select **Require fields**. On an empty **Require fields** tab, you can also click **Create require rule**. +3. Select the **Category** the rule applies to. +4. Turn on the fields to require, such as **Require description**, **Require attendees**, or a receipt requirement (**Always require receipt** or **Require itemized receipt**, with an optional amount threshold). +5. Click **Save rule**. + +Each category with a Require fields rule appears as a single row on the **Require fields** tab, showing the condition (`Category is ""`) and the required fields. To edit a rule, click its row. To remove rules, select one or more rows and click **Delete**. + +--- + +# How to configure Flag for review rules + +Flag for review rules alert approvers when expenses in a category exceed an amount limit. + +To create one: + +1. On the **Rules** page, open the **Flag for review** tab. +2. Click **+ Rule**, then select **Flag for review**. On an empty **Flag for review** tab, you can also click **Create flag rule**. +3. Select the **Category** the rule applies to. +4. Set the amount, then choose the limit type: + - **Individual expense** – Flag individual expense amounts in this category. + - **Category total** – Flag the daily category total per expense report. +5. Click **Save rule**. + +Each category with a Flag for review rule appears as a single row on the **Flag for review** tab. To edit a rule, click its row. To remove rules, select one or more rows and click **Delete**. + --- # How to configure Expense Rules @@ -134,6 +197,8 @@ Available options: Category Rules let you fine-tune how individual categories behave. +**Note:** When the updated Rules experience is enabled, **Flag amounts over** and **Require fields** are created in the Rules hub instead of individual category settings. See **How to configure Flag for review rules** and **How to configure Require fields rules** above. The remaining category settings (Approver, Default tax rate, Description hint) stay in the category's settings. + To manage them: 1. Go to **Workspaces > [Workspace Name] > Categories**.