[No QA] Revise language for clarity in Submit plan documentation

[garrettmknight]

Updated wording for clarity and consistency throughout the document, including details on workspace creation, submission processes, and member permissions.

Explanation of Change

Fixed Issues

$https://github.com/Expensify/Expensify/issues/613373

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)
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  • 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:
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• 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)
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• 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
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  • 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
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• 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

[garrettmknight]

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[garrettmknight]

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[garrettmknight]

@stephanieelliott no rush on this one, feature is still in detailed, just mapping comms out.

[github-actions]

AI readiness / Missing "How to" heading: Per HELP_AUTHORING_GUIDELINES.md Section 6, every article must include at least one full "How to..." heading using the feature name. None of the ## headings in this article use "How to..." phrasing.

Consider renaming this heading (or another primary heading) to include "How to" -- for example:
## How to create a Submit workspace during onboarding

This improves semantic retrieval and matches real user search queries.

[github-actions]

Screenshot format violation: Per HELP_AUTHORING_GUIDELINES.md Section 8, screenshots must use HTML comment placeholders so they are invisible in the rendered article. Inline Markdown images (![](url)) are not permitted.

Replace with:

[github-actions]

Cross-linking violation: Per HELP_AUTHORING_GUIDELINES.md Section 7, articles must use relative links only. Full URLs (like https://www.expensify.com/pricing) are not permitted. Additionally, links should not be placed inside numbered step instructions.

Consider restructuring so the URL reference is outside the numbered steps, and use a relative link if possible.

[github-actions]

Readability / structure: Per TEMPLATE.md, articles should include a ## Who can use [exact feature name] section that states the required role, plan limitations, and permission prerequisites. This article is missing that section.

Consider adding a section such as:

## Who can use the Submit plan

This section should clarify that any Expensify user can create a Submit workspace, the plan is free, and what roles/permissions apply.

[github-actions]

Screenshot format violation: Per HELP_AUTHORING_GUIDELINES.md Section 8, screenshots must use HTML comment placeholders, not inline Markdown images.

Replace with:

[github-actions]

Naming and style / Three dots menu rule: Per HELPSITE_NAMING_CONVENTIONS.md, you must never refer to the menu as "More". The required phrasing is:

Select the three dots (⋮)

Replace this line with:

2. Select the three dots **(⋮)** and then select **Payment received**

[github-actions]

Screenshot format violation + Typo: Two issues on this line:

1. Per HELP_AUTHORING_GUIDELINES.md Section 8, screenshots must use HTML comment placeholders, not inline Markdown images.
2. The alt text contains a typo: "Paymemt" should be "Payment".

Replace with:

[github-actions]

Naming and style violation: Per HELPSITE_NAMING_CONVENTIONS.md, all button names must be bolded using bold formatting. "Confirm" here appears to reference a button action but is not bolded.

Suggested change

	Upgrading:
	2. Click **Confirm** to upgrade

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR adds a new documentation article for creating a workspace on the Submit plan. The article is well-organized, covers a clear user workflow, and is written in a helpful, approachable tone. However, several governance rule violations need to be addressed before merging -- most notably the missing "How to..." heading, incorrect three-dot menu reference, inline images instead of screenshot placeholders, a full URL instead of a relative link, and an internalScope format mismatch.

Scores Summary

• Readability: 8/10 - Clear, scannable writing with well-structured numbered steps and bullet lists. Minor formatting issues (missing blank lines before some horizontal rules, a typo in image alt text) slightly reduce the score.
• AI Readiness: 5/10 - YAML metadata is present with good keywords, but the article is missing the required "How to..." heading (mandatory per Section 6 of HELP_AUTHORING_GUIDELINES.md), missing a "Who can use..." section (per TEMPLATE.md), and internalScope uses a non-standard YAML-mapping format instead of the required single-string format.
• Style Compliance: 4/10 - Multiple naming convention violations: the three-dot menu is referenced as More (prohibited per HELPSITE_NAMING_CONVENTIONS.md), screenshots use inline Markdown images with GitHub URLs instead of HTML comment placeholders (Section 8), a full external URL is used instead of a relative link (Section 7), and some step actions lack bolded exact button names.

Key Findings

Must fix:

1. Missing "How to..." heading (Section 6): The article must include at least one ## heading that starts with "How to" and includes the feature name. For example, rename ## Create a Submit workspace during onboarding to ## How to create a Submit workspace during onboarding, or rename ## Submit an expense report to your manager or approver to ## How to submit an expense report on the Submit plan.
2. Three-dot menu violation (HELPSITE_NAMING_CONVENTIONS.md): The step Click **More** > **Payment received** uses "More", which is explicitly prohibited. This must be rewritten as: Select the three dots **(⋮)**, then select **Payment received**.
3. Screenshot format violation (Section 8): All three inline images use Markdown image syntax with full GitHub URLs. Per governance, screenshots must use invisible HTML comment placeholders: <!-- SCREENSHOT: Suggestion: ... Location: ... Purpose: ... -->. Replace all three image references with this format.
4. Full URL violation (Section 7): The step Go to the pricing page at https://www.expensify.com/pricing uses a full URL. Cross-linking standards require relative links only, and links should not appear inside numbered steps.
5. internalScope format (Section 3): The current structured YAML format with Audience:, What it covers:, What it does not cover: keys does not match the governance-specified single-string format: Audience is [roles], covers [workflow], does not cover [exclusions].

Should fix:
6. Missing "Who can use" section (TEMPLATE.md): The template calls for a ## Who can use [exact feature name] section specifying required roles, plan limitations, and prerequisites.
7. Vague step actions: Step 3 in the onboarding section ("Choose to create a new workspace") and step 2 in the upgrade section ("Confirm the upgrade") do not reference exact bolded button names from the UI.
8. Typo in image alt text: "Paymemt received" should be "Payment received".
9. Formatting gaps: Missing blank line before the --- separator after "Your workspace will open automatically so you can begin setup." (around line 50) and after the screenshot image on line 97. This may cause Markdown rendering issues.

Positive aspects:

• The article solves a clear, single primary workflow as required.
• All ## headings are task-based and start with action verbs, which is well done.
• Bullet lists for "can do" and "cannot do" in the invite section are effective and scannable.
• The FAQ section is thorough with well-phrased question headings.
• The hamburger menu reference at the end of the article correctly follows the naming convention.
• Keywords in metadata are realistic and search-aligned.

Recommendations

1. Priority: Add at least one "How to..." heading using the feature name to satisfy the AI retrieval optimization rule.
2. Priority: Replace Click **More** with the required three-dot menu format.
3. Priority: Convert all inline images to HTML comment screenshot placeholders.
4. Priority: Remove the full URL and either use a relative link (placed outside of numbered steps) or describe navigation without a URL.
5. Reformat internalScope as a single string value.
6. Add a ## Who can use [Submit plan / Submit workspace] section.
7. Ensure every numbered step references the exact, bolded UI button name.
8. Fix the "Paymemt" typo and the missing blank lines before horizontal rules.

Files Reviewed

• docs/articles/new-expensify/getting-started/Create-a-Workspace-on-the-Submit-Plan.md -- New file, 181 lines. Multiple governance violations require attention before merge.

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://f67b06f0.helpdot.pages.dev ⚡️

Updated articles:

• articles/new-expensify/getting-started/Create-a-Workspace-on-the-Submit-Plan