From bbf48e96866412e5bf2ea5fd80c8963668c33a52 Mon Sep 17 00:00:00 2001 From: maddylewis <38016013+maddylewis@users.noreply.github.com> Date: Tue, 4 Jun 2024 12:22:18 -0400 Subject: [PATCH 1/4] Delete docs/articles/expensify-classic/workspaces/reports/Report-Fields-And-Titles.md https://github.com/Expensify/Expensify/issues/396359 --- .../reports/Report-Fields-And-Titles.md | 43 ------------------- 1 file changed, 43 deletions(-) delete mode 100644 docs/articles/expensify-classic/workspaces/reports/Report-Fields-And-Titles.md diff --git a/docs/articles/expensify-classic/workspaces/reports/Report-Fields-And-Titles.md b/docs/articles/expensify-classic/workspaces/reports/Report-Fields-And-Titles.md deleted file mode 100644 index e79e30ce42c9..000000000000 --- a/docs/articles/expensify-classic/workspaces/reports/Report-Fields-And-Titles.md +++ /dev/null @@ -1,43 +0,0 @@ ---- -title: Report Fields & Titles -description: This article is about managing Report Fields and Report Titles in Expensify ---- -# Overview - -In this article, we'll go over how to use Report Titles and Report Fields. - -## How to use Report Titles - -Default report titles enable group workspace admins or individual workspace users to establish a standardized title format for reports associated with a specific workspace. Additionally, admins have the choice to enforce these report titles, preventing employees from altering them. This ensures uniformity in report naming conventions during the review process, eliminating the need for employees to manually input titles for each report they generate. - -- Group workspace admins can set the Default Report Title from **Settings > Workspaces > Group > *[Workspace Name]* > Reports**. -- Individual users can set the Default Report Title from **Settings > Workspaces > Individual > *[Workspace Name]* > Reports**. - -You can configure the title by using the formulas that we provide to populate the Report Title. Take a look at the help article on Custom Formulas to find all eligible formulas for your Report Titles. - -## Deep Dive on Report Titles - -Some formulas will automatically update the report title as changes are made to the report. For example, any formula related to dates, total amounts, workspace name, would adjust the title before the report is submitted for approval. Changes will not retroactively update report titles for reports which have been Approved or Reimbursed. - -To prevent report title editing by employees, simply enable "Enforce Default Report Title." - -## How to use Report Fields - -Report fields let you specify header-level details, distinct from tags which pertain to expenses on individual line items. These details can encompass specific project names, business trip information, locations, and more. Customize them according to your workspace's requirements. - -To set up Report Fields, follow these steps: -- Workspace Admins can create report fields for group workspaces from **Settings > Workspaces > Group > *[Workspace Name]* > Reports > Report and Invoice Fields**. For individual workspaces, follow **Settings > Workspaces > Individual > *[Workspace Name]* > Reports > Report and Invoice Fields**. -- Under "Add New Field," enter the desired field name in the "Field Title" to describe the type of information to be selected. -- Choose the appropriate input method under "Type": - - Text: Provides users with a free-text box to enter the requested information. - - Dropdown: Creates a selection of options for users to choose from. - - Date: Displays a clickable box that opens a calendar for users to select a date. - -## Deep Dive on Report Fields - -You cannot create these report fields directly in Expensify if you are connected to an accounting integration (QuickBooks Online, QuickBooks Desktop, Intacct, Xero, or NetSuite). Please refer to the relevant article for instructions on creating fields within that system. - -When report fields are configured on a workspace, they become mandatory information for associated reports. Leaving a report field empty or unselected will trigger a report violation, potentially blocking report submission or export. - -Report fields are "sticky," which means that any changes made by an employee will persist and be reflected in subsequent reports they create. - From cec84d65162e185d31af7d57a6e8977624f472cb Mon Sep 17 00:00:00 2001 From: maddylewis <38016013+maddylewis@users.noreply.github.com> Date: Tue, 4 Jun 2024 12:26:20 -0400 Subject: [PATCH 2/4] Delete docs/articles/expensify-classic/workspaces/reports/Scheduled-Submit.md --- .../workspaces/reports/Scheduled-Submit.md | 43 ------------------- 1 file changed, 43 deletions(-) delete mode 100644 docs/articles/expensify-classic/workspaces/reports/Scheduled-Submit.md diff --git a/docs/articles/expensify-classic/workspaces/reports/Scheduled-Submit.md b/docs/articles/expensify-classic/workspaces/reports/Scheduled-Submit.md deleted file mode 100644 index 18ad693a1c56..000000000000 --- a/docs/articles/expensify-classic/workspaces/reports/Scheduled-Submit.md +++ /dev/null @@ -1,43 +0,0 @@ ---- -title: Scheduled Submit -description: How to use the Scheduled Submit feature ---- -# Overview - -Scheduled Submit reduces the delay between the time an employee creates an expense to when it is submitted to the admin. This gives admins significantly faster visibility into employee spend. Without Scheduled Submit enabled, expenses can be left Unreported giving workspace admins no visibility into employee spend. - -The biggest delay in expense management is the time it takes for an employee to actually submit the expense after it is incurred. Scheduled Submit allows you to automatically collect employee expenses on a schedule of your choosing without delaying the process while you wait for employees to submit them. - -It works like this: Employee expenses are automatically gathered onto a report. If there is not an existing report, a new one will be created. This report is submitted automatically at the cadence you choose (daily, weekly, monthly, twice month, by trip). - -# How to enable Scheduled Submit - -**For workspace admins**: To enable Scheduled Submit on your group workspace, follow **Settings > Workspaces > Group > *[Workspace Name]* > Reports > Scheduled Submit**. From there, toggle Scheduled Submit to Enabled. Then, choose your desired frequency from the dropdown menu. -For individuals or employees: To enable Scheduled Submit on your individual workspace, follow **Settings > Workspaces > Individual > *[Workspace Name]* > Reports > Scheduled Submit**. From there, toggle Scheduled Submit to Enabled. Then, choose your desired frequency from the dropdown menu. - -## Scheduled Submit frequency options - -**Daily**: Each night, expenses without violations will be submitted. Expenses with violations will remain on an open report until the violations are corrected, after which they will be submitted in the evening (PDT). - -**Weekly**: Expenses that are free of violations will be submitted on a weekly basis. However, expenses with violations will be held in a new open report and combined with any new expenses. They will then be submitted at the end of the following weekly cycle, specifically on Sunday evening (PDT). - -**Twice a month**: Expenses that are violation-free will be submitted on both the 15th and the last day of each month, in the evening (PDT). Expenses with violations will not be submitted, but moved on to a new open report so the employee can resolve the violations and then will be submitted at the conclusion of the next cycle. - -**Monthly**: Expenses that are free from violations will be submitted on a monthly basis. Expenses with violations will be held back and moved to a new Open report so the violations can be resolved, and they will be submitted on the evening (PDT) of the specified date. - -**By trip**: Expenses are grouped by trip. This is calculated by grouping all expenses together that occur in a similar time frame. If two full days pass without any new expenses being created, the trip report will be submitted on the evening of the second day. Any expenses generated after this submission will initiate a new trip report. Please note that the "2-day" period refers to a date-based interval, not a 48-hour time frame. - -**Manually**: An open report will be created, and expenses will be added to it automatically. However, it's important to note that the report will not be submitted automatically; manual submission of reports will be required.This is a great option for automatically gathering all an employee’s expenses on a report for the employee’s convenience, but they will still need to review and submit the report. - -**Instantly**: Expenses are automatically added to a report in the Processing state, and all expenses will continue to accumulate on one report until it is Approved or Reimbursed. This removes the need to submit expenses, and Processing reports can either be Reimbursed right away (if Submit and Close is enabled), or Approved and then Reimbursed (if Submit and Approve is enabled) by a workspace admin. - -# Deep Dive - -## Schedule Submit Override -If Scheduled Submit is disabled at the group workspace level or configured the frequency as "Manually," the individual workspace settings of a user will take precedence and be applied. This means an employee can still set up Scheduled Submit for themselves even if the admin has not enabled it. We highly recommend Scheduled Submit as it helps put your expenses on auto-pilot! - -## Personal Card Transactions -Personal card transactions are handled differently compared to other expenses. If a user has added a card through Settings > Account > Credit Card Import, they need to make sure it is set as non-reimbursable and transactions must be automatically merged with a SmartScanned receipt. If transactions are set to come in as reimbursable or they aren’t merged with a SmartScanned receipt, Scheduled Submit settings will not apply. - -## A note on Instantly -Setting Scheduled Submit frequency to Instantly will limit some employee actions on reports, such as the ability to retract or self-close reports, or create multiple reports. When Instantly is selected, expenses are automatically added to a Processing expense report, and new expenses will continue to accumulate on a single report until the report is Closed or Reimbursed by a workspace admin. From f403373da700027681b89570ea975b3331394763 Mon Sep 17 00:00:00 2001 From: maddylewis <38016013+maddylewis@users.noreply.github.com> Date: Tue, 4 Jun 2024 12:27:36 -0400 Subject: [PATCH 3/4] Update redirects.csv --- docs/redirects.csv | 2 ++ 1 file changed, 2 insertions(+) diff --git a/docs/redirects.csv b/docs/redirects.csv index 3042dc79085c..59d7e94cff3e 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -197,5 +197,7 @@ https://help.expensify.com/articles/new-expensify/workspaces/The-Free-Plan,https https://help.expensify.com/new-expensify/hubs/expenses/Connect-a-Bank-Account,https://help.expensify.com/articles/new-expensify/expenses/Connect-a-Business-Bank-Account https://help.expensify.com/articles/new-expensify/settings/Security,https://help.expensify.com/articles/new-expensify/settings/Encryption-and-Data-Security https://help.expensify.com/articles/expensify-classic/workspaces/reports/Currency,https://help.expensify.com/articles/expensify-classic/workspaces/Currency +https://help.expensify.com/articles/expensify-classic/workspaces/reports/Report-Fields-And-Titles,https://help.expensify.com/expensify-classic/hubs/workspaces/ +https://help.expensify.com/articles/expensify-classic/workspaces/reports/Scheduled-Submit,https://help.expensify.com/expensify-classic/hubs/workspaces/ https://help.expensify.com/articles/new-expensify/chat/Expensify-Chat-For-Admins,https://help.expensify.com/new-expensify/hubs/chat/ https://help.expensify.com/articles/new-expensify/bank-accounts-and-payments/Connect-a-Bank-Account.html,https://help.expensify.com/articles/new-expensify/expenses/Connect-a-Business-Bank-Account From 4f662e3a04f88d2ffb90fc2f1287f25ed914d747 Mon Sep 17 00:00:00 2001 From: maddylewis <38016013+maddylewis@users.noreply.github.com> Date: Wed, 5 Jun 2024 09:25:07 -0400 Subject: [PATCH 4/4] Update redirects.csv updated redirect to https://help.expensify.com/articles/expensify-classic/reports/Automatically-submit-employee-reports --- docs/redirects.csv | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/redirects.csv b/docs/redirects.csv index 59d7e94cff3e..13463327d06d 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -198,6 +198,6 @@ https://help.expensify.com/new-expensify/hubs/expenses/Connect-a-Bank-Account,ht https://help.expensify.com/articles/new-expensify/settings/Security,https://help.expensify.com/articles/new-expensify/settings/Encryption-and-Data-Security https://help.expensify.com/articles/expensify-classic/workspaces/reports/Currency,https://help.expensify.com/articles/expensify-classic/workspaces/Currency https://help.expensify.com/articles/expensify-classic/workspaces/reports/Report-Fields-And-Titles,https://help.expensify.com/expensify-classic/hubs/workspaces/ -https://help.expensify.com/articles/expensify-classic/workspaces/reports/Scheduled-Submit,https://help.expensify.com/expensify-classic/hubs/workspaces/ +https://help.expensify.com/articles/expensify-classic/workspaces/reports/Scheduled-Submit,https://help.expensify.com/articles/expensify-classic/reports/Automatically-submit-employee-reports https://help.expensify.com/articles/new-expensify/chat/Expensify-Chat-For-Admins,https://help.expensify.com/new-expensify/hubs/chat/ https://help.expensify.com/articles/new-expensify/bank-accounts-and-payments/Connect-a-Bank-Account.html,https://help.expensify.com/articles/new-expensify/expenses/Connect-a-Business-Bank-Account