diff --git a/docs/articles/new-expensify/ai-agents/AI-Agent-Capabilities.md b/docs/articles/new-expensify/ai-agents/AI-Agent-Capabilities.md index 903469427f77..75edd7314e20 100644 --- a/docs/articles/new-expensify/ai-agents/AI-Agent-Capabilities.md +++ b/docs/articles/new-expensify/ai-agents/AI-Agent-Capabilities.md @@ -1,11 +1,13 @@ --- title: Agent Capability Reference -description: Every action your Agent can take, with ready-to-copy instruction phrases and disambiguation notes to avoid common mis-routings. +description: Every action your agent can take, with ready-to-copy instruction phrases and disambiguation notes to avoid common mis-routings. keywords: [Custom Agent, Agent, agent capabilities, agent actions, submit report, approve report, reject report, add comment, analyze expenses, agent instructions, workspace automation, Expensify automation, Rulebot, rule bot] -internalScope: Audience is all members configuring Agents. Covers all supported ManageReport sub-actions, AddComment, and AnalyzeExpenses. Does not cover read-only report context or NoResponse behavior. +internalScope: Audience is all members configuring agents. Covers all supported ManageReport sub-actions, AddComment, and AnalyzeExpenses. Does not cover read-only report context or NoResponse behavior. +contentType: topic +order: 8 --- -An Agent acts on expense reports using the actions described below. This reference helps you phrase your instructions so your agent reliably does what you intend — and doesn't accidentally take the wrong action. +An agent acts on expense reports using the actions described below. This reference helps you phrase your instructions so your agent reliably does what you intend — and doesn't accidentally take the wrong action. # Agent Capability Reference @@ -90,7 +92,7 @@ To accomplish this, include phrases like: ## How to write instructions that take over a report as approver -**Goal:** Reassigns the agent as the current approver on a report that was routed to someone else, giving the agent the authority to approve or reject it. Requires Workspace Admin role. +**Goal:** Reassigns the agent as the current approver on a report that was routed to someone else, giving the agent the authority to approve or reject it. Requires workspace admin role. To accomplish this, include phrases like: - Take over reports over $10,000 regardless of who they were submitted to @@ -102,7 +104,7 @@ To accomplish this, include phrases like: ## How to write instructions that route reports to a specific approver -**Goal:** Routes a submitted report to a specific approver by email, replacing the current approver in the workflow. Requires Workspace Admin role. +**Goal:** Routes a submitted report to a specific approver by email, replacing the current approver in the workflow. Requires workspace admin role. To accomplish this, include phrases like: - Route reports over $5,000 to the finance manager @@ -138,7 +140,7 @@ To accomplish this, include phrases like: ## How to write instructions that export reports to accounting -**Goal:** Exports a report to the workspace's connected accounting integration (QuickBooks, Xero, NetSuite, Sage Intacct, etc.), or marks it as manually exported. Works for expense reports, invoices, and bills. Requires Workspace Admin role, except that the report's current approver (its manager) can export a report submitted to them, and an invoice's owner can export their own invoice. +**Goal:** Exports a report to the workspace's connected accounting integration (QuickBooks, Xero, NetSuite, Sage Intacct, etc.), or marks it as manually exported. Works for expense reports, invoices, and bills. Requires workspace admin role, except that the report's current approver (its manager) can export a report submitted to them, and an invoice's owner can export their own invoice. To accomplish this, include phrases like: - Export this report to QuickBooks @@ -268,7 +270,7 @@ To accomplish this, include phrases like: ## How to write instructions that manage workspace settings and members -**Goal:** Inspects Workspace configuration, answers membership questions, and — for Workspace Admins — adds or removes members, lists and assigns company cards from a connected card feed, and modifies workspace settings such as categories and approval rules. +**Goal:** Inspects workspace configuration, answers membership questions, and — for workspace admins — adds or removes members, lists and assigns company cards from a connected card feed, and modifies workspace settings such as categories and approval rules. To accomplish this, include phrases like: - Add new employees to the workspace when they join @@ -295,4 +297,4 @@ To accomplish this, include phrases like: --- -*This reference covers all 22 AI Agent capabilities.* +*This reference covers all 22 AI agent capabilities.* diff --git a/docs/articles/new-expensify/ai-agents/AI-Agent-Triggers.md b/docs/articles/new-expensify/ai-agents/AI-Agent-Triggers.md index 729426ee14f8..35d0c3fdcd6c 100644 --- a/docs/articles/new-expensify/ai-agents/AI-Agent-Triggers.md +++ b/docs/articles/new-expensify/ai-agents/AI-Agent-Triggers.md @@ -1,11 +1,13 @@ --- title: Agent Trigger Reference -description: Every event your Agent can react to, with ready-to-copy instruction phrases for your agent's prompt. +description: Every event your agent can react to, with ready-to-copy instruction phrases for your agent's prompt. keywords: [Custom Agent, Agent, agent triggers, report_activity, agent instructions, expense report events, workspace automation, when to trigger agent, report submitted, report approved, Expensify automation] -internalScope: Audience is workspace admins configuring Agents. Covers all expose-level report_activity events. Does not cover chat message triggers or report-received triggers. +internalScope: Audience is workspace admins configuring agents. Covers all expose-level report_activity events. Does not cover chat message triggers or report-received triggers. +contentType: topic +order: 9 --- -An Agent reacts to expense report events when its instructions match what happened. This reference lists every event your agent can respond to, along with example phrases you can paste directly into your prompt. +An agent reacts to expense report events when its instructions match what happened. This reference lists every event your agent can respond to, along with example phrases you can paste directly into your prompt. # Agent Trigger Reference @@ -348,7 +350,7 @@ To react to this event, include phrases like: To react to this event, include phrases like: - When someone leaves a comment or message in a report - When a user asks a question or leaves a note in the conversation -- When someone @mentions an Agent in a report +- When someone @mentions an agent in a report **An approver at an intermediate step in a multi-level approval chain approved the expense report and forwarded it to the next approver.** @@ -918,4 +920,4 @@ To react to this event, include phrases like: --- -*This reference covers all 126 events AI Agents can react to.* +*This reference covers all 126 events AI agents can react to.* diff --git a/docs/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules.md b/docs/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules.md new file mode 100644 index 000000000000..6facdaf33f4e --- /dev/null +++ b/docs/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules.md @@ -0,0 +1,201 @@ +--- +title: Automate Workflows with Agent Rules +description: Create and manage agent rules that use AI to automate expense reviews, approvals, routing, and other report actions in your workspace. +keywords: [Agent rules, RuleBot, AI automation, workspace automation, workflow automation, expense approvals, report routing, AI rules, edit agent rule, agent rule history, admins room audit trail, suggested rule, pre-written rule, rule template] +internalScope: Audience is workspace admins. Covers creating, managing, and deleting agent rules, how RuleBot enforces them, how to use RuleBot as a workspace approver, and how to review agent rule changes in the #admins room. Does not cover personal agents, agent templates, general approval workflow configuration, or best practices for writing agent instructions. +contentType: task +order: 3 +--- + +# Automate Workflows with Agent Rules + +Agent rules let workspace admins automate expense reviews, routing, approvals, and other workspace actions using natural-language instructions. + +You can use one of Expensify's suggested agent rules as a starting point or create your own custom rules. + +When you create your first agent rule, Expensify automatically creates RuleBot, an AI-powered workspace agent that evaluates reports and enforces your agent rules. + +To learn how agent rules work, how they differ from personal agents, and how RuleBot uses your instructions, see [Understand How Agents Work](/articles/new-expensify/ai-agents/Understand-How-Agents-Work). + +--- + +## Who can use agent rules + +To create an agent rule: + + - You must be a workspace admin. + - **Rules** must be enabled for the workspace. + +--- + +## How to create an agent rule + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Rules**. +3. Select **Add rule**. +4. Select **Describe agent rule**. +5. Choose a pre-written rule from the **Suggested** list and select **Next**, or select **Edit** to write your own rule. +6. Review or edit the natural-language description of the behavior you want. +7. Select **Create rule**. + +For a list of the available suggested rules, see [Use Suggested Agent Rules](/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules). + +--- + +## How to write agent rules + +Agent rules are written in natural language. Describe the behavior you want, and RuleBot will monitor reports and take action when the rule applies. + +For guidance, examples, and prompt-writing best practices, see [How to Write Agent Instructions](/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions). + +--- + +## What happens after an agent rule is created + +When you create your first agent rule, Expensify automatically creates RuleBot and adds it to the workspace as a workspace admin. A confirmation, **RuleBot has been added to your workspace!**, lets you know. + +After RuleBot is created, the **Agents** tab lists your saved agent rules and displays **Agent rules are enforced by** followed by **RuleBot**. This indicates which agent enforces all agent rules in the workspace. + +RuleBot immediately begins monitoring report activity and evaluating reports against all configured agent rules. + +Agent rules apply to future report activity, but not existing Paid or Done reports. + +--- + +## How to add RuleBot as an approver + +After RuleBot is created, you can add it to an approval workflow the same way you would add any other workspace member. + +When RuleBot receives a report as an approver, it evaluates the report against the agent rules configured for the workspace and takes the appropriate action. + +To add RuleBot as an approver, see [Add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). + +--- + +## How RuleBot enforces agent rules + +RuleBot is an AI-powered workspace agent that enforces agent rules. + +RuleBot can operate as a workspace observer that monitors reports and applies agent rules, and as the designated approver in a workflow. + +Whenever report activity occurs, RuleBot evaluates the report using: + + - Workspace details + - All expenses on the report + - Recent report activity + +Report activity includes actions such as: + + - Adding an expense + - Submitting a report + - Posting a comment + - Editing report details + +--- + +## What actions RuleBot can perform + +Depending on the agent rules you configure, RuleBot can: + + - Ask the submitter a question + - Edit an expense + - Forward a report + - Approve a report + +For example, RuleBot might: + + - Request additional information from a submitter + - Automatically adjust expenses + - Route reports to specific approvers + - Approve certain reports automatically + +--- + +## How to edit an agent rule + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Rules**. +3. Select the **Agents** tab. +4. Select the agent rule you want to change. +5. Edit the natural-language description of the behavior you want. +6. Select **Save**. + +--- + +## How to delete an agent rule + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Rules**. +3. Select the **Agents** tab. +4. Select the agent rule you want to delete. +5. Select **Delete**. +6. Select **Delete** again to confirm. + +Deleting an agent rule stops RuleBot from enforcing that rule on future report activity. + +--- + +## How to remove RuleBot from a workspace + +RuleBot enforces your agent rules, so while a workspace still has agent rules, RuleBot can't be removed, have its role changed, or be deleted. If you attempt any of these actions while agent rules exist, Expensify blocks the action and shows a message prompting you to delete the agent rules first. + +The following actions are blocked while the workspace still has agent rules: + + - Removing RuleBot from the workspace using **Remove from workspace** (from the **Members** list or RuleBot's member details page). + - Changing RuleBot's role to **Member** or **Auditor**. Promoting RuleBot to **Admin** is still allowed. + - Deleting the RuleBot agent using **Delete agent** on the **Agents** page. + - Closing the RuleBot account. + +To remove, demote, or delete RuleBot: + +1. Delete every agent rule in the workspace by following the steps to [delete an agent rule](#how-to-delete-an-agent-rule) above. +2. Once no agent rules remain, remove RuleBot from the workspace, change its role, or delete the agent as needed. + +--- + +## How to review agent rule changes in the #admins room + +Whenever an agent rule is added, updated, or deleted, Expensify records a system message in your workspace's **#admins** room so admins have a visible history of the change. + + - **Added** and **updated** messages show the rule's title and its full prompt. + - **Deleted** messages show the rule's title. + +The **#admins** room's preview in your chat list shows a concise summary, such as that someone added, updated, or deleted an agent rule. + +Because the **#admins** room is visible only to workspace admins, this history stays private to your admin team. To review it, open your workspace's **#admins** room and find the relevant system message. + +Learn more about the [#admins room](/articles/new-expensify/chat/Expensify-Chat-Rooms-for-Admins). + +--- + +# FAQ + +## Can agent rules make mistakes? + +Yes. Agent rules are evaluated by an LLM and may occasionally behave unexpectedly. + +Review AI-generated actions and instructions carefully. The agent rules page includes a reminder that AI-generated decisions may not always be correct. + +## Do agent rules apply to existing reports? + +No. Agent rules are not retroactively applied to existing **Paid** or **Done** reports. + +## How much report history can RuleBot review? + +When evaluating a report, RuleBot can review the 50 most recent report actions, including system messages describing previous actions it has taken on the report. + +## Do I need to create or manage RuleBot? + +No. RuleBot is created automatically when you add your first agent rule and is managed by Expensify. + +## Why can't I remove RuleBot from the workspace? + +RuleBot enforces your agent rules, so it can't be removed, demoted, or deleted while the workspace still has agent rules. Delete every agent rule in the workspace first, and then you can remove RuleBot, change its role, or delete the agent. + +## Can I use RuleBot in an approval workflow? + +Yes. As a workspace member, RuleBot can be used anywhere an approver can be selected, including multi-step approval workflows. + +## Where can I see a history of agent rule changes? + +In the workspace's #admins room. Expensify posts a system message there each time an agent rule is added, updated, or deleted. diff --git a/docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md b/docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md deleted file mode 100644 index 41a53cd0564e..000000000000 --- a/docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md +++ /dev/null @@ -1,178 +0,0 @@ ---- -title: Create Agent Rules -description: Create AI-powered workspace rules using natural-language instructions to automate report reviews, routing, approvals, and other actions. -keywords: [agent rules, RuleBot, AI rules, automated approvals, report routing, workspace automation, approval automation, edit agent rule, agent rule history, admins room audit trail, suggested rule, pre-written rule, rule template] -internalScope: Audience is Workspace Admins. Covers creating, managing, and understanding Agent Rules and how RuleBot enforces them. Does not cover Agent management, personal AI features, or Concierge AI. ---- - -# Create Agent Rules - -Agent rules are AI-powered rules that let Workspace Admins automate report reviews, routing, approvals, and other workspace actions using natural-language instructions. - -When you create your first Agent rule, Expensify automatically creates RuleBot, an AI-powered workspace agent that evaluates reports and enforces your Agent rules. - ---- - -## Who can use Agent rules - -To create an Agent rule: - - - You must be a Workspace Admin. - - **Rules** must be enabled for the workspace. - ---- - -## How to create an Agent rule - -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. -2. Select **Rules**. -3. Select **Add rule**. -4. Select **Describe agent rule**. -5. Choose a pre-written rule from the **Suggested** list and select **Next**, or select **Edit** to write your own rule. -6. Review or edit the natural-language description of the behavior you want. -7. Select **Create rule**. - -For a list of the available suggested rules, see [Use Suggested Agent Rules](/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules). - ---- - -## How to write Agent rules - -Agent rules are written in natural language. Describe the behavior you want, and RuleBot will monitor reports and take action when the rule applies. - -For guidance, examples, and prompt-writing best practices, [learn how to write Agent rules](/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules). - ---- - -## What happens after an Agent rule is created - -When you create your first Agent rule, Expensify automatically creates RuleBot and adds it to the workspace as a Workspace Admin. A confirmation, **RuleBot has been added to your workspace!**, lets you know. - -After RuleBot is created, the **Agents** tab lists your saved Agent rules and displays **Agent rules are enforced by** followed by **RuleBot**. This indicates which agent enforces all Agent rules in the workspace. - -RuleBot immediately begins monitoring report activity and evaluating reports against all configured Agent rules. - -Agent rules apply to future report activity, but not existing Paid or Done reports. - ---- - -## How RuleBot enforces Agent rules - -RuleBot is an AI-powered workspace agent that enforces Agent rules. - -RuleBot can operate as a workspace observer that monitors reports and applies Agent rules, and as the designated approver in a workflow. - -Whenever report activity occurs, RuleBot evaluates the report using: - - - Workspace details - - All expenses on the report - - Recent report activity - -Report activity includes actions such as: - - - Adding an expense - - Submitting a report - - Posting a comment - - Editing report details - ---- - -## What actions RuleBot can perform - -Depending on the Agent rules you configure, RuleBot can: - - - Ask the submitter a question - - Edit an expense - - Forward a report - - Approve a report - -For example, RuleBot might: - - - Request additional information from a submitter - - Automatically adjust expenses - - Route reports to specific approvers - - Approve certain reports automatically - ---- - -## How to edit an Agent rule - -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]** -2. Select **Rules**. -3. Select the **Agents** tab. -4. Select the AI rule you want to change. -5. Edit the natural-language description of the behavior you want. -6. Select **Save**. - ---- - -## How to delete an Agent rule - -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. -2. Select **Rules**. -3. Select the **Agents** tab. -4. Select the AI rule you want to delete. -5. Select **Delete**. -6. Select **Delete** again to confirm. - -Deleting an Agent rule stops RuleBot from enforcing that rule on future report activity. - ---- - -## How to remove RuleBot from a workspace - -RuleBot enforces your Agent rules, so while a workspace still has Agent rules, RuleBot can't be removed, have its role changed, or be deleted. If you attempt any of these actions while Agent rules exist, Expensify blocks the action and shows a message prompting you to delete the Agent rules first. - -The following actions are blocked while the workspace still has Agent rules: - - - Removing RuleBot from the workspace using **Remove from workspace** (from the **Members** list or RuleBot's member details page). - - Changing RuleBot's role to **Member** or **Auditor**. Promoting RuleBot to a **Workspace Admin** is still allowed. - - Deleting the RuleBot agent using **Delete agent** on the **Agents** page. - - Closing the RuleBot account. - -To remove, demote, or delete RuleBot: - -1. Delete every Agent rule in the workspace by following the steps to [delete an Agent rule](#how-to-delete-an-agent-rule) above. -2. Once no Agent rules remain, remove RuleBot from the workspace, change its role, or delete the agent as needed. -## How to review Agent rule changes in the #admins room - -Whenever an Agent rule is added, updated, or deleted, Expensify records a system message in your workspace's **#admins** room so admins have a visible history of the change. - - - **Added** and **updated** messages show the rule's title and its full prompt. - - **Deleted** messages show the rule's title. - -The **#admins** room's preview in your chat list shows a concise summary, such as that someone added, updated, or deleted an Agent rule. - -Because the **#admins** room is visible only to Workspace Admins, this history stays private to your admin team. To review it, open your workspace's **#admins** room and find the relevant system message. - -Learn more about the [#admins room](/articles/new-expensify/chat/Expensify-Chat-Rooms-for-Admins). - ---- - -# FAQ - -## Can Agent rules make mistakes? - -Yes. Agent rules are evaluated by an LLM and may occasionally behave unexpectedly. - -Review AI-generated actions and instructions carefully. The Agent rules page includes a reminder that AI-generated decisions may not always be correct. - -## Do Agent rules apply to existing reports? - -No. Agent rules are not retroactively applied to existing **Paid** or **Done** reports. - -## How much report history can RuleBot review? - -When evaluating a report, RuleBot can review the 50 most recent report actions, including system messages describing previous actions it has taken on the report. - -## Do I need to create or manage RuleBot? - -No. RuleBot is created automatically when you add your first Agent rule and is managed by Expensify. - -## Why can't I remove RuleBot from the workspace? - -RuleBot enforces your Agent rules, so it can't be removed, demoted, or deleted while the workspace still has Agent rules. Delete every Agent rule in the workspace first, and then you can remove RuleBot, change its role, or delete the agent. - -## Where can I see a history of Agent rule changes? - -In the workspace's #admins room. Expensify posts a system message there each time an Agent rule is added, updated, or deleted. diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Agents.md similarity index 70% rename from docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md rename to docs/articles/new-expensify/ai-agents/Create-and-Use-Agents.md index af32d7b39791..0279d9d24c83 100644 --- a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Agents.md @@ -1,8 +1,11 @@ --- title: Create and Use Agents -description: Create personal agents in New Expensify, chat with them, and Copilot into their accounts. New agents are automatically added as full-access Copilots on your account so they can act on your behalf. -keywords: [custom agents, agents, new agent, ai agent, agent instructions, agent template, build custom agent, copilot into account, agent copilot permissions, agent edit expenses, agent edit access, new expensify] -internalScope: Audience is individual New Expensify users. Covers creating, configuring, and managing agents from the Agents page in Account settings. Does not cover Agent Rules, RuleBot, or workspace-level automation. +description: Create, edit, chat with, Copilot into, and delete personal AI agents that help automate your workflows. New agents are automatically added as full-access Copilots on your account so they can act on your behalf. +keywords: [Agents, personal agents, custom agents, new agent, AI agent, agent instructions, agent template, build custom agent, create agent, manage agent, Copilot, delegated access, copilot into account, agent copilot permissions, agent edit expenses, agent edit access, new expensify] +internalScope: Audience is members with access to agents. Covers creating (from scratch or from a template), configuring, managing, chatting with, Copiloting into, and deleting personal agents, and using an agent as a workspace approver. Does not cover agent rules, RuleBot, what each agent template does, or best practices for writing agent instructions. +retrievalIntent: How do I create and use a personal agent? +contentType: task +order: 5 --- # Create and Use Agents @@ -11,13 +14,13 @@ Agents are AI-powered virtual members that can take actions in Expensify based o Every agent has its own Expensify account. You can Copilot into the agent's account to review its activity, update its instructions, and see the actions it has taken. -When you create an agent, it's automatically added as a full-access Copilot on your own account. This gives the agent delegated access to your account so it can use your personal context and manage expenses and reports on your behalf, while continuing to operate from its own account. You can review or remove this access at any time in the **Copilot: Delegated Access** section under **Account > Security**. +When you create an agent, it's automatically added as a full-access Copilot on your own account. This gives the agent delegated access to your account so it can use your personal context and manage expenses and reports on your behalf, while continuing to operate from its own account. You can review or remove this access at any time in the **Copilot: Delegated access** section under **Account > Security**. -Expensify also supports Agent rules, which are workspace-level AI automations enforced by RuleBot. [Learn how to Create Agent Rules](/articles/new-expensify/ai-agents/Create-Agent-Rules). +Expensify also supports agent rules, which are workspace-level AI automations enforced by RuleBot. To learn how agents work and how they differ from agent rules, see [Understand How Agents Work](/articles/new-expensify/ai-agents/Understand-How-Agents-Work). --- -## Who can use Agents +## Who can use agents Agents are available for all members, and anyone can create an agent. @@ -25,32 +28,32 @@ Agents are available for all members, and anyone can create an agent. --- -## How to create an Agent +## How to create an agent -When you click **New agent**, the **New agent** screen opens. From here you can build an agent from scratch with **Build custom agent**, or, when starter templates are available, choose one from the **Or start with a template:** list. If no templates are available, only the **Build custom agent** option appears. +When you select **New agent**, the **New agent** screen opens. From here you can build an agent from scratch with **Build custom agent**, or, when starter templates are available, choose one from the **Or start with a template:** list. If no templates are available, only the **Build custom agent** option appears. **To build a custom agent from scratch:** -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. -2. Click **Agents**. -3. Click **New agent**. -4. Click **Build custom agent**. -5. Review the auto-generated profile image and display name. If needed, you can edit these later. -6. Click **Write custom instructions** and describe what you want the agent to do. -7. Review the note above the **Create agent** button, which explains that the agent will be added as a full-access Copilot of your account so it can act on your behalf. -8. Click **Create agent**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Agents**. +2. Select **New agent**. +3. Select **Build custom agent**. +4. Review the auto-generated profile image and display name. If needed, you can edit these later. +5. Select **Write custom instructions** and describe what you want the agent to do. +6. Review the note above the **Create agent** button, which explains that the agent will be added as a full-access Copilot of your account so it can act on your behalf. +7. Select **Create agent**. **To start from a template:** -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. -2. Click **Agents**. -3. Click **New agent**. -4. Under **Or start with a template:**, find the template you want, then click **Add**. -5. Review the pre-filled instructions and edit them if needed. -6. Review the auto-generated profile image and display name. If needed, you can edit these later. -7. Click **Create agent**. +To learn what each template does, see [Use Agent Templates](/articles/new-expensify/ai-agents/Use-Agent-Templates). + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Agents**. +2. Select **New agent**. +3. Under **Or start with a template:**, find the template you want, then select **Add**. +4. Review the pre-filled instructions and edit them if needed. +5. Review the auto-generated profile image and display name. If needed, you can edit these later. +6. Select **Create agent**. -After you click **Create agent**, you're taken directly to a direct message (DM) with the new agent, where its welcome message appears once it arrives. The new agent also appears in your **Agents** list with **Edit**, **Chat**, and **Copilot** buttons. +After you select **Create agent**, you're taken directly to a direct message (DM) with the new agent, where its welcome message appears once it arrives. The new agent also appears in your **Agents** list with **Edit**, **Chat**, and **Copilot** buttons. ![The Agents page in Account settings, showing the New agent button and a list of created agents]({{site.url}}/assets/images/ExpensiHelp-CustomAgents-1.png){:width="100%"} @@ -68,7 +71,7 @@ After you create an agent: - The agent appears in your **Agents** list, where you can chat with it, edit its instructions, or Copilot into its account. - The agent can be added to workspaces as a member and selected anywhere a workspace member can be chosen, such as approval workflows. -The agent follows the instructions you provide and operates from its own Expensify account. Because it's also a Copilot on your account, it can use your personal context and take actions on your behalf. You can review or remove the agent's Copilot access at any time in the **Copilot: Delegated Access** section under **Account > Security**. [Learn how to manage Copilot access](/articles/new-expensify/settings/Manage-Copilot-Access). +The agent follows the instructions you provide and operates from its own Expensify account. Because it's also a Copilot on your account, it can use your personal context and take actions on your behalf. You can review or remove the agent's Copilot access at any time in the **Copilot: Delegated access** section under **Account > Security**. [Learn how to manage Copilot access](/articles/new-expensify/settings/Manage-Copilot-Access). --- @@ -78,7 +81,7 @@ Agent instructions are written in natural language. Describe the role, responsib If you’re unsure how to write instructions, you can chat with the agent and describe the outcome you want. The agent can ask clarifying questions, help draft instructions, and explain how it would behave in a specific situation based on the instructions. -Agent instructions use the same natural-language prompting concepts as Agent rules. For guidance, examples, and prompt-writing best practices, [learn how to write agent rules](/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules). +Agent instructions use the same natural-language prompting concepts as agent rules. For guidance, examples, and prompt-writing best practices, see [How to Write Agent Instructions](/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions). --- @@ -86,9 +89,8 @@ Agent instructions use the same natural-language prompting concepts as Agent rul To open a direct conversation with an agent: -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. -2. Click **Agents**. -3. Find the agent you want to message, then click the chat icon on the agent's row. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Agents**. +2. Find the agent you want to message, then select **Chat**. --- @@ -98,9 +100,8 @@ Each agent is its own Expensify account with a profile, inbox, chats, and activi Use Copilot to see what the agent has done, review its activity, and inspect any actions it has taken on reports. -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. -2. Click **Agents**. -3. Find the agent in the list and click **Copilot**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Agents**. +2. Find the agent in the list and select **Copilot**. [Learn more about Copilot](/articles/new-expensify/settings/Act-as-a-Copilot). @@ -110,12 +111,11 @@ Use Copilot to see what the agent has done, review its activity, and inspect any You can edit an agent's instructions at any time. -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. -2. Click **Agents**. -3. Find the agent you want to change, then click **Edit**. -4. Click the **Write custom instructions** section. -5. Enter the new instructions you want the agent to follow. -6. Click **Save**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Agents**. +2. Find the agent you want to change, then select **Edit**. +3. Select **Write custom instructions**. +4. Enter the new instructions you want the agent to follow. +5. Select **Save**. --- @@ -123,18 +123,16 @@ You can edit an agent's instructions at any time. Deleting an agent closes its Expensify account. -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. -2. Click **Agents**. -3. Find the agent you want to remove, then click **Edit**. -4. Click **Delete agent**. -5. Confirm the deletion. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Agents**. +2. Find the agent you want to remove, then select **Edit**. +3. Select **Delete agent**. +4. Confirm the deletion. You can also delete an agent while [Copiloting into its account](#how-to-copilot-into-an-agents-account): -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. -2. Click **Security**. -3. Click **Close account**. -4. In the **Delete agent?** confirmation, click **Delete**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Security**. +2. Select **Close account**. +3. In the **Delete agent?** confirmation, select **Delete**. Deleting the agent from the **Security** page also ends the Copilot session and returns you to your own account. This step requires an internet connection. @@ -150,20 +148,20 @@ You can select several agents from the **Agents** list and delete them together. **On web:** -1. In the navigation tabs on the left, click **Account** > **Agents**. +1. In the navigation tabs on the left, select **Account > Agents**. 2. Select the checkbox next to each agent you want to delete. -3. Click the button that shows the number of agents selected (for example, **2 selected**). +3. Select the button that shows the number of agents selected (for example, **2 selected**). 4. Select **Delete agents**. -5. Click **Delete** to confirm. +5. Select **Delete** to confirm. **On mobile:** -1. In the navigation tabs on the bottom, tap **Account** > **Agents**. -2. Long-press an agent, then tap **Select** to enter selection mode. +1. In the navigation tabs on the bottom, select **Account > Agents**. +2. Long-press an agent, then select **Select** to enter selection mode. 3. Select each additional agent you want to delete. -4. Tap the button that shows the number of agents selected (for example, **2 selected**). +4. Select the button that shows the number of agents selected (for example, **2 selected**). 5. Select **Delete agents**. -6. Tap **Delete** to confirm. +6. Select **Delete** to confirm. The selected agents are deleted and you stay on the **Agents** list. Deleting agents can't be undone. @@ -179,20 +177,19 @@ Purpose: Shows where row selection and the bulk Delete agents action appear Before you can select an agent as an approver, the agent must be added to the workspace as a member. Once added, the agent can be selected anywhere an approver can be selected. -[Learn how to add a new Workspace member](/articles/new-expensify/workspaces/Managing-Workspace-Members#invite-members-to-a-workspace). +[Learn how to add a new workspace member](/articles/new-expensify/workspaces/Managing-Workspace-Members#invite-members-to-a-workspace). -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Workspaces > [Workspace name]**. -2. Click **Workflows**. -3. Open the workflow you want to edit, or click **Add approval workflow** to create a new one. -4. Click **Approver**. -5. Choose the agent from the list of workspace members. -6. Click **Save**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name] > Workflows**. +2. Open the workflow you want to edit, or select **Add approval workflow** to create a new one. +3. Select **Approver**. +4. Choose the agent from the list of workspace members. +5. Select **Save**. The agent will receive each report submitted through the workflow and determine whether to approve or reject it based on its instructions. For details on configuring approval workflows generally, see [Learn how to add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). -![Add a Custom Agent as a workspace approver]({{site.url}}/assets/images/ExpensiHelp-CustomAgents-2.png){:width="100%"} +![Add a custom agent as a workspace approver]({{site.url}}/assets/images/ExpensiHelp-CustomAgents-2.png){:width="100%"} --- @@ -200,7 +197,7 @@ For details on configuring approval workflows generally, see [Learn how to add a ## Why can't I see Agents in my Account settings? -**Agents** is hidden while you’re Copiloting into an agent’s account, because an agent can’t create its own agents. Return to your own account to access **Agents**. [Learn how to exit a Copilot account and return to your own account]([url](/articles/new-expensify/settings/Act-as-a-Copilot#how-to-exit-a-copilot-account-and-return-to-your-own-account)). +**Agents** is hidden while you’re Copiloting into an agent’s account, because an agent can’t create its own agents. Return to your own account to access **Agents**. [Learn how to exit a Copilot account and return to your own account](/articles/new-expensify/settings/Act-as-a-Copilot#how-to-exit-a-copilot-account-and-return-to-your-own-account). ## What's the difference between building a custom agent and starting from a template? @@ -238,7 +235,7 @@ On Collect plans, workspaces support a single approver. An agent can be used as ## Is an agent added as a Copilot on my own account? -Yes. When you create an agent, it's automatically added as a full-access Copilot on your own account, giving it delegated access to your personal context so it can manage your expenses and reports on your behalf. You don't need to add it by hand. You can review or remove this access at any time in the **Copilot: Delegated Access** section under **Account > Security**. [Learn how to manage Copilot access](/articles/new-expensify/settings/Manage-Copilot-Access). +Yes. When you create an agent, it's automatically added as a full-access Copilot on your own account, giving it delegated access to your personal context so it can manage your expenses and reports on your behalf. You don't need to add it by hand. You can review or remove this access at any time in the **Copilot: Delegated access** section under **Account > Security**. [Learn how to manage Copilot access](/articles/new-expensify/settings/Manage-Copilot-Access). ## What can an agent do as a Copilot on my account? diff --git a/docs/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions.md b/docs/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions.md new file mode 100644 index 000000000000..0737ae8bf7c7 --- /dev/null +++ b/docs/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions.md @@ -0,0 +1,154 @@ +--- +title: How to Write Agent Instructions +description: Learn how to write clear, effective natural-language instructions for both personal agents and workspace agent rules. +keywords: [agent instructions, AI prompts, agent rules, custom agents, prompt writing, RuleBot, AI instruction examples, agent rule examples, agent rule best practices] +internalScope: Audience is members and workspace admins. Covers best practices, examples, and techniques for writing effective instructions for personal agents and agent rules, including using RuleBot to draft agent rules. Does not cover creating agents, creating agent rules, or managing AI features. +retrievalIntent: How do I write effective instructions for an AI agent? +contentType: topic +order: 7 +--- + +# How to Write Agent Instructions + +Agents use natural-language instructions to determine how they should behave. Well-written instructions help agents make more consistent decisions and reduce unexpected behavior. + +For personal agents, instructions describe how the agent should help manage your work. For agent rules, instructions tell RuleBot how to handle expenses and reports in a workspace. + +To learn about how agents use instructions, see [How do agents and agent rules use instructions](/articles/new-expensify/ai-agents/Understand-How-Agents-Work#how-do-agents-and-agent-rules-use-instructions). + +--- + +## Who can write agent instructions + +Members can write and edit instructions for the personal agents they create. + +Any workspace admin on a workspace with an agent rule configured can write and edit the workspace's agent rules. + +To learn how to create a personal agent, see [Create and Use Agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). + +To learn how to create agent rules, see [Automate Workflows with Agent Rules](/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules). + +--- + +## How to write clear agent instructions + +The best agent instructions describe a specific outcome using clear, action-oriented language. + +When writing agent instructions: + + - Be specific and clear. Describe exactly what the agent should do and avoid vague instructions. + - Provide context when necessary. Include relevant details about your workflow, approval process, or company policies. + - Define the scope. Explain what the agent should handle and what it should ignore. + - Use examples when possible. Example scenarios can help the agent understand your intent. + - Start simple. Begin with straightforward instructions and refine them over time. + - Keep instructions focused. Create separate instructions for separate concerns rather than combining many behaviors. + - Use action-oriented language. Tell the agent what action to take when conditions are met. + +--- + +## How to write agent instructions for approvals + +Approval instructions work best when they define clear approval criteria. + +Approving, rejecting, editing, and forwarding reports require the Agent or RuleBot to be an approver in the workspace's approval workflow. + +Example: + +> Approve reports under $100 that contain no violations. Forward all other reports to Alice for review. + +More specific approval instructions generally produce more predictable results than broad instructions such as: + +> Approve reports that seem reasonable. + +--- + +## How to write agent instructions for approval routing + +Approval routing instructions can send reports to different approvers based on report details. + +Example: + +> Forward reports over $500 to Alice and all other reports to Bob. + +--- + +## How to write agent instructions that request information + +Agent instructions can ask for additional information when specific conditions are met. + +Example: + +> Ask the submitter to justify any meal expense over $75. + +--- + +## How to write agent instructions that modify expenses + +Agent instructions can automatically update expenses when specific conditions are met. + +Example: + +> Add a 2% FX surcharge to all non-USD reimbursable expenses. + +When writing instructions that modify expenses, be explicit about which expenses should be updated and how they should be changed. + +--- + +## How to use RuleBot to draft agent rules + +If you're not sure how to write an agent rule, you can chat with RuleBot and describe the outcome you want. + +For example: + +> I want to set a rule to ask for more information on expenses that took place over the weekend. Can you help? + +RuleBot may ask follow-up questions to clarify your requirements and then suggest a rule based on your answers. + +You can also ask RuleBot questions about existing agent rules to better understand how they work. + +To chat with RuleBot: + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name] > Members**. +2. Select **RuleBot** from the list of workspace members. +3. Select **Profile**. +4. Select **Message**. + +--- + +## What to do when an agent doesn't behave as expected + + - Rewrite the instructions using more specific language. + - Break large instructions into multiple focused instructions. + - Add examples that demonstrate the intended behavior. + - Remove unnecessary instructions that may create ambiguity. + +Small changes often produce more reliable results than completely rewriting the instructions. + +--- + +# FAQ + +## Should I write one large instruction or multiple smaller instructions? + +Multiple focused instructions are generally easier to understand, maintain, and troubleshoot than one set of instructions that handles many unrelated scenarios. + +## Are there pre-written agent instructions I can use? + +Yes. [Agent templates](/articles/new-expensify/ai-agents/Use-Agent-Templates) are prebuilt personal agents with pre-written instructions for common tasks. [Suggested agent rules](/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules) are pre-written workspace agent rules that you can use as a starting point for common workflows. You can review and customize the instructions before saving. + +## How specific should agent instructions be? + +As a general rule, the more specific the instructions are, the more predictable the result. + +## Can agents make mistakes? + +Yes. Agents use AI to interpret natural-language instructions and may occasionally behave unexpectedly. Review AI-generated actions and instructions carefully. + +--- + +## Related articles + +When writing agent instructions, these references help you match your instructions to what your agent can actually do: + + - [Agent Capability Reference](/articles/new-expensify/ai-agents/AI-Agent-Capabilities) — every action your agent can take, with ready-to-copy instruction phrases. + - [Agent Trigger Reference](/articles/new-expensify/ai-agents/AI-Agent-Triggers) — every event your agent can react to, with ready-to-copy instruction phrases. diff --git a/docs/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules.md b/docs/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules.md deleted file mode 100644 index e8afff0c7e34..000000000000 --- a/docs/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules.md +++ /dev/null @@ -1,140 +0,0 @@ ---- -title: How to Write Agent Rules -description: Learn how to write effective Agent Rules using natural-language instructions and examples. -keywords: [agent rules, RuleBot, prompt writing, ai rules, agent rule examples, agent rule best practices] -internalScope: Audience is Workspace Admins. Covers best practices for writing Agent Rules and examples of effective instructions. Does not cover creating Agent Rules or managing Agents. ---- - -# How to Write Agent Rules - -Agent Rules are written in natural language. Describe the behavior you want, and RuleBot evaluates reports against those instructions. Well-written Agent Rules help RuleBot make more consistent decisions and reduce unexpected behavior. - -If you're unsure how to write a rule, you can chat with RuleBot and describe the outcome you want. RuleBot can ask clarifying questions, help draft a rule, and explain how an existing rule would behave in a specific situation. - ---- - -## Who can write Agent Rules - -Any Workspace Admin on a workspace with an Agent Rule configured can edit the rules. - -If you haven't created an Agent Rule yet, [learn how to create Agent Rules](/articles/new-expensify/ai-agents/Create-Agent-Rules). - ---- - -## How to write clear Agent Rules - -The best Agent Rules describe a specific outcome using clear, action-oriented language. - -When writing Agent Rules: - - - Be specific and clear. Describe exactly what RuleBot should do and avoid vague instructions. - - Provide context when necessary. Include relevant details about your workflow, approval process, or company policies. - - Define the scope. Explain what RuleBot should handle and what it should ignore. - - Use examples when possible. Example scenarios can help RuleBot understand your intent. - - Start simple. Begin with a straightforward rule and refine it over time. - - Keep rules focused. Create separate rules for separate concerns rather than combining many behaviors into one rule. - - Use action-oriented language. Tell RuleBot what action to take when conditions are met. - ---- - -## How to write Agent Rules for approvals - -Approval rules work best when they define clear approval criteria. - -Example: - -> Approve reports under $100 that contain no violations. Forward all other reports to Alice for review. - -More specific approval rules generally produce more predictable results than broad instructions such as: - -> Approve reports that seem reasonable. - ---- - -## How to write Agent Rules for routing - -Routing rules can be used to send reports to different approvers based on report details. - -Example: - -> Forward reports over $500 to Alice and all other reports to Bob. - -## How to write Agent Rules that request information - -Agent Rules can ask submitters for additional information when specific conditions are met. - -Example: - -> Ask the submitter to justify any meal expense over $75. - ---- - -## How to write Agent Rules that modify expenses - -Agent Rules can automatically update expenses when conditions are met. - -Example: - -> Add a 2% FX surcharge to all non-USD reimbursable expenses. - -When writing rules that modify expenses, be explicit about which expenses should be updated and how they should be changed. - ---- - -## How to use RuleBot to draft Agent Rules - -If you're not sure how to write an Agent Rule, you can chat with RuleBot and describe the outcome you want. - -For example: - -> I want to set a rule to ask for more information on expenses that took place over the weekend. Can you help? - -RuleBot may ask follow-up questions to clarify your requirements and then suggest a rule based on your answers. - -You can also ask RuleBot questions about existing Agent Rules to better understand how they work. - -To chat with RuleBot: - -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [Your Workspace]**. -2. Click **Members**. -3. Select **RuleBot** from the list of workspace members. -4. Click **Profile**. -5. Click **Message**. - ---- - -## What to do when an Agent Rule doesn't behave as expected - - - Rewrite the rule using more specific language. - - Break large rules into multiple focused rules. - - Add examples that demonstrate the intended behavior. - - Remove unnecessary instructions that may create ambiguity. - - Add examples that demonstrate the intended behavior. - - Remove unnecessary instructions that may create ambiguity. - -Small changes often produce more reliable results than completely rewriting a rule. - ---- - -# FAQ - -## Should I create one large rule or multiple smaller rules? - -Multiple focused rules are generally easier to understand, maintain, and troubleshoot than a single rule that handles many different scenarios. - -## How specific should Agent Rules be? - -As a general rule, the more specific the instruction, the more predictable the result. - -## Can Agent Rules make mistakes? - -Yes. Agent Rules are evaluated by an LLM and may occasionally behave unexpectedly. Review AI-generated actions and instructions carefully. - ---- - -## Related articles - -When writing Agent Rules, these references help you match your instructions to what your Agent can actually do: - - - [Agent Capability Reference](/articles/new-expensify/ai-agents/AI-Agent-Capabilities) — every action your Agent can take, with ready-to-copy instruction phrases. - - [Agent Trigger Reference](/articles/new-expensify/ai-agents/AI-Agent-Triggers) — every event your Agent can react to, with ready-to-copy instruction phrases. diff --git a/docs/articles/new-expensify/ai-agents/Learn-About-AI-in-Expensify.md b/docs/articles/new-expensify/ai-agents/Learn-About-AI-in-Expensify.md new file mode 100644 index 000000000000..8206c61f6cd1 --- /dev/null +++ b/docs/articles/new-expensify/ai-agents/Learn-About-AI-in-Expensify.md @@ -0,0 +1,220 @@ +--- +title: Learn About AI in Expensify +description: Learn which AI features are available in Expensify, what SmartScan, Concierge, agents, agent rules, RuleBot, and MCP do, and which option to use. +keywords: [AI in Expensify, Expensify AI, SmartScan, Concierge, agents, agent rules, RuleBot, MCP, AI assistants, AI automation, spend analysis, which AI should I use] +internalScope: Audience is all members and workspace admins. Covers the AI features available in Expensify, what each feature does, where it works, how the features work together, and which feature to use for different needs. Does not cover detailed setup steps, writing agent instructions, or detailed capabilities for individual AI features. +retrievalIntent: What AI features does Expensify have, how are they different, and which one should I use? +contentType: topic +order: 1 +--- + +# Learn About AI in Expensify + +Expensify uses AI to scan receipts, answer questions, automate expense tasks, enforce workspace rules, and analyze spending. + +Some AI features, like SmartScan and Concierge, work automatically or are ready to use without setup. Others, like agents and agent rules, let you create custom automations by describing what you want in plain language. You can also connect outside AI assistants to Expensify through MCP. + +This article explains what each AI feature does, how the features work together, and which one to use. + +## What AI features are available in Expensify? + +| AI feature | What it does | Who uses it | Where it works | How to set it up | +| --- | --- | --- | --- | --- | +| **SmartScan** | Reads receipts and fills in expense details | All members | Every expense you add | No setup needed | +| **Concierge** | Answers questions, takes actions, configures workspaces, and analyzes spend | All members | Your whole account, across all your workspaces | No setup needed | +| **Agents** | Follow your instructions to automate expense tasks | All members | Your account, plus any workspace you add the agent to | [Create an agent](/articles/new-expensify/ai-agents/Create-and-Use-Agents) | +| **Agent rules and RuleBot** | Apply AI-powered rules across a workspace | Workspace admins | One workspace | [Create an agent rule](/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules) | +| **AI assistants through MCP** | Let outside AI tools analyze your Expensify data | All members | Outside Expensify, using data you can already see | [Connect an AI assistant](/articles/new-expensify/connections/connect-ai-assistants/Use-the-Expensify-MCP-Server-With-AI-Assistants) | + +You don't need to use every AI feature. The right option depends on whether you want help with a one-time task, personal automation, workspace-wide rules, or analysis outside Expensify. + +## How does SmartScan use AI? + +SmartScan uses AI to read receipts. When you add a receipt, SmartScan extracts details such as the merchant, date, amount, and itemized line items so you don't have to enter them manually. Workspace admins can also use SmartScan to identify prohibited expenses on receipts, such as alcohol or gambling. + +[Learn how the prohibited expenses rule works](/articles/new-expensify/workspaces/Prohibited-Expense-Rule). + +## How does Concierge use AI? + +Concierge is the AI assistant built into Expensify. It's available without setup and can: + +- Answer questions about Expensify and help troubleshoot problems. +- Create, edit, and categorize expenses, and add them to the right report. +- Create, submit, approve, retract, and export reports when you have permission. +- Update many expenses at once, such as changing every expense on a report to the same category. +- Help workspace admins set up and configure a workspace in chat, such as adding members, requiring receipts, or updating the approval workflow. +- Analyze spending, answer questions about your expense data, and proactively share spend insights. +- Connect you with a human when you ask or when Concierge can't help. + +Concierge is best for help you need in the moment. You ask Concierge to do something, and it responds or takes the requested action. + +[Learn more about Concierge](/articles/new-expensify/concierge-ai/Concierge-Basics). + +[Learn what Concierge can do](/articles/new-expensify/concierge-ai/What-Concierge-Can-Do). + +[Learn how Concierge Intelligence works](/articles/new-expensify/concierge-ai/Concierge-Intelligence). + +[Learn how Concierge analyzes spend](/articles/new-expensify/concierge-ai/How-Concierge-Analyzes-Spend). + +## How do agents automate expense tasks? + +Agents are AI assistants that you create and configure with natural language. Each agent has its own Expensify account and works as a Copilot on your account, allowing it to act for you. + +Unlike Concierge, an agent follows standing instructions. Agents can respond to almost any event, including: + +- A card swipe or new card transaction. +- A receipt finishing SmartScan. +- A report being submitted or approved. +- A question someone asks the agent in chat. +- A scheduled time, such as the first of every month. + +Agents can also take almost any action. They can create, edit, and code expenses; submit, hold, approve, route, and reject reports; and look up expense data to detect patterns and analyze trends. + +For example, you could create an agent that: + +- Translates foreign receipts. +- Splits hotel bills into separate expenses. +- Posts a monthly summary of unapproved card spend. + +You can also add an agent to a workspace as an approver. + +You don't have to create an agent from scratch. You can use agent templates, which come with pre-written instructions for common tasks. You can choose a template and customize its instructions to fit your workflow. + +[Learn more about agents, agent rules, and templates](/articles/new-expensify/ai-agents/Understand-How-Agents-Work). + +[Learn how to create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). + +[Learn how to use agent templates](/articles/new-expensify/ai-agents/Use-Agent-Templates). + +[See every event an agent can respond to](/articles/new-expensify/ai-agents/AI-Agent-Triggers). + +[See every action an agent can take](/articles/new-expensify/ai-agents/AI-Agent-Capabilities). + +## How do agent rules and RuleBot automate workspace rules? + +Agent rules let workspace admins describe in plain language how expenses and reports should be handled across a workspace. + +RuleBot is the AI agent that enforces those rules. Expensify creates RuleBot automatically when the first agent rule is added and adds it to the workspace as a workspace admin. + +Agent rules are useful when a workspace requirement needs interpretation or judgment instead of a fixed condition. For example, an agent rule could: + +- Reject a receipt that doesn't match its stated purpose. +- Route reports from a particular team to a specific approver. +- Hold an expense until the submitter adds a missing detail. + +An agent generally works on behalf of an individual member. RuleBot works on behalf of the workspace by enforcing agent rules. + +[Learn more about agents and agent rules](/articles/new-expensify/ai-agents/Understand-How-Agents-Work). + +[Learn how to automate workflows with agent rules](/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules). + +[Learn how to use suggested agent rules](/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules). + +## How do AI assistants connect to Expensify through MCP? + +The Expensify MCP server lets outside AI tools, such as ChatGPT, Claude, or Cursor, access information from your Expensify account. + +Once connected, you can use the AI assistant to search and analyze information such as expenses, reports, and spending trends. + +MCP access is read-only. A connected AI assistant can analyze the Expensify data you have permission to see, but it can't create, edit, approve, or delete anything in Expensify. + +[Learn how to use the Expensify MCP server with AI assistants](/articles/new-expensify/connections/connect-ai-assistants/Use-the-Expensify-MCP-Server-With-AI-Assistants). + +## How do Expensify AI features work together? + +Each AI feature can handle a different part of the expense lifecycle. For example: + +1. **SmartScan reads the receipt.** You add a hotel receipt, and SmartScan extracts the merchant, date, amount, and line items. +2. **Concierge organizes the expense.** Concierge categorizes the expense and adds it to the appropriate report. +3. **An agent follows your instructions.** Your agent notices that SmartScan has finished and splits the room charge from meals and parking. +4. **RuleBot applies workspace rules.** When you submit the report, RuleBot checks it against the workspace's agent rules and takes the appropriate action. +5. **The approval workflow continues.** The next approver can be a person, an agent, or RuleBot. +6. **AI helps analyze the results.** Admins can ask Concierge about spending or analyze Expensify data using an AI assistant connected through MCP. + +You don't need to configure this entire sequence. SmartScan and Concierge work without setup, while agents and agent rules provide additional automation when needed. + +## How do AI features work with standard workspace rules? + +Standard workspace rules and AI-powered rules serve different purposes. + +| Type | Best for | Example | +| --- | --- | --- | +| **Workspace rule** | A fixed condition that should work the same way every time | Flag expenses over $500 | +| **Agent rule** | A condition that requires reading, interpretation, or judgment | Reject receipts that appear to be personal | +| **Concierge** | Explaining a rule or making a supported one-time change when asked | Explain why an expense was flagged | + +If a workspace rule can handle the requirement, use that rule. Use an agent rule when the requirement needs interpretation or judgment. + +[Learn more about workspace rules](/articles/new-expensify/workspaces/Workspace-Rules). + +## Which Expensify AI feature should I use? + +| If you want to... | Use | +| --- | --- | +| Get an answer or have something done once | Concierge | +| Set up or update a workspace by chatting | Concierge | +| Ask questions about your spending | Concierge, or an AI assistant connected through MCP | +| Analyze Expensify data in ChatGPT, Claude, or another supported AI tool | MCP | +| Automate recurring tasks on your own expenses | An agent | +| Have AI participate in a report approval workflow | An agent or agent rules | +| Apply AI-powered rules across a workspace | Agent rules | +| Apply a simple, fixed workspace requirement | A workspace rule | + +A useful rule of thumb is to start with Concierge for one-time requests. If the same action needs to happen automatically in the future, consider an agent or agent rule. + +## What can each Expensify AI feature access? + +AI features can only work within their assigned permissions and purpose. + +| AI feature | Access | +| --- | --- | +| **SmartScan** | Receipts you add | +| **Concierge** | Information and actions you already have permission to access | +| **Agents** | The access available through their full-access Copilot relationship with your account | +| **RuleBot** | Workspace admin access for the workspace where it enforces agent rules | +| **MCP** | Read-only access to Expensify data you already have permission to see | + +[Learn how to manage Copilot access](/articles/new-expensify/settings/Manage-Copilot-Access). + +## How can I review actions taken by AI? + +How you review an AI action depends on the feature: + +- **Concierge** confirms changes in the same chat. +- **Agents** perform actions through Copilot. Actions taken on your account appear as yours and are marked **via Copilot**. You can also Copilot into an agent's account to review its activity. +- **RuleBot** posts its actions on the report. Changes to agent rules are recorded in the workspace's **#admins** room. +- **MCP** is read-only, so connected AI assistants can't make changes to audit in Expensify. + +# FAQ + +## Do I need to set up AI to use it in Expensify? + +No. SmartScan and Concierge are available without additional setup. Agents, agent rules, and MCP connections are optional and require setup if you want those capabilities. + +## Is Concierge the same as an agent? + +No. Concierge is built into Expensify and responds to requests you make in the moment. + +An agent is an AI assistant you create and give standing instructions to so it can perform tasks automatically. + +## What's the difference between an agent and RuleBot? + +An agent works on behalf of a member and follows that member's instructions. RuleBot works on behalf of a workspace and enforces agent rules created by workspace admins. + +[Learn more about agents and agent rules](/articles/new-expensify/ai-agents/Understand-How-Agents-Work). + +## Can I use multiple AI features together? + +Yes. The features can handle different parts of the same expense workflow. + +For example, SmartScan can read a receipt, an agent can update the resulting expense, and RuleBot can review the report after it's submitted. + +## Can Expensify AI make mistakes? + +Yes. AI can occasionally behave unexpectedly. Review AI actions and keep agent and agent rule instructions clear and specific. + +[Learn how to write agent instructions](/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions). + +## Can I talk to a human instead of Concierge? + +Yes. Ask Concierge to "talk to a human" to connect with Expensify's support team. diff --git a/docs/articles/new-expensify/ai-agents/Understand-How-Agents-Work.md b/docs/articles/new-expensify/ai-agents/Understand-How-Agents-Work.md new file mode 100644 index 000000000000..b0f7f0574a80 --- /dev/null +++ b/docs/articles/new-expensify/ai-agents/Understand-How-Agents-Work.md @@ -0,0 +1,134 @@ +--- +title: Understand How Agents Work +description: Learn how AI agents work in Expensify, including the differences between personal agents, agent rules, RuleBot, and agent templates. +keywords: [AI agents, Agents, Agent rules, RuleBot, Agent templates, AI automation, personal Agents, workspace automation] +internalScope: Audience is members and workspace admins. Covers how AI agents work in Expensify, the differences between personal agents, agent rules, RuleBot, and agent templates, and when to use each. Does not cover creating agents, creating agent rules, or writing agent instructions. +retrievalIntent: What are AI agents in Expensify, and how are agents, agent rules, RuleBot, and templates different? +contentType: topic +order: 2 +--- + +# Understand How Agents Work + +Expensify includes AI-powered agents that can automate tasks on your behalf. + +This article covers the two agent features in Expensify: + +- Agents, which help manage your own work. +- Agent rules, which automate how expenses and reports are handled in a workspace. + +Both use natural-language instructions to determine how they should behave. + +--- + +## What are agents? + +Agents are AI assistants that work on your behalf in Expensify. Each agent is created as its own Expensify account and uses your personal account context together with the instructions you provide to determine what actions to take. + +You can create multiple agents with different responsibilities, chat with them, update their instructions, and review their activity. + +To learn more about agents, see [Create and Use Agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). + +--- + +## What are agent rules? + +Agent rules let workspace admins automate how AI handles expenses and reports in a workspace. + +Instead of creating an agent directly, you create natural-language rules in a workspace that describe how AI should respond to report activity. + +These rules can review reports, request additional information, update expenses, route reports, or approve reports when the conditions you define are met. + +To learn more about agent rules, see [Automate Workflows with Agent Rules](/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules). + +--- + +## What is RuleBot? + +RuleBot is the AI agent that enforces agent rules. + +The first time you create an agent rule in a workspace, Expensify automatically creates RuleBot and adds it to that workspace. + +You don't create or manage RuleBot directly. Instead, you create and manage the agent rules that RuleBot follows. + +--- + +## What are agent templates? + +Agent templates are prebuilt personal agents with instructions already written for common tasks. + +Instead of starting with a blank agent, you can choose a template and customize its instructions before creating the agent. + +To learn about the available templates, see [Use Agent Templates](/articles/new-expensify/ai-agents/Use-Agent-Templates). + +--- + +## What are suggested agent rules + +Suggested agent rules are pre-written agent rules for common workspace workflows. + +Instead of starting with a blank agent rule, you can choose a suggested rule and edit it before saving. + +To learn about the available suggested rules, see [Use Suggested Agent Rules](/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules). + +--- + +## How are agent templates different from suggested agent rules + +Both give you pre-written instructions, but for different kinds of agents: + +- An **Agent template** gives you instructions for a personal agent that works on your own expenses. +- A **suggested agent rule** gives you instructions that RuleBot enforces across a workspace. + +For example, the **TipMaster** agent template adds a comment to your own restaurant receipts when the tip is over 20%. The **Excessive tip percentage** suggested Agent rule tells RuleBot to reject meal expenses with a tip over 20% for everyone in the workspace. + +--- + +## How do agents and agent rules use instructions? + +Both personal agents and agent rules use natural-language instructions to determine how they behave. + +For personal agents, the instructions describe how your agent should help you manage your work. + +For agent rules, the instructions tell RuleBot how to handle expenses and reports in a workspace. + +Although they operate in different contexts, the same principles apply: write clear, specific instructions that describe the outcome you want. + +[Learn how to write agent instructions](/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions). + +--- + +## When should I use an agent or an agent rule? + +Use an agent when you want AI to help manage your own work. + +Use agent rules when you want AI to automate how expenses and reports are handled across a workspace. + +Many organizations use both. For example, you might use a personal agent to help manage your own expenses while using agent rules to automate your organization's approval process. + +| | **Agents** | **Agent rules** | +| --- | --- | --- | +| **Best for** | Automating your own work | Automating expense and report workflows in a workspace | +| **Who sets it up** | Any member with access to agents | Workspace admins | +| **Where it's managed** | **Account > Agents** | **Workspaces > [workspace name] > Rules** | +| **What you create** | One or more personal agents | One or more agent rules | +| **AI that follows your instructions** | Your agent | RuleBot | +| **Applies to** | Your own account | The entire workspace | + +# FAQ + +## Do I need to know how to write prompts to use AI agents? + +No. Both agents and agent rules use natural-language instructions, so you can describe the behavior you want in plain language. Clear, specific instructions generally produce better results. + +## Can I use both agents and agent rules? + +Yes. Many organizations use both. Personal agents help manage your own work, while agent rules automate how expenses and reports are handled across a workspace. + +## Are there pre-written agent instructions I can use? + +Yes. Agent templates are prebuilt personal agents with pre-written instructions for common tasks. Suggested agent rules are pre-written workspace agent rules that you can use as a starting point for common workflows. You can review and customize the instructions before saving. + +## Can I customize agent templates and suggested rules? + +Yes. Both are intended to be starting points. You can review and edit the instructions before creating the agent or saving the agent rule. diff --git a/docs/articles/new-expensify/ai-agents/Use-Agent-Templates.md b/docs/articles/new-expensify/ai-agents/Use-Agent-Templates.md index c77f6fa47b00..c534535b967a 100644 --- a/docs/articles/new-expensify/ai-agents/Use-Agent-Templates.md +++ b/docs/articles/new-expensify/ai-agents/Use-Agent-Templates.md @@ -2,14 +2,15 @@ title: Use Agent Templates description: Learn what each built-in agent template does, how it works, and when to use it. keywords: [agent templates, agents, TipMaster, Translator Tess, Splitter Sam, Description Dan, AI agent, receipt translator, card splitter, automate description] -internalScope: Audience is New Expensify members creating AI agents. Covers the built-in agent templates available when creating a new agent and what each one does. Does not cover creating custom agents, editing agent instructions, Agent rules, or RuleBot. +internalScope: Audience is New Expensify members creating AI agents. Covers the built-in agent templates available when creating a new agent and what each one does. Does not cover creating custom agents, editing agent instructions, agent rules, or RuleBot. contentType: topic platform: New Expensify +order: 6 --- # Use Agent Templates -Agent templates are prebuilt personal Agents with instructions already written for common tasks. Instead of creating an agent from scratch, you can start with a template and customize its instructions at any time. +Agent templates are prebuilt personal agents with instructions already written for common tasks. Instead of creating an agent from scratch, you can start with a template and customize its instructions at any time. Expensify includes a growing library of built-in templates, each designed for a specific workflow. This article explains what each template does and when you might want to use it. @@ -57,7 +58,7 @@ HotelSplitBot is useful for itemizing hotel stays and categorizing room charges --- -## What Description Dan Does +## What Description Dan does Description Dan automatically adds descriptions to expenses based on descriptions you've previously used for the same merchant. @@ -69,5 +70,6 @@ Description Dan is useful for recurring purchases where you typically use the sa ## Related articles -- [Create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents) -- [Write agent rules](/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules) +- [Understand how agents work](/articles/new-expensify/ai-agents/Understand-How-Agents-Work) +- [Create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents) +- [Write agent instructions](/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions) diff --git a/docs/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules.md b/docs/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules.md index 93193e14fe90..b187899873ec 100644 --- a/docs/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules.md +++ b/docs/articles/new-expensify/ai-agents/Use-Suggested-Agent-Rules.md @@ -1,35 +1,36 @@ --- title: Use Suggested Agent Rules -description: Learn what each suggested Agent rule does and when to use it to automate common workspace workflows. -keywords: [suggested Agent rules, Agent rules, RuleBot, AI rules, workspace automation, approval rules] -internalScope: Audience is Workspace Admins. Covers the available suggested Agent rules, what each one does, and when to use it. Does not cover creating custom Agent rules, personal Agents, or writing Agent instructions. -retrievalIntent: Which suggested Agent rule should I use? +description: Learn what each suggested agent rule does and when to use it to automate common workspace workflows. +keywords: [suggested agent rules, agent rules, RuleBot, AI rules, workspace automation, approval rules] +internalScope: Audience is workspace admins. Covers the available suggested agent rules, what each one does, and when to use it. Does not cover creating custom agent rules, personal agents, or writing agent instructions. +retrievalIntent: Which suggested agent rule should I use? contentType: topic +order: 4 --- # Use Suggested Agent Rules -Suggested Agent rules are pre-written Agent rules for common workspace workflows. Instead of writing a rule from scratch, you can start with a suggested rule, review its instructions, and edit them before saving. +Suggested agent rules are pre-written agent rules for common workspace workflows. Instead of writing a rule from scratch, you can start with a suggested rule, review its instructions, and edit them before saving. -Suggested Agent rules are enforced by RuleBot like any other Agent rule. +Suggested agent rules are enforced by RuleBot like any other agent rule. -To learn how to create Agent rules, see [Create Agent Rules](/articles/new-expensify/ai-agents/Create-Agent-Rules). +To learn how to create agent rules, see [Automate Workflows with Agent Rules](/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules). --- -## How Suggested Agent rules work +## How suggested agent rules work -Each suggested Agent rule includes a predefined set of natural-language instructions for a common expense review or approval workflow. +Each suggested agent rule includes a predefined set of natural-language instructions for a common expense review or approval workflow. -When you create a rule from a suggestion, you can review and edit its instructions before saving. After it's created, you can continue editing it like any other Agent rule. +When you create a rule from a suggestion, you can review and edit its instructions before saving. After it's created, you can continue editing it like any other agent rule. -For guidance on writing clear, effective instructions, see [How to Write Agent Rules](/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules). +For guidance on writing clear, effective instructions, see [How to Write Agent Instructions](/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions). --- ## What amount and spending rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Per-expense amount over a cap** | Rejects expenses that meet or exceed a specified amount. | Reject any single expense of $75 or more. | | **Per-expense amount within a flagged band** | Rejects expenses whose amount falls within a specified range. | Reject expenses with an amount between $500 and $1000 inclusive. | @@ -39,7 +40,7 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R ## What category rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Category is a specific value** | Only approves expenses assigned to one category. | Only approve expenses categorized as "Travel". Reject expenses in any other category. | | **Category is in an allowed set** | Only approves expenses assigned to approved categories. | Approve expenses categorized as "Travel" or "Meals & Entertainment". Reject expenses in any other category. | @@ -49,7 +50,7 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R ## What merchant rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Merchant is a specific vendor** | Only approves expenses from a specific merchant. | Only approve expenses from the vendor "Acme Corp". If an expense is from any other merchant, reject it with a brief one-sentence reason. | | **Merchant name contains a banned word** | Rejects expenses whose merchant name contains a specified word. | Reject any expense whose merchant name contains the word "casino" (in any capitalization). Approve all other expenses. | @@ -60,7 +61,7 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R ## What currency and tax rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Currency is a specific value** | Only approves expenses submitted in one currency. | Only approve expenses submitted in US Dollars (USD). Reject expenses in any other currency. | | **Currency is in an allowed set** | Only approves expenses submitted in approved currencies. | Approve expenses in USD or GBP only. Reject expenses in any other currency. | @@ -70,7 +71,7 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R ## What tag and description rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Billable status** | Approves or rejects expenses based on whether they're billable. | Only approve non-billable expenses. Reject any expense marked as billable to a client. | | **Description is empty** | Rejects expenses that don't include a description. | Reject expenses that have no description. Approve expenses that include a description. | @@ -81,7 +82,7 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R ## What date and time rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Expense age over a threshold** | Rejects expenses older than a specified number of days. | Reject expenses whose transaction date is more than 14 days ago. Approve recent expenses. | | **Expense within the submission deadline** | Rejects expenses submitted outside your organization's submission window. | Our policy requires expenses to be submitted within 30 days of the transaction date. Reject expenses dated more than 30 days ago; approve the rest. | @@ -92,7 +93,7 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R ## What report-level rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Unusually large report (expense count)** | Rejects reports containing more than a specified number of expenses. | Reject reports that contain more than 5 expenses; they must be split into smaller reports. Approve reports with 5 or fewer expenses. | | **Report mixes billable and non-billable expenses** | Rejects reports that contain both billable and non-billable expenses. | A report must be either all billable or all non-billable. Reject reports that mix billable and non-billable expenses. | @@ -103,7 +104,7 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R ## What receipt intelligence rules are available -| Suggested Agent rule | What it does | Default instruction | +| Suggested agent rule | What it does | Default instruction | | --- | --- | --- | | **Alcohol detected on receipt** | Rejects receipts containing alcohol purchases. | Reject any expense whose receipt shows alcohol (beer, wine, or liquor), with a one-sentence comment naming the alcohol. Approve receipts with no alcohol. | | **Excessive tip percentage** | Rejects meal receipts whose tip exceeds a specified percentage. | Reject any meal expense whose receipt tip is more than 20% of the subtotal, noting the tip percentage. Approve tips of 20% or less. | @@ -121,30 +122,30 @@ For guidance on writing clear, effective instructions, see [How to Write Agent R --- -## What happens after you create a Suggested Agent rule +## What happens after you create a suggested agent rule -After you save a Suggested Agent rule: +After you save a suggested agent rule: - RuleBot begins enforcing it immediately. - You can edit the rule's instructions at any time. -- The rule behaves like any other Agent rule. +- The rule behaves like any other agent rule. --- # FAQ -## Can I edit a Suggested Agent rule? +## Can I edit a suggested agent rule? -Yes. Suggested Agent rules are starting points. You can review and edit the instructions before saving the rule, and you can update the instructions at any time after it's created. +Yes. Suggested agent rules are starting points. You can review and edit the instructions before saving the rule, and you can update the instructions at any time after it's created. -## Do Suggested Agent rules work differently from custom Agent rules? +## Do suggested agent rules work differently from custom agent rules? -No. After you save a Suggested Agent rule, it behaves like any other Agent rule. RuleBot enforces it using the instructions you've configured. +No. After you save a suggested agent rule, it behaves like any other agent rule. RuleBot enforces it using the instructions you've configured. -## Can I create multiple Suggested Agent rules? +## Can I create multiple suggested agent rules? -Yes. You can create as many Agent rules as your workspace needs. Each rule evaluates the conditions described in its own instructions. +Yes. You can create as many agent rules as your workspace needs. Each rule evaluates the conditions described in its own instructions. -## What if none of the Suggested Agent rules matches my workflow? +## What if none of the suggested agent rules matches my workflow? -Create a custom Agent rule instead. You can write your own natural-language instructions to automate workflows that aren't covered by the suggested rules. +Create a custom agent rule instead. You can write your own natural-language instructions to automate workflows that aren't covered by the suggested rules. diff --git a/docs/articles/new-expensify/concierge-ai/What-Concierge-Can-Do.md b/docs/articles/new-expensify/concierge-ai/What-Concierge-Can-Do.md index be5d57978a9a..3db053c433fc 100644 --- a/docs/articles/new-expensify/concierge-ai/What-Concierge-Can-Do.md +++ b/docs/articles/new-expensify/concierge-ai/What-Concierge-Can-Do.md @@ -1,11 +1,11 @@ --- -title: What Concierge can help you do in Expensify +title: What Concierge Can Help You Do in Expensify description: A complete reference of what you can ask Concierge to do in Expensify, with real examples of questions and actions. keywords: [what can Concierge do, Concierge examples, Expensify AI capabilities, Concierge commands, expense assistant examples] internalScope: Audience is all Expensify members. Covers a comprehensive capability reference for Concierge. Does not include step-by-step instructions for completing specific workflows. --- -# What Concierge can help you do in Expensify +# What Concierge Can Help You Do in Expensify Concierge is your built-in assistant in Expensify. You can ask it questions, give it instructions, or describe what you want to do and it will respond or take action. @@ -117,11 +117,11 @@ Examples: Concierge can create expense reports, submit expense reports, and retract submitted expense reports when you have permission to perform those actions. -To act on the report in front of you, open it and click or tap the **Help** icon in its header. Concierge opens with that report as context, so “this report” refers to the one you were viewing. This works the same way on web and mobile. +To act on the report in front of you, open it and select the **Help** icon in its header. Concierge opens with that report as context, so “this report” refers to the one you were viewing. This works the same way on web and mobile. --- -## What Workspace tasks Concierge can help manage +## What workspace tasks Concierge can help manage Workspace admins can ask Concierge to perform certain administrative tasks on their behalf. @@ -161,7 +161,7 @@ Examples: - “How should I set up approvals for my team?” - “What’s the best way to organize reports for travel?” -If Concierge can't perform the exact action you're looking for, or if you want to create specialized AI workflows for your organization, [learn how to create and use Agents](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents). Agents can be configured to handle specific tasks, workflows, and business processes beyond Concierge's built-in capabilities. +If Concierge can't perform the exact action you're looking for, or if you want to create specialized AI workflows for your organization, [learn how to create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). Agents can be configured to handle specific tasks, workflows, and business processes beyond Concierge's built-in capabilities. --- diff --git a/docs/articles/new-expensify/settings/Manage-Copilot-Access.md b/docs/articles/new-expensify/settings/Manage-Copilot-Access.md index 5b24cfe774ea..25035152f71f 100644 --- a/docs/articles/new-expensify/settings/Manage-Copilot-Access.md +++ b/docs/articles/new-expensify/settings/Manage-Copilot-Access.md @@ -1,12 +1,12 @@ --- -title: Manage Copilot access +title: Manage Copilot Access description: Add, update, or remove Copilot access so someone can help manage your Expensify account without sharing your login credentials. keywords: [copilot access, add a copilot, remove a copilot, change copilot access, copilot permissions, delegated access, account delegation, proxy access, manage copilot, delegate access, account assistant, manage someone else's account, shared account access, account access, executive assistant, accountant, bookkeeping, expense management, removed copilot still listed, copilot strikethrough, remove copilot offline] internalScope: Audience is members who want to grant a Copilot delegated account access. Covers adding, updating, and removing Copilots. Does not cover switching into a Copilot account or acting as a Copilot. --- -# Manage Copilot access +# Manage Copilot Access Copilot access lets you grant another member access to your Expensify account without sharing your login credentials. You can control their level of access and remove it at any time. This is helpful when you work with an executive assistant, accountant, bookkeeper, or colleague who needs to manage expenses and reports on your behalf. @@ -14,7 +14,7 @@ If you've been granted Copilot access and need help switching accounts or workin If you just need someone to handle approvals while you're away, [learn how to assign a vacation delegate](/articles/new-expensify/settings/Delegate-when-out-of-office). -Agents can also have delegated access. When you create an agent, it's automatically added as a full-access Copilot on your account so it can act on your behalf, and it appears in your **Copilot: Delegated access** list alongside any members you've added. [Learn how to create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents). +Agents can also have delegated access. When you create an agent, it's automatically added as a full-access Copilot on your account so it can act on your behalf, and it appears in your **Copilot: Delegated access** list alongside any members you've added. [Learn how to create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). ## Who can add a Copilot @@ -39,17 +39,17 @@ A Copilot cannot: ## How to add a Copilot -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account** > **Copilot**. -2. In the **Copilot: Delegated access** section, click **Add a copilot**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Copilot**. +2. In the **Copilot: Delegated access** section, select **Add a copilot**. 3. Search for the member by name or email address. 4. On the **Access level** screen, choose: * **Full** — Grants access to all available actions. * **Limited** — Allows a Copilot to manage expenses and reports, but prevents approval and payment-related actions, including approvals, payments, rejections, and holds. -5. Click **Add a copilot**. +5. Select **Add a copilot**. ## How to change a Copilot's access level -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account** > **Copilot**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Copilot**. 2. In the **Copilot: Delegated access** section, locate the Copilot. 3. Select the three dots **(⋮)**. 4. Select **Change access level**. @@ -58,7 +58,7 @@ A Copilot cannot: ## How to remove a Copilot -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account** > **Copilot**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account > Copilot**. 2. In the **Copilot: Delegated access** section, locate the Copilot. 3. Select the three dots **(⋮)**. 4. Select **Remove copilot**. @@ -86,9 +86,9 @@ After you remove a Copilot: # FAQ -## Can a Workspace Admin add a Copilot to another member's account? +## Can a workspace admin add a Copilot to another member's account? -No. Copilot access can only be granted by the owner of the Expensify account. Workspace Admins can't add, remove, or manage Copilots for other members' personal accounts, even if they administer the Workspace. +No. Copilot access can only be granted by the owner of the Expensify account. Workspace admins can't add, remove, or manage Copilots for other members' personal accounts, even if they administer the workspace. If another member needs a Copilot, they must sign in to their own Expensify account and add the Copilot themselves. @@ -102,7 +102,7 @@ Yes. You can add multiple Copilots to your account. You must wait one minute bet ## Why do I see an agent in my Copilot list? -When you create an agent, it's automatically added as a full-access Copilot on your account so it can use your personal context and manage expenses and reports on your behalf. You don't need to add it by hand. You can review or remove this access at any time in the **Copilot: Delegated access** section. [Learn how to create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents). +When you create an agent, it's automatically added as a full-access Copilot on your account so it can use your personal context and manage expenses and reports on your behalf. You don't need to add it by hand. You can review or remove this access at any time in the **Copilot: Delegated access** section. [Learn how to create and use agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). ## Why is a Copilot I removed still listed with a line through their name? diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index e899e01985f3..85b7eb31e810 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -2,7 +2,7 @@ title: Workspace Rules description: Configure and manage rules for your workspace to enforce expense policies and automate compliance. keywords: [New Expensify, workspace rules, rules tabs, general rules, card restrictions, expense defaults, field requirements, flag for review, agent rules, expense rules, receipt requirements, category rules, prohibited expenses, disable Smartscan, automate expenses, non-reimbursable, cash expenses, billable expenses, control expenses, compliance, itemized receipt, merchant rules, spend rules, Expensify Card spend rules, block transactions, public receipt visibility] -internalScope: Audience is Workspace Admins on the Collect and Control plans. Covers enabling Rules and configuring each tab of the Rules page, including basic rules, Expensify Card restrictions, expense defaults, field requirements, flag for review, and agent rules. Does not cover personal expense rules, Workspace Merchant Rules setup details, report-level rules in Workflows, or troubleshooting specific rule outcomes. +internalScope: Audience is workspace admins on the Collect and Control plans. Covers enabling Rules and configuring each tab of the Rules page, including basic rules, Expensify Card restrictions, expense defaults, field requirements, flag for review, and agent rules. Does not cover personal expense rules, Workspace Merchant Rules setup details, report-level rules in Workflows, or troubleshooting specific rule outcomes. --- # Workspace Rules @@ -11,13 +11,13 @@ Workspace rules let admins enforce expense policies by setting requirements for The **Rules** page is organized into tabs: **General**, **Card restrictions**, **Expense defaults**, **Field requirements**, **Flag for review**, and **Agents**. -If your requirements can't be handled with these rules alone, create an Agent Rule. Agent Rules are AI-powered rules that automate report reviews, routing, approvals, and other workspace actions using natural-language instructions. [Learn how to create Agent Rules](/articles/new-expensify/ai-agents/Create-Agent-Rules). +If your requirements can't be handled with these rules alone, create an agent rule. Agent rules are AI-powered rules that automate report reviews, routing, approvals, and other workspace actions using natural-language instructions. [Learn how to create agent rules](/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules). --- ## Who can use Rules -- Only **Workspace Admins** can enable, update, or disable **Rules**. +- Only workspace admins can enable, update, or disable **Rules**. - Rules are available on the **Collect** and **Control** plans. - On the **Collect** plan, only **Require fields for all expenses** and **Billable expenses** on the **General** tab are available. Selecting any other rule or tab prompts you to upgrade to **Control**. @@ -25,7 +25,7 @@ If your requirements can't be handled with these rules alone, create an Agent Ru ## How to enable Rules on a workspace -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. 2. Select **More features**. 3. Under the **Manage** section, toggle on **Rules**. @@ -37,7 +37,7 @@ Once enabled, **Rules** appears in the workspace menu. The **General** tab holds **Basic rules**, which apply to every expense on the workspace. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. 2. Select **Rules**. 3. Select the **General** tab. 4. Choose the rule you want to configure. @@ -70,11 +70,11 @@ Every Expensify Card includes built-in protection that always declines charges f To set additional Expensify Card spend rules: -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. 2. Select **Rules**. 3. Select **Add rule**. 4. Choose **Restrict card spend**. -5. Configure the rule and click **Save rule**. +5. Configure the rule and select **Save rule**. For more details on configuring card restriction rules, see [Expensify Card Spend Rules](/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules). @@ -84,7 +84,7 @@ For more details on configuring card restriction rules, see [Expensify Card Spen The **Expense defaults** tab holds rules that fill in expense fields automatically, so members don't have to. Each rule matches on a merchant, a merchant type, or a category, and then updates fields such as the category, tag, description, or tax rate. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. 2. Select **Rules**. 3. Select **Add rule**. 4. Choose **Apply expense defaults**. @@ -103,7 +103,7 @@ Default categories based on the merchant's MCC (Merchant Category Code) also liv The **Field requirements** tab holds rules that require or waive specific expense fields for a category. Use **Require** to require a description, attendees, a receipt, or an itemized receipt on expenses in a given category. Use **Don't require** to waive a receipt or itemized receipt requirement that the **General** tab sets for everyone. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. 2. Select **Rules**. 3. Select **Field requirements**. 4. Select **Create field requirement rule**. @@ -115,7 +115,7 @@ The **Field requirements** tab holds rules that require or waive specific expens The **Flag for review** tab holds rules that alert approvers when specific expenses need a closer look. Each rule flags expenses in a category when the individual expense amount, or the daily category total on a report, goes above the amount you set. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. 2. Select **Rules**. 3. Select **Flag for review**. 4. Select **Create flag rule**. @@ -125,14 +125,14 @@ The **Flag for review** tab holds rules that alert approvers when specific expen ## How to automate reviews on the Agents tab -The **Agents** tab holds Agent Rules, which are written in plain language and run automatically on your workspace. +The **Agents** tab holds agent rules, which are written in plain language and run automatically on your workspace. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. 2. Select **Rules**. 3. Select **Agents**. 4. Select **Add AI rule**. -[Learn how to create Agent Rules](/articles/new-expensify/ai-agents/Create-Agent-Rules). +[Learn how to create agent rules](/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules). --- @@ -154,11 +154,9 @@ Category-specific behavior is set as a rule on the **Rules** page, not on the ca A **Description hint** appears below the **Description** field on an expense once a member selects that category, both while creating and while editing the expense. [Learn how to add a Description hint to an expense category](/articles/new-expensify/workspaces/Create-expense-categories). -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 **Categories**. -4. Click a category to open it. -5. In the **Category rules** section, click **Create new rule**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name] > Categories**. +2. Select a category to open it. +3. In the **Category rules** section, select **Create new rule**. [Learn how to create expense categories](/articles/new-expensify/workspaces/Create-expense-categories). @@ -204,7 +202,7 @@ This rule only appears after at least one company card feed is connected to the ## Why don't I see any rules on the Card restrictions tab? -Card restrictions apply only to the Expensify Card. If the Expensify Card isn't enabled for the workspace, the tab shows **Get the Expensify Card and control spend** instead of a rules list. Click **Get the card** to enable it, or enable it under **Workspaces > [workspace name] > More features**. +Card restrictions apply only to the Expensify Card. If the Expensify Card isn't enabled for the workspace, the tab shows **Get the Expensify Card and control spend** instead of a rules list. Select **Get the card** to enable it, or enable it under **Workspaces > [workspace name] > More features**. ## Why does selecting a tab ask me to upgrade? diff --git a/docs/redirects.csv b/docs/redirects.csv index 0ba04e2cb0ce..baee3b41b63f 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -1034,3 +1034,6 @@ https://help.expensify.com/articles/Unlisted/Connect-to-Rillet,https://help.expe https://help.expensify.com/articles/Unlisted/Manage-Vendor-Matching-for-Intacct,https://help.expensify.com/articles/new-expensify/connections/sage-intacct/Manage-Vendor-Matching-for-Sage-Intacct https://help.expensify.com/articles/Unlisted/Manage-Vendor-Matching-for-Xero,https://help.expensify.com/articles/new-expensify/connections/xero/Manage-Vendor-Matching-for-Xero https://help.expensify.com/articles/new-expensify/getting-started/Understanding-the-For-you-Section,https://help.expensify.com/articles/new-expensify/getting-started/Understanding-the-To-dos-Section +https://help.expensify.com/articles/new-expensify/ai-agents/Create-Agent-Rules,https://help.expensify.com/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules +https://help.expensify.com/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents,https://help.expensify.com/articles/new-expensify/ai-agents/Create-and-Use-Agents +https://help.expensify.com/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules,https://help.expensify.com/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions