[No QA] [HOLD on image] Update docs to reflect GL Code column in Categories and Tags tables

[stephanieelliott]

Added documentation for the new GL Code column that now appears in the Categories and Tags table views for Workspace Admins.

• Updated Create-expense-categories.md to clarify GL codes are visible in table

• Updated Create-expense-tags.md to mention GL Code column visibility

Related Design request for images: https://github.com/Expensify/Expensify/issues/597217

[github-actions]

AI Readiness violation: This new line was added before the H1 heading and image reference, but there's no breadcrumb path below the H1. According to HelpDot standards, articles should include a breadcrumb path (like "Settings > Workspaces > Categories") immediately after the H1 heading to help with AI navigation and context.

[github-actions]

Terminology violation: Use "workspace members" instead of "employees" to match Expensify standards. The updated line 141 correctly uses "workspace members," but this FAQ question heading still uses the outdated term "Employees."

[github-actions]

AI Readiness violation: Missing breadcrumb path below the H1 heading. According to HelpDot standards, articles should include a breadcrumb path (like "Settings > Workspaces > Tags") immediately after the H1 heading to help with AI navigation and context.

[github-actions]

Formatting violation: Trailing whitespace detected at the end of this line. Please remove the trailing space after "approvals." to maintain clean formatting.

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR adds documentation for the new GL Code column visibility in the Categories and Tags table views for Workspace Admins. The changes are straightforward and well-targeted, updating three documentation files to clarify that GL codes are now visible to admins in table views. The updates are contextually appropriate and improve user understanding of the feature.

Scores Summary

• Readability: 9/10 - The writing is clear, concise, and maintains excellent flow. The additions integrate seamlessly with existing content and use appropriate language for the target audience.
• AI Readiness: 8/10 - Good context and structure. The changes maintain proper heading hierarchy and add descriptive content. Minor opportunity to enhance searchability with more explicit feature descriptions.
• Style Compliance: 9/10 - Excellent adherence to Expensify style guidelines. Proper use of terminology ("Workspace Admins," "workspace members"), consistent formatting, and appropriate voice.

Key Findings

Strengths:

• Clear distinction between "Workspace Admins" (who can see GL codes) and "workspace members" (who cannot)
• Consistent messaging across both Categories and Tags documentation
• Updates placed in logical locations within the document flow
• Maintains the existing helpful suggestion for workaround (including GL codes in names if member visibility is needed)
• New table description adds helpful context at the beginning of both documents

Minor Issues:

• Workspace-Rules.md: The change appears to be whitespace-only (trailing space added to line 102), which adds no value
• Slight redundancy: The phrase "GL codes are visible to Workspace Admins in the Tags table" appears twice in Create-expense-tags.md (lines 42 and 119 in the updated version), though in slightly different contexts

Opportunities for Enhancement:

• Consider adding a screenshot callout specifically highlighting the GL Code column in the table view (though the PR notes this is on hold pending design)
• The FAQ answer in Create-expense-categories.md could potentially reference the new table view more explicitly

Recommendations

Required Actions:

1. Remove the whitespace-only change in Workspace-Rules.md - This appears to be an accidental edit and should be reverted

Optional Improvements:

1. Consider whether the repeated mention of GL code visibility in the Tags import section (line 42) and the GL code editing section (line 119) is intentional or could be streamlined
2. When images become available, ensure the new GL Code column is clearly visible in screenshots to reinforce the text descriptions

Positive Elements to Maintain:

• The parallel structure between Categories and Tags documentation
• The clear distinction between admin and member visibility
• The practical workaround suggestion for member visibility needs

Files Reviewed

• Create-expense-categories.md: Good additions. New table description is helpful, and the FAQ update provides important clarification about admin-only visibility.
• Create-expense-tags.md: Solid updates throughout. Multiple touchpoints reinforce the GL code visibility feature appropriately.
• Workspace-Rules.md: Whitespace-only change that should be removed.

Conclusion

This is a high-quality documentation update that successfully communicates the new GL Code column visibility feature. With the removal of the unnecessary whitespace change in Workspace-Rules.md, this PR will be ready for approval. The writing is clear, consistent, and follows Expensify standards effectively.

Overall Score: 8.7/10

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Detailed line-by-line feedback has been provided as inline comments where applicable.

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://832a1b72.helpdot.pages.dev ⚡️

Updated articles:

• articles/new-expensify/workspaces/Create-expense-categories
• articles/new-expensify/workspaces/Create-expense-tags
• articles/new-expensify/workspaces/Workspace-Rules