[No QA] Docs updates for E/A#86938 Add undelete and deleted expense filter docs

docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md

@@ -1,45 +1,136 @@
 ---
 title: Expense and Report Actions
-description: Learn how actions such as Approve, Pay, Export, and Hold behave in Expensify based on member roles and report status.
-keywords: [New Expensify, report actions, approver actions, submitter actions]
+description: Learn what actions (Submit, Approve, Pay, Export, Hold) are available on reports based on role and report status.
+keywords: [New Expensify, report actions Expensify, who can approve report, when can I pay report, report status actions, approver permissions]
+internalScope: Audience is all members. High level overview of what report actions are available based on role and report status. Does not cover step-by-step instructions for performing each action.
 ---
 
+# Expense and Report Actions
+
+Expense and report actions vary depending on the member role and the expense or report's status. 
 
-Expense and report actions vary depending on the member role (submitter, approver, payer, admin) and the report's status (draft, outstanding, approved, done, paid). This guide outlines what to expect when reviewing, approving, paying, exporting, or managing expenses and reports based on varying workspace settings and report status.
+Use this guide to understand:
+- What each action does
+- When actions appear
+- Who can perform them
 
 ---
 
-# Expense and Report Actions
+## What actions can I take on a report?
+
+- You can **submit** a report when it is in **Draft** status and you are the **submitter**
+- You can **approve** a report when it is in **Outstanding** (submitted) status and you are the **assigned approver**
+- You can **pay** a report after it is **Approved** status and you are a **payer**
+- You can **export** a report when it is **Approved or Paid** status and you are an **admin or exporter**
+- You can **Hold** expenses when they should not move forward yet
+
+[Learn more about report statuses](articles/new-expensify/reports-and-expenses/Understanding-Report-Statuses-and-Actions#report-statuses).
+
+---
+
+## What each report action means
+
+- **Submit**: Available when a report is in Draft. Sends the report into the approval workflow.
+- **Approve**: Available when a report is Outstanding and awaiting approval. Confirms the report is ready to move forward.
+- **Pay**: Available after approval. Initiates payment or records a manual payment.
+- **Export**: Available when a report is Approved or Paid. 
+- **Review**: Appears when there are issues (such as missing receipts or duplicates). Prompts fixes before continuing.
+- **Hold**: Prevents specific expenses from moving forward in approval or payment.
+
+---
+
+## What actions are available for each report status
+
+**Draft reports**
+- Submit
+- Delete
+- Hold
+- Duplicate expense
+- Duplicate report
+
+**Outstanding (submitted) reports**
+- Approve
+- Reject
+- Hold
+- Change approver
+
+**Approved reports**
+- Pay
+- Export
+- Unapprove
+- Mark as exported
+
+**Paid or Done reports**
+- Download
+- Print
+- Mark as exported
+
+---
+
+## What actions each role can take
+
+**Submitter**
+- Submit reports
+- Delete Draft reports
+- Duplicate expenses and reports
+- Hold expenses
+- Invite members to their report
 
-Report actions guide the submitter, approver, and payer regarding the report's status and what actions need to be taken next. 
+**Approver**
+- Approve reports
+- Reject reports
+- Hold expenses
+- Unapprove reports (before payment)
 
-## Understanding Primary vs. Secondary Actions
+**Payer**
+- Pay reports
+- Cancel payment (before processing)
 
-| **Action Type** | **What It Means** | **Examples** |
-|------------------|------------------|-------------|
-| **Primary actions** | Actions that require your attention and drive the report forward. These are always visible at the top of a report or in the reports list. | Submit, Approve, Pay, Export |
-| **Secondary actions (More menu)** | Optional tools and adjustments that help manage or troubleshoot an expense or report. Appear in the More menu depending on the state, role, or integration settings. | Hold, Delete, Change workspace, Mark as exported |
+**Workspace Admin**
+- Export reports
+- Mark reports as exported
+- Change approver
+- Bypass approvers
+- Change workspace (before export)
 
 ---
 
-## Primary Actions
+## How to understand report actions using the full action table
+
+**Primary report actions**
 
 | **Action** | **When It Appears** | **Who Can See It** | **What It Does** |
 |------------|---------------------|---------------------|------------------|
-| **Submit** | For draft/unsubmitted reports | Submitter | Sends the report into the approval workflow |
-| **Approve** | When the report is submitted and pending approval | Approver | Confirms the report is accurate and ready to move to payment or to the next approver |
-| **Pay** | After the report is approved | Payer | Initiates payment via Expensify or logs a manual payment |
-| **Export** | When the report is approved and not yet exported | Admin, Exporter | Sends report data to an integrated accounting system |
-| **Review** | When a report has violations (duplicate expenses, a missing receipt, etc.) | All roles | Prompts to resolve issues before submitting, approving, or paying |
+| **Submit** | Draft reports | Submitter | Sends the report into the approval workflow |
+| **Approve** | Outstanding awaiting approval | Approver | Confirms the report is accurate and moves it forward |
+| **Pay** | Approved reports with reimbursable expenses | Payer | Initiates or records payment |
+| **Export** | Approved or Paid reports not yet exported | Workspace Admin | Sends report data to an accounting system |
+| **Review** | When issues are detected | All roles | Prompts required fixes before continuing |
 
-**Note:** If you selected "Track and budget expenses" during onboarding and your workspace does not use an approval workflow, **Submit** and **Approve** will both display as **Mark as done**.
+**Note:** If your workspace does not use approvals, **Submit** and **Approve** may appear as **Mark as done**.
 
 ---
 
-## Secondary (“More” menu) Actions
+**Additional report actions available from the More menu**
 
-| **Action** | **When It Appears** | **Who Can See It** | **What It Does** |
+| **Action** | **When It Appears** | **Who Can Use It** | **What It Does** |
 |------------|---------------------|---------------------|------------------|
+| **Hold** | Draft, Outstanding, or Approved reports | Submitter, approver, Workspace Admin | Prevents expenses from moving forward |
+| **Change workspace** | Before export | Submitter, approver, Workspace Admin | Moves the report to another workspace |
+| **Change approver** | Submitted reports | Workspace Admin | Adds or bypasses approvers |
+| **Delete** | Draft reports only | Submitter | Permanently removes the report |
+| **Undelete** | Deleted expenses | Submitter | Restores a deleted expense |
+| **Unapprove** | After approval, before payment | Approver | Reverts approval |
+| **Mark as exported** | Approved or Paid reports | Workspace Admin | Marks report as exported manually |
+| **Export to accounting system** | When accounting integration is enabled | Workspace Admin | Sends data externally |
+| **Duplicate expense** | Non-card expenses | Submitter | Creates a copy of an expense |
+| **Duplicate report** | Any report owned by submitter | Submitter | Creates a copy of the report |
+| **Download** | Any report | All roles | Downloads a PDF copy |
+| **Print** | Any report | All roles | Opens print view |
+| **Reject** | Submitted reports | Approver | Sends report back for changes |
+| **Invite member** | Draft and Outstanding reports | All roles | Adds a member to the report |
+| **View details** | Any report | All roles | Opens report details |
+| **Cancel payment** | Before payment processing | Payer | Cancels a pending payment |
 | **Hold** | On draft or submitted reports | Submitter, Approver, Admin | Marks individual expenses that aren’t yet ready for approval or payment |
 | **Change workspace** | Before report is exported | Submitter, Approver, Admin | Moves the report to a different workspace |
 | **Change approver** | On submitted reports, before the report is final-approved | Admin | "Add Approver" allows an extra approver to be inserted into the approval workflow at the current point. "Bypass Approver" allows an admin to take control of the report approval and final approve |
@@ -59,27 +150,45 @@ Report actions guide the submitter, approver, and payer regarding the report's s
 
 ---
 
-# FAQ
+## How to find available actions on a report
 
-## Who can change a report's workspace?
+Open a report to see available actions.
 
-- **Submitters**: Until the report is approved  
-- **Approvers**: Until they approve the report  
-- **Admins**: Until the report is exported
+- Primary actions (like **Submit**, **Approve**, or **Pay**) appear at the top of the report
+- Additional actions are available when you open the report and choose **More**
+- Available actions change based on:
+  - Your role
+  - Report status
+  - Workspace settings
+  - Integrations
 
-## What happens if an export fails?
+---
 
-If a report doesn’t export automatically or manually, you’ll see an error message with instructions on what to do next. You can try exporting it again using the same button.
+## What happens after you take a report action
 
-The process works just like manual exports for automatic export issues, so you can fix the problem and retry the export on your own.
+- **Submit** → moves report to approval
+- **Approve** → moves report to next approver or payment
+- **Pay** → marks report as Paid or starts processing payment 
+- **Export** → sends report data externally
+- **Reject** → sends report back for updates
+- **Unapprove** → reopens the report before payment
 
-## Why can’t I cancel a payment?
+---
+
+# FAQ
+
+## What happens if an export fails?
+
+An error message appears with next steps. You can fix the issue and retry the export.
 
-The **Cancel payment** option is only available for in-app payments and only before Expensify starts processing the withdrawal. This is usually between 12 PM and 3 PM Pacific Time each day.
+## Why can’t I cancel a payment?
 
-This option won't be available if the payment was made manually outside of Expensify. In that case, use **Unapprove** instead.
+Payments can only be canceled before processing begins. Manual payments cannot be canceled.
 
 ## Why can’t I see “Bypass approvers”?
 
-Only workspace admins can bypass the prescribed approval workflow. If “Prevent Self-Approval” is enabled, an admin cannot bypass approvals to approve their own report. 
+Only workspace admins can bypass approvers. Some settings may prevent self-approval.
+
+## How do I invite a member to an expense report?
 
+Open the report, select the header, then select **Members** and choose **Invite**.

docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md

@@ -87,7 +87,7 @@ Filters help you narrow down expenses or reports so you can find exactly what yo
 
 You can filter your **expenses** and **reports** using dropdowns, search bars, and chips. 
 
-- **Expenses:** can be filtered by `Date`, `Merchant`, `Category`, `Tag`, `Amount`, `Reimbursable`, `Billable`, `Status` (e.g. Unreported)
+- **Expenses:** can be filtered by `Date`, `Merchant`, `Category`, `Tag`, `Amount`, `Reimbursable`, `Billable`, `Status` (e.g. Unreported, Deleted)
 
 - **Reports**: can be filtered by `Submitter`, `Workspace`, `Report Status` (e.g. Draft, Outstanding, Approved, Paid), `Date`
 

docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md

@@ -1,8 +1,8 @@
 ---
 title: How to Delete Expenses
 description: Learn how to delete expenses in New Expensify, including how to remove expenses from reports, when you need to retract a report, and why some expenses can’t be deleted.
-keywords: [New Expensify, delete expenses, remove expense, delete expense report, company card expense delete, retract report delete expense, cannot delete expense Expensify]
-internalScope: Audience includes all members. Covers deleting individual expenses, deleting expenses from reports, retracting reports to enable deletion, company card deletion rules. Does not cover editing expenses, reimbursement workflows, expense approvals beyond deletion requirements.
+keywords: [New Expensify, delete expenses, remove expense, delete expense report, company card expense delete, retract report delete expense, cannot delete expense Expensify, undelete expense, restore deleted expense, find deleted expenses]
+internalScope: Audience includes all members. Covers deleting individual expenses, deleting expenses from reports, retracting reports to enable deletion, company card deletion rules, finding and un-deleting deleted expenses. Does not cover editing expenses, reimbursement workflows, expense approvals beyond deletion requirements.
 ---
 
 # How to delete expenses 
@@ -38,10 +38,18 @@ Most expenses can be deleted directly. If an expense is on a submitted report or
 3. Select the expense you want to delete.
 4. Choose **Selected**, then **Delete**.
 
-**Note:** You can only delete expenses from your own Unreported, Draft, and Outstanding reports. If the report is Approved, Done or Paid, it will need to be retracted first before deleting the expense. [Learn how to retract a report](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports). 
+**Note:** You can only delete expenses from your own Unreported, Draft, and Outstanding reports. If the report is Approved, Done or Paid, it will need to be retracted first before deleting the expense. [Learn how to retract a report](/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports). 
 
 ---
 
+## What happens after you delete an expense 
+
+- If the expense was the only one on a report, the report is also deleted.
+- If the report contained multiple expenses, the remaining expenses stay on the report.
+- If you need to recover the deleted expense, it can be undeleted.
+
+---
+
 ## Why you can’t delete an expense
 
 Expenses can only be deleted when certain conditions are met.
@@ -62,7 +70,20 @@ https://github.com/Expensify/Expensify/issues/614406
  - The workspace setting **Allow deleting transactions** was enabled at the time the expense was imported
  - The expense is Unreported or on a Draft or Outstanding report
 
-If an expense can't be deleted, you can [remove the expense from the report](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report#how-to-move-or-remove-expenses-from-a-report) and move it to your personal space instead. 
+If an expense can't be deleted, you can [remove the expense from the report](/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report#how-to-move-or-remove-expenses-from-a-report) and move it to your personal space instead. 
+
+---
+
+## How to find and undelete deleted expenses
+
+Deleted expenses are not permanently removed. You can find and restore them from the **Spend** page.
+
+1. In the navigation tabs (on the left on web, on the bottom on mobile) select **Spend** > **Expenses**.
+2. Filter by **Status** = **Deleted** and click **Apply**.
+3. Select the expenses you want to restore using the checkboxes.
+4. Choose **Selected**, then **Undelete**.
+
+The restored expenses return to your account. 
 
 ---
 
@@ -72,7 +93,7 @@ If an expense can't be deleted, you can [remove the expense from the report](htt
 
 You can only delete expenses in your own account.
 
-If you need access to another member’s expenses, ask them to [add you as a Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). This allows you to manage expenses on their behalf.
+If you need access to another member’s expenses, ask them to [add you as a Copilot](/articles/new-expensify/settings/Copilot-Access). This allows you to manage expenses on their behalf.
 
 ## How can a Workspace Admin allow members to delete company card expenses?