diff --git a/docs/articles/new-expensify/workspaces/Add-Approvals.md b/docs/articles/new-expensify/workspaces/Add-Approvals.md index dda501db6f4d..40ca77fb5ba6 100644 --- a/docs/articles/new-expensify/workspaces/Add-Approvals.md +++ b/docs/articles/new-expensify/workspaces/Add-Approvals.md @@ -171,6 +171,7 @@ Outstanding reports are automatically reassigned to the new approver, with no pr - **You change an approver in a workflow:** reports pending with the previous approver move to the new approver. - **You remove an approver from the workspace:** if you remove a member who is an approver on pending reports, those reports are reassigned to the **workspace owner**. +- **An approver leaves the workspace:** when a member removes themselves, reports pending with them are reassigned to the **workspace owner**. Expensify warns them before they leave, including when the reports were routed to them with **Change approver** rather than through the workspace's approval workflow. Learn how to [leave a workspace](/articles/new-expensify/workspaces/Leave-a-Workspace). - **You shorten an approval chain:** if you remove a downstream approver from a chain, reports already partway through move to the appropriate remaining approver. For example, in an Alice → Bob → Claire chain where Bob has already approved and you remove Claire, the report returns to Bob for final approval. - **The workflow changes through an integration:** the same reassignment happens when the workflow changes through an HR integration such as Gusto or TriNet, or through a bulk member update. In that case, the report's system message indicates the change came from the integration rather than from a specific person. diff --git a/docs/articles/new-expensify/workspaces/Leave-a-Workspace.md b/docs/articles/new-expensify/workspaces/Leave-a-Workspace.md new file mode 100644 index 000000000000..77f58a319c2f --- /dev/null +++ b/docs/articles/new-expensify/workspaces/Leave-a-Workspace.md @@ -0,0 +1,78 @@ +--- +title: Leave a Workspace +description: Learn how to leave a workspace in New Expensify and what each leave confirmation message means before you go. +keywords: [New Expensify, leave workspace, leave a workspace, remove myself from a workspace, leave workspace approver, approval workflow, reports waiting for my approval, change approver, workspace member, workspace owner, reimburser, preferred exporter, technical contact] +internalScope: Audience is workspace members, workspace admins, and auditors who want to remove themselves from a workspace. Covers how to leave a workspace and what each leave confirmation message means. Does not cover removing other members, deleting a workspace, or transferring workspace ownership. +contentType: task +platform: new-expensify +--- + +# Leave a Workspace + +If you no longer need access to a workspace, you can remove yourself from it. Before you leave, Expensify shows a confirmation message explaining what you'll lose and who takes over the responsibilities assigned to you. Leaving a workspace doesn't delete it, and a workspace admin can invite you back later. + +## Who can leave a workspace + +Any workspace member, workspace admin, or auditor can leave a workspace they don't own. + +The workspace owner can't leave their own workspace. To remove yourself as the owner, transfer ownership to another admin first, or delete the workspace instead. Learn how to [transfer workspace ownership](/articles/new-expensify/workspaces/Managing-Workspace-Members) or [delete a workspace](/articles/new-expensify/workspaces/Delete-a-Workspace). + +You also can't leave a workspace while you're set as its reimburser. See the confirmation messages below for what to do first. + +## How to leave a workspace from the Workspaces list + +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Workspaces**. +2. Select the three dots **(⋮)** next to the workspace you want to leave. +3. Choose **Leave**. +4. Read the confirmation message, then click **Leave**. + +To stay in the workspace instead, click **Cancel**. + +## How to leave a workspace from the workspace Overview page + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [workspace name] > Overview**. +2. Click **More**. +3. Choose **Leave**. +4. Read the confirmation message, then click **Leave**. + +## What each leave confirmation message means + +The confirmation window is titled **Leave [workspace name]?**. You'll see one message, based on the highest-priority responsibility you hold in that workspace, in this order: + +- **Reimburser** – "You can't leave this workspace as the reimburser. Please set a new reimburser in Workspaces > Make or track payments, then try again." This message has a single **Got it** button and doesn't let you leave. Assign a new reimburser, then try again. +- **Technical contact** – You'll be replaced as the technical contact by the workspace owner. +- **Preferred exporter** – You'll be replaced as the preferred exporter by the workspace owner. +- **Approver** – You'll be replaced in the approval workflow by the workspace owner. +- **Workspace admin** – You won't be able to manage the workspace's settings. +- **Auditor** – You won't be able to view the workspace's reports and settings. +- **Member** – You won't be able to submit expenses to the workspace. + +## When you see the approver message + +You see the approver message if either of the following is true: + +- You're set as an approver in the workspace's approval workflow. +- At least one report in the workspace is currently waiting for your approval, even when you aren't part of the workspace's approval workflow. This includes a report a workspace admin routed to you with **Change approver**. + +Because those reports still need an approval before they can be paid, the message names the workspace owner as the person who replaces you. Learn more about [automatic approver reassignment](/articles/new-expensify/workspaces/Add-Approvals). + +## What happens after you leave a workspace + +- You lose the access your role gave you, so you can no longer submit expenses to the workspace or open its settings. +- Reports that were waiting for your approval are reassigned to the workspace owner. +- Expenses you already submitted stay with the workspace and remain visible to its admins and auditors. +- A workspace admin can invite you back at any time. + +# FAQ + +## Why can't I leave my workspace? + +You're the workspace owner, or you're set as the workspace's reimburser. Owners don't see a **Leave** option at all — transfer ownership or delete the workspace instead. If you're the reimburser, you see a message asking you to assign a new reimburser first. + +## What happens to reports waiting for my approval when I leave a workspace? + +They're reassigned to the workspace owner, and a system message in each report confirms the reassignment. This is the same behavior that applies when a workspace admin removes an approver from the workspace. + +## Why do I see the approver message when I'm not in the approval workflow? + +At least one report in the workspace is still waiting for your approval — usually because a workspace admin routed it to you with **Change approver**. Expensify checks the reports actually pending with you, not only the workspace's configured approval workflow, so it can tell you those reports will move to the workspace owner. diff --git a/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md b/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md index ff9da16ebd28..da950ae3a39f 100644 --- a/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md +++ b/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md @@ -68,6 +68,8 @@ If someone no longer needs access to your workspace, you can remove them individ **Note:** If you remove a member who is an approver on an Outstanding report, the workspace owner replaces them as the approver. Learn more about [automatic approver reassignment](/articles/new-expensify/workspaces/Add-Approvals). +**Note:** Members can also remove themselves. When someone leaves a workspace, Expensify warns them first if reports are waiting for their approval. Learn how to [leave a workspace](/articles/new-expensify/workspaces/Leave-a-Workspace). + ## Remove a Single Member 1. Go to **Workspaces > [Workspace Name] > Members**.