Docs updates for E/A#99460 vacation delegate missing workspaces invite step

docs/articles/new-expensify/settings/Delegate-when-out-of-office.md

@@ -1,61 +1,96 @@
 ---
 title: Delegate When Out of Office
-description: Assign a vacation delegate to approve reports on your behalf while you're away.
-keywords: [New Expensify, delegate approvals, out-of-office approver, vacation, out of office, approval delegation, temporary delegate, vacation delegate, copilot vs delegate, copilot, shared access, proxy, behalf of]
+description: Assign a vacation delegate to approve reports on your behalf while you're away, and invite them to any workspace they're missing from.
+keywords: [New Expensify, delegate approvals, out-of-office approver, vacation, out of office, approval delegation, temporary delegate, vacation delegate, invite vacation delegate to workspace, delegate not a member of workspace, copilot vs delegate, copilot, shared access, proxy, behalf of]
+internalScope: Audience is members who receive reports for approval. Covers assigning and removing a Vacation delegate and inviting a delegate who isn't a member of every workspace. Does not cover Copilot access or approval workflow setup.
 ---
 
-If you're out of the office or on vacation, you can assign a **Vacation Delegate** to handle your approvals while you're away.
+# Delegate When Out of Office
 
-A **Vacation Delegate** can approve reports on your behalf. Once assigned, any reports sent to you for approval will be automatically redirected to your delegate. When you're back, just remove the delegate to resume handling your own reports.
+If you're out of the office or on vacation, you can assign a **Vacation delegate** to handle your approvals while you're away.
+
+A **Vacation delegate** can approve reports on your behalf. Once assigned, any reports sent to you for approval will be automatically redirected to your delegate. When you're back, just remove the delegate to resume handling your own reports.
 
 All delegate actions are tracked in the report history for full visibility.
 
----
+If someone needs ongoing access to manage expenses on your behalf instead of temporary approval coverage, [learn how to add them as a Copilot](/articles/new-expensify/settings/Manage-Copilot-Access).
+
+## Who can assign a Vacation delegate
+
+Any member can assign their own **Vacation delegate**. Only you can assign your delegate — a Workspace Admin can't assign one for you.
 
-# Assign a Vacation Delegate
+## How to assign a Vacation delegate
 
 1. Go to **Account > Profile > Status**.
-2. Scroll to the **Vacation Delegate** section.
-3. Enter the email address or phone number of your delegate.
-4. Click **Save**.
+2. Select **Vacation delegate**.
+3. In the **Name, email, or phone number** field, search for the person you want as your delegate.
+4. Select them from the list.
+
+Your delegate is saved as soon as you select them, and you don't need to click **Save**. Any reports or chats that would normally come to you will be redirected to your delegate, and you can view every action they take in the report's history and comments.
+
+If the person you select isn't a member of every workspace your approvals come from, an extra step appears before the delegate is saved. See the next section.
+
+## How to invite a Vacation delegate who is missing from a workspace
+
+When the person you select isn't a member of every workspace your approvals come from, the **Vacation delegate** page lists the workspaces they're missing from and asks what to do before saving the delegate. The workspaces are grouped under one or both of these headings:
 
-Once set, any reports or chats that would normally come to you will be redirected to your delegate. You can view every action they take in the report's history and comments.
+- **You are an admin of these workspaces:** workspaces you administer, so you can add your delegate to them yourself.
+- **You are a member of these workspaces:** workspaces you don't administer. Those Workspace Admins will be asked to add your delegate.
 
-## Remove Your Delegate
+What you do next depends on which groups are listed:
+
+- If only workspaces you administer are listed, click **Invite** to add your delegate to each one and save the delegate, or click **Skip** to save the delegate without adding them to any workspace.
+- If only workspaces you don't administer are listed, click **Confirm** to save the delegate. Those Workspace Admins will be asked to add them.
+- If both groups are listed, click **Invite** to add your delegate to the workspaces you administer and save the delegate, or click **Skip** to save the delegate without adding them to any workspace. Either way, the admins of the workspaces you don't administer will be asked to add them.
+
+If you leave this page without clicking **Invite**, **Skip**, or **Confirm**, your delegate isn't changed and stays as it was before.
+
+<!-- SCREENSHOT:
+Suggestion: The Vacation delegate page listing a delegate's missing workspaces, showing both the "You are an admin of these workspaces:" and "You are a member of these workspaces:" headings with the Invite and Skip buttons visible.
+Location: Immediately after this section.
+Purpose: Members often assume selecting a delegate failed when this step appears. Showing the two workspace groups next to Invite and Skip makes it clear which workspaces they can act on themselves and which ones an admin handles.
+-->
+
+## How to remove your Vacation delegate
 
 When you're ready to take back control of your reports:
 
 1. Go to **Account > Profile > Status**.
-2. Scroll to the **Vacation Delegate** section.
-3. Clear the delegate's email or phone number.
-4. Click **Save**.
+2. Select the **Vacation delegate** row showing your delegate's name.
+3. Select your delegate's name again to remove them.
+
+Your delegate is removed as soon as you select them again. There's no confirmation prompt, and you don't need to click **Save**.
 
 ---
 
 # FAQ
 
-## Can my admin assign a Vacation Delegate for me?
+## Can my admin assign a Vacation delegate for me?
 
-No. In New Expensify, only you can assign your own Vacation Delegate.
+No. In New Expensify, only you can assign your own **Vacation delegate**.
 
-## Why can't my Vacation Delegate reimburse reports?
+## Why can't my Vacation delegate reimburse reports?
 
 Your delegate can only reimburse reports if they also have access to the reimbursement account in your workspace. Without access, they won't see the option to reimburse—even if they're your delegate.
 
 ## What if my delegate is also on vacation?
 
-Your delegate can assign their own Vacation Delegate too. This ensures approvals keep moving, even when multiple members are away.
+Your delegate can assign their own **Vacation delegate** too. This ensures approvals keep moving, even when multiple members are away.
 
-## If I clear my status, does that remove my Vacation Delegate?
+## Does clearing my status remove my Vacation delegate?
 
 No. Clearing your status won't affect your delegate. You'll need to manually remove them when you're back.
 
-## What if my delegate isn’t in the same workspace?
+## What happens if my delegate isn't a member of my workspaces?
+
+You'll see the missing workspaces listed before your delegate is saved. You can invite them yourself to any workspace you administer, and the admins of the workspaces you don't administer will be asked to add them.
+
+## Does skipping the invite still save my delegate?
 
-If your delegate isn’t part of your workspace, Workspace Admins will be notified by email and prompted to add them.
+Yes. Clicking **Skip** saves your delegate without adding them to any workspace.
 
 ## What should I use if someone needs to manage my expenses permanently?
 
-A Vacation Delegate is intended for temporary approval coverage while you're away. If someone needs ongoing access to manage expenses on your behalf—such as an executive assistant, accountant, or bookkeeper, [add them as a Copilot](/articles/new-expensify/settings/Manage-Copilot-Access) instead.
+A **Vacation delegate** is intended for temporary approval coverage while you're away. If someone needs ongoing access to manage expenses on your behalf—such as an executive assistant, accountant, or bookkeeper, [add them as a Copilot](/articles/new-expensify/settings/Manage-Copilot-Access) instead.
 
-Copilots provide long-term account access for expense management, while Vacation Delegates are designed for temporary approval coverage.
+Copilots provide long-term account access for expense management, while Vacation delegates are designed for temporary approval coverage.