From 73d2840a729ab40dd26ace7036753b64d6c9c3a3 Mon Sep 17 00:00:00 2001 From: "Abdelhafidh Belalia (via MelvinBot)" Date: Tue, 27 Oct 2026 15:20:38 +0000 Subject: [PATCH] Add help content for company agents Co-authored-by: Abdelhafidh Belalia --- .../Create-and-Manage-Company-Agents.md | 117 ++++++++++++++++++ .../ai-agents/Create-and-Use-Agents.md | 26 +++- .../ai-agents/Understand-How-Agents-Work.md | 48 ++++--- .../settings/Manage-Copilot-Access.md | 6 +- .../workspaces/Managing-Workspace-Members.md | 2 + 5 files changed, 176 insertions(+), 23 deletions(-) create mode 100644 docs/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents.md diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents.md new file mode 100644 index 000000000000..193fcf2619a1 --- /dev/null +++ b/docs/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents.md @@ -0,0 +1,117 @@ +--- +title: Create and Manage Company Agents +description: Create AI agents that belong to your workspace or domain instead of to you, choose their workspace role, and manage them alongside other workspace admins. +keywords: [company agents, workspace agents, company-owned agents, domain agents, shared agents, agent owner, agent role, workspace admin, domain admin, create company agent, manage company agent, Owner column, new expensify] +internalScope: Audience is workspace admins and domain admins. Covers creating company agents from a workspace, choosing their workspace role, who owns and manages them, and how they differ from personal agents. Does not cover personal agents, agent rules, RuleBot, what each agent template does, or best practices for writing agent instructions. +retrievalIntent: How do I create an agent that my company owns instead of me? +contentType: task +order: 5 +--- + +# Create and Manage Company Agents + +Company agents are AI agents that belong to your workspace or domain instead of to you. Use them for shared work, like reviewing reports for the whole team, so the agent keeps working even if the person who created it leaves. + +A company agent works like a personal agent. It has its own Expensify account, follows the natural-language instructions you write, and can be chatted with, edited, and Copiloted into. The difference is who owns it and who can manage it. To learn about personal agents, see [Create and Use Agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). + +--- + +## Who can create company agents + +Workspace admins can create company agents on Collect and Control workspaces. + +**Agents** appears in the workspace menu after **Members** with a **Beta** badge. + +--- + +## How to create a company agent + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name] > Agents**. +2. Select **New agent**. +3. Select **Build custom agent**, or under **Or start with a template:**, find the template you want and select **Add**. +4. Review the auto-generated profile image and **Agent name**. If needed, you can edit these later. +5. Select **Role** and choose the agent's role in the workspace. +6. Select **Write custom instructions** and describe what you want the agent to do. If you started from a template, review the pre-filled instructions and edit them if needed. +7. Select **Create agent**. + +After you select **Create agent**, you're taken directly to a direct message (DM) with the new agent. The agent also appears on the workspace's **Agents** page. + + + +--- + +## How to choose a company agent's role + +The agent joins the workspace as a member with the role you choose. The role controls what the agent can see and do in the workspace, the same way it does for any other member. [Learn about workspace member roles](/articles/new-expensify/workspaces/Managing-Workspace-Members). + +- On Collect workspaces, you can choose **Workspace admin** or **Member**. +- On Control workspaces, you can also choose **Auditor**, **Guest**, **Card admin**, **People admin**, or **Payments admin**. + +**Workspace admin** is selected by default. Choose the role with the least access the agent needs to do its job. + +--- + +## Who owns a company agent + +When you create a company agent, you don't become its owner. Instead: + +- If you're a domain admin and your email address is on that private domain, your domain owns the agent. +- Otherwise, the workspace you created it from owns the agent. + +You can see each agent's owner in the **Owner** column under **Account > Agents**. Personal agents show the person who owns them, workspace-owned agents show the workspace name, and domain-owned agents show the domain name. + +--- + +## Who can manage a company agent + +The admins of the agent's owner manage it: + +- Any workspace admin can manage an agent owned by their workspace. +- Any domain admin can manage an agent owned by their domain. + +These admins can chat with the agent, edit its instructions, Copilot into its account, and delete it. They automatically get full Copilot access to the agent's account, so you don't need to add them by hand. + +Company agents you can manage appear in your list under **Account > Agents**, next to your personal agents. To chat, Copilot, edit, or delete one, follow the same steps as for a personal agent. [Learn how to use agents](/articles/new-expensify/ai-agents/Create-and-Use-Agents). + +On a workspace's **Agents** page, agents you can't manage are shown dimmed, and their buttons are turned off. + +--- + +## How company agents differ from personal agents + +| | **Personal agents** | **Company agents** | +| --- | --- | --- | +| **Where you create it** | **Account > Agents** | **Workspaces > [workspace name] > Agents** | +| **Who can create it** | Any member | Workspace admins | +| **Owner** | The person who created it | The workspace or domain | +| **Who can manage it** | The owner | All workspace or domain admins of the owner | +| **Copilot on the creator's account** | Yes, with full access | No | +| **Workspace membership** | Added to workspaces like any member | Joins the workspace with the role you choose | + +--- + +# FAQ + +## Is a company agent added as a Copilot on my account? + +No. Unlike a personal agent, a company agent doesn't get delegated access to the account of the person who created it. It works from its own account with the workspace role you chose. + +## What happens to a company agent if I leave the company? + +The agent stays with its workspace or domain. The remaining workspace or domain admins can keep managing it. + +## Are company agents billed? + +A company agent is a member of the workspace it's created in and is billed as a workspace member like any other member. + +## Why can't I see Agents in my workspace menu? + +**Agents** appears only on Collect and Control workspaces. It's also hidden while you're Copiloting into an agent's account, because an agent can't create its own agents. + +## Is there an Agents page for domains? + +No. Domain admins manage domain-owned agents under **Account > Agents**. diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Agents.md index 0279d9d24c83..c00b1080fbe9 100644 --- a/docs/articles/new-expensify/ai-agents/Create-and-Use-Agents.md +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Agents.md @@ -16,6 +16,8 @@ Every agent has its own Expensify account. You can Copilot into the agent's acco 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**. +This article covers personal agents, which you own. Workspace admins can also create company agents, which belong to a workspace or domain instead of to a person. To learn more, see [Create and Manage Company Agents](/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents). + 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). --- @@ -75,6 +77,20 @@ The agent follows the instructions you provide and operates from its own Expensi --- +## How to see who owns an agent + +Your **Agents** list under **Account > Agents** shows your personal agents and any company agents you can manage. The **Owner** column shows who owns each agent: + +- A person's name for a personal agent. +- The workspace name for an agent owned by a workspace. +- The domain name for an agent owned by a domain. + +On mobile, the owner appears under the agent's name. You can select the **Owner** column header to sort the list by owner. + +[Learn about company agents](/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents). + +--- + ## How to write instructions for an agent Agent instructions are written in natural language. Describe the role, responsibilities, and decisions you want the agent to make. Clear, specific instructions generally produce more predictable results than broad or ambiguous instructions. @@ -205,7 +221,9 @@ For details on configuring approval workflows generally, see [Learn how to add a ## Who can edit or delete an agent? -Only the agent's owner can edit its instructions or delete it. The owner is the account that created the agent. +For a personal agent, only its owner can edit its instructions or delete it. The owner is the account that created the agent. + +For a company agent, any admin of the workspace or domain that owns it can edit or delete it. [Learn who can manage company agents](/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents#who-can-manage-a-company-agent). ## Why can't I delete an agent? @@ -213,7 +231,7 @@ If the agent is a workspace approver and has reports awaiting its approval, the ## Does an agent have its own Expensify account? -Yes. Each agent is created as a separate Expensify account with its own profile, inbox, chats, and activity history. The account that creates the agent becomes its owner and is automatically added as a full-access Copilot. +Yes. Each agent is created as a separate Expensify account with its own profile, inbox, chats, and activity history. For a personal agent, the account that creates the agent becomes its owner and is automatically added as a full-access Copilot. A company agent is owned by a workspace or domain, and that owner's admins get full Copilot access instead. ## Are agents billed? @@ -221,7 +239,7 @@ An agent is a member of any workspace it's added to and is billed as a workspace ## Can I remove myself as a Copilot from an agent I created? -No. The owner is permanently added as a full-access Copilot on the agent's account so you always retain access to review and update the agent. +No. The owner of a personal agent is permanently added as a full-access Copilot on the agent's account so you always retain access to review and update the agent. ## Can an agent be added to multiple workspaces? @@ -235,7 +253,7 @@ 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, if it's a personal agent. Company agents aren't added as Copilots on anyone's account. When you create a personal 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/Understand-How-Agents-Work.md b/docs/articles/new-expensify/ai-agents/Understand-How-Agents-Work.md index b0f7f0574a80..9035dccb5706 100644 --- a/docs/articles/new-expensify/ai-agents/Understand-How-Agents-Work.md +++ b/docs/articles/new-expensify/ai-agents/Understand-How-Agents-Work.md @@ -1,8 +1,8 @@ --- 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. +description: Learn how AI agents work in Expensify, including the differences between personal agents, company agents, agent rules, RuleBot, and agent templates. +keywords: [AI agents, Agents, Agent rules, RuleBot, Agent templates, AI automation, personal Agents, company agents, workspace agents, workspace automation] +internalScope: Audience is members and workspace admins. Covers how AI agents work in Expensify, the differences between personal agents, company 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 @@ -12,12 +12,13 @@ order: 2 Expensify includes AI-powered agents that can automate tasks on your behalf. -This article covers the two agent features in Expensify: +This article covers the agent features in Expensify: -- Agents, which help manage your own work. +- Personal agents, which help manage your own work. +- Company agents, which belong to a workspace or domain and handle shared 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. +All of them use natural-language instructions to determine how they should behave. --- @@ -31,6 +32,16 @@ To learn more about agents, see [Create and Use Agents](/articles/new-expensify/ --- +## What are company agents? + +Company agents are agents that belong to a workspace or domain instead of to a person. Workspace admins create them from the workspace and choose the role each agent has in that workspace. + +Any admin of the owning workspace or domain can manage a company agent, so it keeps working even if the person who created it leaves. Unlike a personal agent, a company agent isn't added as a Copilot on its creator's account. + +To learn more about company agents, see [Create and Manage Company Agents](/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents). + +--- + ## What are agent rules? Agent rules let workspace admins automate how AI handles expenses and reports in a workspace. @@ -100,20 +111,23 @@ Although they operate in different contexts, the same principles apply: write cl ## When should I use an agent or an agent rule? -Use an agent when you want AI to help manage your own work. +Use a personal 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. +Use a company agent when you want an agent that does shared work for a workspace and is managed by its admins. -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. +Use agent rules when you want AI to automate how expenses and reports are handled across a workspace. -| | **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 | +Many organizations use more than one. 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. + +| | **Personal agents** | **Company agents** | **Agent rules** | +| --- | --- | --- | --- | +| **Best for** | Automating your own work | Shared work for a workspace | Automating expense and report workflows in a workspace | +| **Who sets it up** | Any member with access to agents | Workspace admins | Workspace admins | +| **Where it's created** | **Account > Agents** | **Workspaces > [workspace name] > Agents** | **Workspaces > [workspace name] > Rules** | +| **What you create** | One or more personal agents | One or more company agents | One or more agent rules | +| **AI that follows your instructions** | Your agent | The company agent | RuleBot | +| **Owned by** | You | The workspace or domain | The workspace | +| **Applies to** | Your own account | The workspace, based on the agent's role | The entire workspace | # FAQ diff --git a/docs/articles/new-expensify/settings/Manage-Copilot-Access.md b/docs/articles/new-expensify/settings/Manage-Copilot-Access.md index 25035152f71f..768983405d52 100644 --- a/docs/articles/new-expensify/settings/Manage-Copilot-Access.md +++ b/docs/articles/new-expensify/settings/Manage-Copilot-Access.md @@ -14,7 +14,9 @@ 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-Agents). +Agents can also have delegated access. When you create a personal 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). + +Company agents work differently. A company agent isn't added as a Copilot on your account when you create it. Instead, every admin of the workspace or domain that owns the agent automatically gets full Copilot access to the agent's account. This access doesn't appear in anyone's **Copilot: Delegated access** list. [Learn about company agents](/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents). ## Who can add a Copilot @@ -102,7 +104,7 @@ 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-Agents). +When you create a personal 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. Company agents aren't added to your Copilot list. 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/Managing-Workspace-Members.md b/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md index 5075d2bab52c..be0fcab8fc5f 100644 --- a/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md +++ b/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md @@ -35,6 +35,8 @@ To invite someone to your workspace: **Note:** Workspace admins and People admins can invite members. People admins can only invite members as **Members**, **Guests**, or **Auditors** — they cannot assign admin roles. +**Note:** The search results only include agents you can manage, such as your personal agents and company agents owned by a workspace or domain you admin. To create an agent that belongs to the workspace, [create a company agent](/articles/new-expensify/ai-agents/Create-and-Manage-Company-Agents). + --- # Filter Workspace Members by Role