[No QA] Docs updates for E/A#99433 Require GPS or map entry distance setting

[MelvinBot]

Explanation of Change

Help site (HelpDot) follow-up for #99433, which adds the Require GPS or map entry setting to a workspace's Distance rates > Settings page. When it is on, distance expenses on that workspace must come from a mapped route or a GPS-tracked trip, and the Manual and Odometer tabs are hidden. Nothing in docs/articles described this behavior, so admins had no documented way to find the setting and members had no explanation for the missing tabs.

Two articles are updated:

docs/articles/new-expensify/workspaces/Set-distance-rates.md (admin)

• New ## How to require GPS or map entry for distance expenses section with the navigation path to the toggle.
• New ## What happens after you enable Require GPS or map entry section covering the hidden tabs, the block members hit when they select a restricted workspace, the multi-workspace behavior, and the Your space exemption.
• Two FAQ entries: why the toggle can be locked, and whether existing expenses change.
• Keywords and internalScope extended for retrieval.
• One <!-- SCREENSHOT: --> suggestion (per docs/HELP_AUTHORING_GUIDELINES.md section 8) — no image committed.

docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md (member)

• Notes under the Manual and Odometer creation steps explaining why those tabs may be missing.
• Two FAQ entries: why the tabs are hidden, and what the block message means.
• Keywords and internalScope extended.

Behavior was taken from the merged code, and every UI string was verified against dev NewDot web on the PR branch:

• Toggle label: Require GPS or map entry — src/languages/en.ts (distance.error.mapOrGpsDistanceRequired.title)
• Toggle subtitle: Manual and odometer entry will be disabled. — workspace.distanceRates.requireMapOrGPSDescription
• Block message: This workspace requires either map-based or GPS-tracked distance expenses. — distance.error.mapOrGpsDistanceRequired.description
• Settings-tab rows confirmed in the live UI: Unit, Default category, Require GPS or map entry, Track tax
• Track distance tabs confirmed in the live UI: Map, Manual, GPS, Odometer

docs/HELPSITE_NAMING_CONVENTIONS.md, docs/HELP_AUTHORING_GUIDELINES.md, and docs/TEMPLATE.md were applied: task-based ## headings only, no ###, exact UI labels in bold, unified web/mobile navigation phrasing, and relative cross-links placed outside numbered steps.

One thing to confirm: the FAQ "Why can't I turn off Require GPS or map entry?" references Exclude commutes, which is still beta-gated (CONST.BETAS.COMMUTER_EXCLUSIONS) and is not documented anywhere on the help site yet. It is the only reason the toggle locks, so leaving it out makes the locked state unexplainable — but say the word and I'll drop that FAQ until commute exclusions ships publicly.

Fixed Issues

$ #99433
PROPOSAL:

Tests

// TODO: The human co-author must fill out the tests you ran before marking this PR as "ready for review"
// Please describe what tests you performed that validates your changed worked.

Docs-only change — no app code is touched. Reviewing the rendered Markdown in the two articles is sufficient.

• Verify that no errors appear in the JS console

Offline tests

N/A — documentation only.

QA Steps

[No QA] — documentation only, no app behavior changes.

• Verify that no errors appear in the JS console

PR Author Checklist

• I linked the correct issue in the ### Fixed Issues section above
• I wrote clear testing steps that cover the changes made in this PR
  • I added steps for local testing in the Tests section
  • I added steps for the expected offline behavior in the Offline steps section
  • I added steps for Staging and/or Production testing in the QA steps section
  • I added steps to cover failure scenarios (i.e. verify an input displays the correct error message if the entered data is not correct)
  • I turned off my network connection and tested it while offline to ensure it matches the expected behavior (i.e. verify the default avatar icon is displayed if app is offline)
  • I tested this PR with a High Traffic account against the staging or production API to ensure there are no regressions (e.g. long loading states that impact usability).
• I included screenshots or videos for tests on all platforms
• I ran the tests on all platforms & verified they passed on:
  • Android: Native
  • Android: mWeb Chrome
  • iOS: Native
  • iOS: mWeb Safari
  • MacOS: Chrome / Safari
• I verified there are no console errors (if there's a console error not related to the PR, report it or open an issue for it to be fixed)
• I followed proper code patterns (see Reviewing the code)
  • I verified that comments were added to code that is not self explanatory
  • I verified that any new or modified comments were clear, correct English, and explained "why" the code was doing something instead of only explaining "what" the code was doing.
  • I verified any copy / text that was added to the app is grammatically correct in English. It adheres to proper capitalization guidelines (note: only the first word of header/labels should be capitalized), and is either coming verbatim from figma or has been approved by marketing (in order to get marketing approval, ask the Bug Zero team member to add the Waiting for copy label to the issue)
• If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
• I followed the guidelines as stated in the Review Guidelines
• I tested other components that can be impacted by my changes (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar are working as expected)
• If a new CSS style is added I verified that:
  • A similar style doesn't already exist
  • The style can't be created with an existing StyleUtils function (i.e. StyleUtils.getBackgroundAndBorderStyle(theme.componentBG))
• If new assets were added or existing ones were modified, I verified that:
  • The assets are optimized and compressed (for SVG files, run npm run compress-svg)
  • The assets load correctly across all supported platforms.
• If the PR modifies code that runs when editing or sending messages, I tested and verified there is no unexpected behavior for all supported markdown - URLs, single line code, code blocks, quotes, headings, bold, strikethrough, and italic.
• If the PR modifies a generic component, I tested and verified that those changes do not break usages of that component in the rest of the App (i.e. if a shared library or component like Avatar is modified, I verified that Avatar is working as expected in all cases)
• If the PR modifies a component related to any of the existing Storybook stories, I tested and verified all stories for that component are still working as expected.
• If the PR modifies a component or page that can be accessed by a direct deeplink, I verified that the code functions as expected when the deeplink is used - from a logged in and logged out account.
• If the PR modifies the UI (e.g. new buttons, new UI components, changing the padding/spacing/sizing, moving components, etc) or modifies the form input styles:
  • I verified that all the inputs inside a form are aligned with each other.
  • I added Design label and/or tagged @Expensify/design so the design team can review the changes.
• I added unit tests for any new feature or bug fix in this PR to help automatically prevent regressions in this user flow.
• If the main branch was merged into this PR after a review, I tested again and verified the outcome was still expected according to the Test steps.

Screenshots/Videos

Android: Native

N/A — documentation only.

Android: mWeb Chrome

N/A — documentation only.

iOS: Native

N/A — documentation only.

iOS: mWeb Safari

N/A — documentation only.

MacOS: Chrome / Safari

UI labels verified on dev NewDot web while writing these docs:

Distance rates Settings tab with Require GPS or map entry toggle

Track distance panel with Map, Manual, GPS, Odometer tabs

---

@Gonals, please review the files changed and confirm they reflect the current behavior. Then post a new comment saying @MelvinBot mark this PR as ready for review.

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://9c76d594.helpdot.pages.dev ⚡️

Updated articles:

• articles/new-expensify/reports-and-expenses/Distance-Expenses
• articles/new-expensify/workspaces/Set-distance-rates