Forms and Field - Custom Field configure

[jgalvez]

Hello There,

I would like to know if it's possible to make the custom field below appear only for expense types under 2 out of the 3 policies in our company. Can its accessibility be restricted to specific policies? Currently, we have 3 policy groups that share expense types, and this custom field is visible across all policy groups. Is there an efficient way to configure this?

Any help is greatly appreciated.

Thank you,

Joseph

[Andras]

Hi @jgalvez 

Standard Edition:

To add a new Custom Field, please follow the steps below. Please note that you will need to have the "Can Administer" permission to access the Custom Fields page.

1. Go to Home > Administration - Expense & Invoice Settings
2. Select Expense, Invoice or Request underneath Product
3. Under the "Capturing Spend" heading, click on Custom Fields
4. Select the Add a Custom Field button
5. Type the name of custom field under the "Field Name"
6. Select the type of field you want to add: List | Multi-Level List | Free-form Text | Checkbox
7. Enter the Field Name
8. Click the Add button
9. Click the Done Button

If the New Custom Field Name is added and it is not showing up to the following List | Multi-Level List | Free-form Text | Checkbox, the Administrator will need to sign out and sign in to Concur to refresh and reflect the New Added Custom Field Name. 

Professional Edition:

To add a new Custom Field, please follow the steps below. Please note that you will need to have the "Expense or Invoice Configuration Administrator (Unrestricted)" permission to access the Custom Fields page.

1. Go to Administration > Expense or Invoice or Request
2. Search and select Forms and Fields
3. Select Form Type 
4. Select Field from Field Name column
5. Select Modify Field
6. Select the type of field you want to add: Text | Amount | Boolean | Date | Integer | List | Connected List | Numeric
7. Select the access right for each role to determine if the field will be hidden, read-only or modifiable
8. Click Save
9. Select Form Fields
10. Select Form from Form Field Name column
11. Select Add Fields
12. Choose Field from Field Name column
13. Select Add Field

If you do not have the Expense Configuration Administrator (Unrestricted) role then you will need to open a case with Support and provide the information of the field you need to modify. 

[KevinD]

@jgalvez in addition to what @Andras provided, you might need to create new expense types for those two policies where you want this field to be visible. In addition to this, you would need to have those expense types use their own forms. That way you can make this field visible on the forms these expense types use. Then you could activate these expense types for the two policies.

As already mentioned, you need to have unrestricted access to do this because forms and fields and policies require it.

It all boils down to whether you have unrestricted access or not. If you do not, then you would need to submit this request to Concur Support.

[jgalvez]

Thanks for the feedback.

Actually I re-purposed the custom field highlighted below that is visible in all of our expense types and 3 policy groups and I wanted to see if there was an easier way to remove its visibility from a specific policy. We are trying to avoid in creating a brand custom field from scratch to add.

Regards,

Joseph