For Meals with Attendees Expense Type:
We've set our Attendee Type Code to "SYSEMP", which allows a search of all of our Concur company employee/users.
The person can search by many options, and four of the six result fields will be pre-filled as it brings back the information for your attendee.
What's missing is the Title, which is important to us, as policy dictates the highest level should be paying for the meal.
I've gone back through documentation on the forms, but they all point to the Title in a Search option, as opposed to the option to include Title to be pre-filled. I'm not sure if the SYSEMP is linked in the back end to our Employee Import File (350 record), but we do include the Job Title which pulls into our system and reporting.
Is there a way to pull this into the Attendee SYSEMP data so our users do not have to repeatedly type in the Title? Many times they are not exactly sure of the title. It seems because there is a search option by Title there should be away to allow it.
Updating this post
What I've learned ~ The SYSEMP is connected to the Employee import (300/305 record). Once you choose SYSEMP you can pull in your associate names, etc.
However, to pull in the Title, you must have a custom field configured in your (300/305) import, which would include the Title. Once you've configured this (which we will be doing), you can utilize the "Copy down" in the form (see instruction below) and be able to connect to that custom field. Concur Support can help you if do not have Advanced Configuration access or more help is needed.
Creating a custom field for the information is an advanced configuration that needs to be made in several steps. Below are the steps you need to create this field on the Employee level:
1. Go to Administration > Expense
2. Search and select Forms and Fields
3. Click Fields Tab
4. Select Form Type: Employee
5. Select the Custom Field from Field Name column (in the example below it shows it's defaulted to a Custom field we are not currently using on our import)
6. Select Modify Field and edit the information necessary
7. Select the type of field you want to add: Text | Amount | Boolean | Date | Integer | List | Connected List | Numeric
8. Select the access right for each role to determine if the field will be hidden, read-only or modifiable
9. Click Save
10. Select the Form Fields Tab
11. Select the Form you would like to add this new field from Form Field Name column
12. Select Add Fields
13. Choose Field created from Field Name column
14. Select Add Field
Once this change is made, the field will be available to selected for copy down on the field configuration for the field Attendee Title on the Attendee level.
✨ Once again, in our case, we will need some time to be able to have that configured (since currently Title is only on our 350 record, which populates your User Admin Travel Settings. The optional workaround is to do an Attendee import.
Concur support has provided me a Header for the Import. So far I've learned that the External ID (unique identifier) would be our Employee ID # and the Attendee Type Code (in our case) would be EMPSYS.
Once pulling in the (created) Attendee Import to populate title, we would need to configure the form/field a bit differently as the source would be the Employee Attendee (in our case).
As our company has grown and our policies have been shaped by our progress, we continue to identify things that have more importance now than they did 10 yrs ago. Our policy states that the Senior most person should be paying for meals (if a lower person pays and the senior person approves there is possibility of non-compliant behavior). By having the fields auto-populate we are saving our users time and ensuring accuracy in the data we are reporting.
As a growing company it's important to continually be looking to see what can be done to improve both ease and efficiency for the users, as well as strength and usefulness of the capability of the system and the data it can provide.
