Forms and Fields: Fields

Objective

After completing this lesson, you will be able to describe how a field is modified.

Forms and Fields: Fields

In Concur Expense, Fields are the individual data entry points used to capture information about an expense. They are the building blocks of expense reports, allowing users to input details like date, amount, vendor, and expense type. The Fields tab is used to modify these field attributes. ​

To access this tab, select the Fields tab, on the Forms and Fields page. After selecting the form type, the tab will display a list of the associated fields. They can be modified individually (with more options) or in groups (with fewer options).

Screenshot of the “Expense Admin – Forms and Fields” page for the Expense Report Header. The Fields tab is active, with buttons for Modify Field, Deactivate, and Add to Forms plus a search box. A table shows columns: Field Name, Site Required, Data Type, Status, Table Name, Column Name. Visible rows include Custom 01–Project (List), Custom 02–Billable (List), Org Unit 1 Country (Connected List), Org Unit 2 Location (Connected List), Org Unit 3 Cost Center (Connected List), Amount Approved (Amount), Amount Company Paid (Amount), Amount Due All (Amount), Amount Due Company Card (Amount), and Amount Due Employee (Amount).

Field Settings

Many settings are available for fields. Review the following screenshot and descriptions to better understand each option.

SAP Concur Expense Admin—“Modify Fields” modal over the Forms and Fields page. A warning says not to collect personal or sensitive data.
Field Name
The internal name used to reference the field, regardless of the form in which it appears. This is also the default form field label. The maximum length is 64 characters.
Data Type
Defines the type of data the field captures. Data type is configurable only for Custom and Org Unit fields. Available data types include:
  • Amount
  • Boolean
  • Connected List
  • Date
  • Integer
  • List
  • Numeric
  • Text
Control Type
The Control Type field setting allows you to choose how users enter data in the form. The available options depend on the selection made in the Data Type field. Refer to the table below for a list of control types supported by each data type.
Data TypeControl Type Options
AmountEdit
BooleanCheck box, Boolean Drop-Down List
Connected ListEdit (w/ Connected List Helper)
DataEdit (w/ Data Helper)
IntegerEdit
ListDrop-Down List, Edit (w/ List Helper)
NumericEdit
TextEdit, Multi-Line Edit, Launch URL (single line), Launch URL (multi line)
Default Max Length
Default Max Length specifies the maximum number of characters allowed for the field value.
Default Validation
Default Validation lets you choose a validation routine to apply to the field.
Default Value Type
Default Value Type defines what information, if any, automatically appears in a field for an employee, with options including Copy Down, Constant, and None.
Access Rights
Access Rights specifies the level of access each role has to the field on a form, which can be set to Modify, Read-only, or Hidden.

Modify a Field

Review the following steps to learn how to modify field settings.

Steps

  1. On the Fields tab, select the desired field and then select Modify Field.

    Screenshot of the “Forms and Fields” page for the Employee form. A toolbar at the top includes Modify Field, Deactivate, Add to Forms, and a search box. Below is a table with columns Field Name, Site Required, Data Type, Status, and Table Name. The row “Custom 19” is highlighted, showing Site Required: No, Data Type: Text, Status: Active, Table Name: CT_EMPLOYEE. Other rows include Address, Cash Advance Account Code/Balance, City, Country, Custom 01–18, and Custom 20, mostly marked Active.

  2. The Modify Fields window appears. Adjust the field settings as needed and then select Save.

    Screenshot of a “Modify Fields” dialog configuring a custom field in an SAP interface. The field name is “Custom 19 – Payroll ID.” Settings show Data Type: Text, Site Required checked, Control Type: Edit, Default Max Length: 48, Default Validation: None, and Default Value Type: None. Access Rights list “Employee Role: Modify” and “Employee Administrator Role: Modify.” Save and Cancel buttons appear at the bottom.

Result

The modified field is saved and ready for use.

Screenshot of a configuration table listing fields. The highlighted row is “Custom 19 – Payroll ID,” set to Required: Yes, Type: Text, Status: Active. Nearby rows include Custom 02–20, Email Address, Employee First Name, Employee ID, and Employee Last Name, mostly marked Active.

Summary

  • Open Forms and Fields, choose form type, then Fields tab shows associated fields for individual or group edits.
  • Select a field and choose Modify Field to edit its attributes.
  • Update settings like field name, data type (Custom/Org Unit only), control type, length, validation, default value, and access rights.
  • Control types depend on the selected data type; options vary accordingly.
  • Select Save to apply changes; the modified field is saved and ready for use.

Reference

TopicLink
Working with FieldsSAP Help Portal

Learning

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