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).

There are many field settings available to modify. Review the following screenshot and list to learn more.

SAP Concur Expense Admin—“Modify Fields” modal over the Forms and Fields page. A warning says not to collect personal or sensitive data. The modal shows a custom field configuration with numbered callouts: 1 Field Name: “Custom 03”; 2 Data Type: “Text”; checkbox “Site Required”; 3 Control Type: “Edit”; 4 Default Max Length: “48”; 5 Default Validation: “None”; 6 Default Value Type: “Copy Down,” with Copy Down Source: “Employee”; 7 Access Rights list—Employee Role: Modify; Approver Role: Read-only; Expense Processor Role: Modify; Expense Processor Manager Role: Modify. Save and Cancel buttons at the bottom.
  1. Field Name: This is the name used to reference this field, regardless of which form is used. The field name is also the default form field label. The maximum number of characters is 64.
  2. Data Type: This determines the data type for the field. The data type is configurable only for Custom and Org Unit fields. The available data types are Amount, Boolean, Connected List, Data, Integer, List, Numeric, and Text.
  3. Control Type: This lets you select the control type users employ for data entry in the form. The options that appear here are determined by the option selected in the Data Type field. Review the following table to learn about the available control types for 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)

  4. Default Max Length: This lets you set the maximum length of the field value.
  5. Default Validation: This lets you select a validation routine to run against the field.
  6. Default Value Type: This offers options for the information that should automatically appear within a specified field for an employee. The options are Copy Down, Constant, and None. Review the following table to learn more about these options.

    Default Value TypeDescription
    Copy DownAllows the information entered in a field to be automatically entered into duplicate fields on other pages.
    ConstantAllows you to enter a default value that will always be entered for the employee when that selected field appears.
    NoneNo default type.

  7. Access Rights: Indicates the level of access granted to each role that uses a form with this field. It 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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