Forms and Fields: Forms

Objective

After completing this lesson, you will be able to describe how a form is created and maintained.

Forms and Fields: Forms

After you select a form type, the system displays a list of available forms for that type. You can expand each form to view the fields currently configured on it.

The image below and the corresponding table explain the available form actions.

Expense Admin – Forms and Fields screen for “Expense Report Header,” showing tabs (Forms, Form Fields, Connected Lists, Conditional Fields, Validations), action buttons labeled 1–5 (Add Fields, Modify Form, Copy Form, Delete Form, Preview Form), and a list of selectable form definitions below.

Number	Field	Description
1	Add Fields	Allows the administrator to add fields to one or more forms.
2	Modify Form	Provides form-level settings that can be changed.
3	Copy Form	Allows the administrator to create a new form by copying an existing form. The form fields are copied to the new form.
4	Delete Form	Allows the administrator to delete a form. The form cannot be in use or be a standard Concur Expense form.
5	Preview Form	Allows the administrator to view the form from the user perspective.

Note

When any form except the Expense Detail View is modified, all expense reports in process continue to use that form. Any reports created after the change will use the new form. Any changes to the Expense Detail View form are applied immediately to all reports.

Create a New Form

Review the following steps to learn how to create a new form. New forms can only be created by copying an existing form.

Steps

From the Form Type drop-down menu, select your desired form type.
Select the form you want to copy and then select Copy Form.

Result

The new form appears in the list, named Copy of <form name>.

Screenshot of a “Forms and Fields” page with Form Type set to Employee. Tabs include Forms, Form Fields, Fields, Connected Lists, Conditional Fields, and Validations, with action buttons Add Fields, Modify Form, Copy Form, Delete Form, and Preview Form. In the Forms list, “Copy of Default Employee Information” is selected/highlighted above “Default Employee Information.” A note at the top warns not to use custom fields for personal or sensitive data like phone numbers or email addresses.

Modify a Form

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

Steps

On the Forms tab, select the desired form, and then select Modify Form.
The Modify Form window appears. In the Form Name field, change the name of the form if needed. The Form Name field always appears and is the only editable setting for several entry forms.

Make any other necessary changes. The other fields that appear and the tasks you can complete depend on the type of form you selected, as outlined in the table below. When you’re done, select Save.

Field/Task	Available only when this form is selected	Description
Expense Type Assignment	Expense Entry	Select the expense types – for each policy – that will use this form.
Policy Assignment	Expense Report Header Expense Allocation Expense Detail View	Select one or more policies that will use this form.
Attendee Search Form Fields	Expense Attendee	Select the list of fields that will display in the attendee search area.

Screenshot of the “Forms and Fields” page with a “Modify Form” dialog open (Form Type: Expense Entry). Form Name is “Default.” In the Expense Type Assignment table, the radio option “Canada Expense Policy” is selected, and a scrollable list shows expense types (e.g., Travel Expenses, Transportation, Meals, Lodging, Office Expenses, Communications, Other, Cash Advance, Agency Booking Fees, Airfare Fees, Bank Fees, Breakfast, Business Calls, Business Meals (Attendees), Car Maintenance/Repairs) with their current form mappings (mostly “Default”). Save (blue) and Cancel buttons appear at the bottom; close (X) in the top-right.

Result

The modified form is saved and ready for use.

Screenshot of the “Forms and Fields” page with Form Type set to Employee. Tabs shown: Forms, Form Fields, Fields, Connected Lists, Conditional Fields, and Validations. Action buttons include Add Fields, Modify Form, Copy Form, Delete Form, and Preview Form. In the Forms list, “*US Employee Information - AP” is selected above “Default Employee Information.” A note at the top warns not to use custom fields for personal or sensitive data such as phone numbers or email addresses.

Summary

Create new forms by copying existing ones after selecting a Form Type; new form named "Copy of <form name>".
Use Add Fields to add fields; use Modify Form to change settings; save changes when finished.
For some entry forms, only the Form Name is editable in Modify Form.
Delete Form removes a form not in use and not standard; Preview Form shows the user view.
Changes affect new reports, except Expense Detail View changes apply immediately to all reports.

Reference

Topic	Link
Working with Forms	SAP Help Portal

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