You can set custom tags for use with user Mileage, Expense, and Time entries. You can customize the tags that are used to further refine your reporting while having control over the consistency and format of those tags and fields.
Setting Up Custom Tags and Custom Fields
Custom Tags
You can find and configure Custom Tags under Manage Settings, then Custom Tags on the left menu. Custom Tags will allow you to set the Values for the Tags that are available to the users.
You can choose to have them to Show as a Checklist or allow the users to search for them by name. You can also enable the feature to only allow managed tags, meaning only the pre-defined tags can be added.
In the example, the Tags Added are Maintenance Check, Sales Meeting, and Shipment Process. For the user in the app, they will click on the Green Plus and select the relevant tags for the record.
Custom Fields
Custom Fields are part of the Enterprise subscription and will allow the admin to configure and allow for additional fields that will further customize the information allowed in the records. This can allow additional record keeping, like GL codes or other pre-defined entries. Options are to create new labels and add a comment to communicate to the user, set the display order in the app and web if you are creating multiple, define if the field is required, if the user can or cannot add their own entries, and enable or disable the field.
The options available are to configure multiple options for the Custom Fields:
Required: Must be filled before saving or submitting for approval
Only Allow Predefined Values: enter the available values in the table below. (will put the options in a selection/drop-down)
Visible on Mileage: Can be used in Mileage Entries
Visible on Expense: Can be used in Expense Entries
Dept/Office: Limit Visibility to the Department assigned
Visible to Admins Only: Make the field usable by Admins only, typically a bookkeeping field, not recommended to be a required field.
Aggregate the code in a summary: If multiple fields have this option selected, it will be concatenated in the reporting.
Adding Custom Field values, you will select the field that you would like to update and enter the Value (this will be available in the list or searchable depending on how you would set the field value)
Custom Filed App View
In this example, the Hardware field is added with 3 entries that will be allowed in the
On the app, the user will see the "Hardware" Field and can click on the Green Plus to pull up the selection. In this case, the 3 pre-defined fields are displayed to select.
Note: The 'Required' status will pertain to manual entries. Due to the intention of the field to be used in Expense entry, it will allow the AutoStart recorded mileage entries (trips) to be saved without the need for entry.