Configure fields in the Expense Mobile App

With Expense Management, you can easily change which fields are shown to expense users in the Expense Mobile App, without the need for custom coding. You can add new fields for all users, of course. Additionally, you can also set up fields that:

• show only when another field has a specific value, for example asking for a project number only when one department is selected, but not when other departments are selected.
• allow only some users to choose particular field values, for example when one group of expense users should choose between departments, but another group only has one of these choices.

Add new fields

You can customize each of the document types by following these steps:

1. Use the search function to navigate to Configured Fields.
2. Choose the relevant document type from the Home menu.
3. From the Fields on header FastTab, select New Line to add a new field. The image shows a new line added for the Description 2 field code.
4. Select the relevant checkboxes to:
   • Hide visibility by default so that the field is available in Business Central but not on the Expense Management app.
   • Editable so that expense users can change the content of the field. This is selected for Description 2 in the image.
   • Mandatory so that expense users are required to enter content in the field for each submission. This is selected for Description 2 in the image.
5. If you instead want to delete a field, select the relevant field, and then select Delete Line.
6. Once you're done configuring the fields, use the Continia Online action and then Force Synchronize with Continia Online.

In the Expense App, the expense page now has the Description 2 field where expense users are required to enter information.

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Show fields dependent on other selections

Once you've added new fields, you can make some of them appear to expense users only on the condition that they choose other specific field values.

1. From the Configured Fields page, set up the field with the condition with the following checkboxes enabled:

   • Editable
   • Mandatory (This is an option if you want to require a selection before the expense user can submit.)

2. Next, set up the dependent field with the following checkboxes enabled:

   • Editable
   • Hide visibility by default (this is required so that users only see this when the condition is met.)

In the image, the DEPARTMENT field is ready to have the condition set, and the JOBNO field is ready to be the dependent field.

3. From the Field Type action menu, choose Field Dependencies.

4. On a new line, add the field conditions with the following settings:

   • In the Field Type Code column, select the field
   • In the Condition column, choose whether the field should have a specific value or have any value
   • If the specific value condition is set, you need to choose from the list in the Value column

5. On the same line, specify the dependent field with the following settings:

   • In the Reference Field Type Code column, select the field which should be available only if the condition is met
   • In the Expectation column, choose whether the dependent field should have any value, a specific value or no value.
   • If the specific value expectation is set, you need to choose from the list in the Expected Value column.

6. The Detected Conflicts column prompts you to use the Consistency Check action before the field dependency can be enabled. When you return to the Configured Fields page, the Field Dependencies column will display an extra number.

7. Lastly, run the Force Synchronize with Continia Online action to make the change available in the Expense Mobile App and Expense Portal.

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Show different field values to different users

You can set up fields to show some field value options to different expense users. This function is called Lookup Value Access.

It's highly recommended that you use Expense User Groups for most of these settings, so that you minimize the amount of configuration work each time your company hires new staff or staff move from one work area to another.

1. From the Configured Fields page, open the relevant Field Type Card.
2. From the Field Type menu, choose Lookup Value Access.

3. Set up the lookup values in the columns for Field Type Code and Value Code.
4. Set up the access for these values in the columns for Type and Code.

In the image, the Department field has three values, each with different access:

• ADM will only be available to the User EH
• PROD will only be available to the Managers Expense User Group
• SALES will be available to both the Managers and the Sales Team Expense User Groups

5. Lastly, run the Force Synchronize with Continia Online action to make the change available in the Expense Mobile App and Expense Portal.

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