Bulk Update Custom Fields

You can update custom field values for one or more expenses, campaigns, and expense groups. For expenses, this option is available in the Actions dropdown on the Expenses page. For campaigns and expense groups, this option is available in the Actions dropdown on the Manage page of Segment, Goal, and Campaign tabs. This functionality streamlines the process of managing expenses, campaigns, and expense groups. It further supports single-select and multi-select custom fields. Click here to learn more about Custom Fields.

Follow these steps to bulk update custom field values for one or more selected Expenses, Campaigns, and Expense Groups.

Bulk Update Custom Field Values for Campaigns and Expense Groups

1. From the menu bar, click Manage, then select Campaigns or Expense Groups. The Manage Campaigns or Expense Group page opens.
   

2. Select the campaigns or the expense groups you want to update.

3. Go to Actions and select Edit Custom Fields.
   

Use Case 1: No Custom Fields Available (Common for Campaigns, and Expense Groups)

• Admin Users:

  • If no custom fields exist and you have admin rights, clicking Edit Custom Fields displays a pop-up indicating no custom fields are available.
    

• Non-Admin Users:

  • If no custom fields exist and you don't have admin rights, clicking Edit Custom Fields displays a pop-up notifying you that no custom fields have been set up.
    

Use Case 2: Custom Fields Available For Expense Groups/Campaigns/Expenses

When custom fields are available:

1. After selecting expenses, click Edit Custom Fields to open the “Edit Custom Fields” pop-up.

2. Select the desired custom field from the Custom Fields dropdown.

3. Choose the corresponding value(s) from the available options. You can search or scroll through the list.

   • If Single-Select Custom Fields:

     • Required: A value must be selected to save changes. You can select the Select All checkbox or any specific custom field.
       

     • Not Required: You can select either "No Custom Value" or a specific value.
       

       Note:

       The selection of values depends on the custom field type and whether the Required toggle is enabled. The "Required" toggle setting determines whether selecting a custom field value is mandatory for expenses. This setting is applied when creating or editing the custom field. Click here for additional information on managing Custom Fields.

   • Multi-Select Custom Fields: You must select at least one value (regardless of whether the Required toggle is enabled or disabled). The Save button remains disabled until at least one value is selected.
     

     Note:

     Previous selections will reset if you select a custom field and its values, but switch to another custom field without saving.

     
     The following image shows the Save button being disabled until one value is selected for Expenses.
     

     
     The following image shows the Save button being disabled until one value is selected for Campaigns and Expense Groups.
     

Bulk Update Custom Field Values for Expenses

1. From the menu bar, click Manage, then select Expense. The Manage Expenses page opens.
   
   

2. Select the expenses you want to update.

3. Go to Actions and select Edit Custom Fields.
   

Use Case 1: No Custom Fields Available

• Admin Users:

  • If no custom fields exist and you have admin rights, clicking Edit Custom Fields displays a pop-up indicating no custom fields are available.
    

• Non-Admin Users:

  • If no custom fields exist and you don't have admin rights, clicking Edit Custom Fields displays a pop-up notifying you that no custom fields have been set up.
    

Use Case 2: Custom Fields Available

When custom fields are available:

1. After selecting expenses, click Edit Custom Fields to open the “Edit Custom Fields” pop-up.

2. Select the desired custom field from the Custom Fields dropdown.

3. Choose the corresponding value(s) from the available options. You can search or scroll through the list.

• If Single-Select Custom Fields:

  • Required: A value must be selected to save changes. You can select the Select All checkbox or any specific custom field.
    
    

  • Not Required: You can select either "No Custom Value" or a specific value.
    

    Note:

    The selection of values depends on the custom field type and whether the Required toggle is enabled. The "Required" toggle setting determines whether selecting a custom field value is mandatory for expenses. This setting is applied when creating or editing the custom field. Click here for additional information on managing Custom Fields.

• Multi-Select Custom Fields: You must select at least one value (regardless of whether the Required toggle is enabled or disabled). The Save button remains disabled until at least one value is selected.
  

  Note:

  Previous selections will reset if you select a custom field and its values, but switch to another custom field without saving.