Custom Fields

Last Updated: Oct 19, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team

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Custom Fields

🔧 Custom Field Configuration System
The Custom Fields feature allows administrators to create, configure, and manage custom input fields for expense claims. This system provides flexibility to capture specific information required for different expense types with various input types including dropdowns, text boxes, dates, numbers, and amounts.

Overview Features

Custom Fields Management Benefits

The Custom Fields system enables flexible expense data collection, offering:

• Multiple Input Types: Support for Dropdown, Textbox, Date, Number, and Amount fields.
• Custom Options: Define dropdown options with status controls and default values.
• Field Validation: Set error messages and validation rules for each field.
• Status Management: Activate or deactivate fields as needed.
• Flexible Configuration: Create fields specific to business requirements.
• Quick Access: Available from both Custom Fields menu and Expense Policy management.

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Interface Overview

Access Points

The Custom Fields can be accessed through two methods:

1. Direct Access

• Navigate to Expense > Custom Fields from the left sidebar menu
• View all custom fields across all expense types
• Manage fields from centralized location

2. Quick Access from Expense Policy

• Navigate to Expense Policy > Expense Type tab
• Click "Custom Fields" button in the Manage column for specific expense type
• Configure fields specific to that expense type

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Custom Fields List View

Purpose: View and manage all configured custom fields

Available Columns:

Column	Description
Label	Display name of the custom field shown to users
Type	Input type - Dropdown, Number, Amount, Date, Textbox
Status	Active (green) or Inactive - indicates if field is currently in use
Actions	Edit icon (pencil) to modify field configuration

Custom Fields:

Field Label	Type	Status	Action
[Field Name]	[Type ]	[Active / Inactive]	[Edit button]

Key Features:

• View all custom fields in one centralized list
• Access "+ Add" button to create new custom fields
• Filter: Filter icon to search and locate specific fields
• Edit existing fields using the pencil icon
• Status indicator shows Active (green) fields
• Export functionality for field documentation

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Creating a Custom Field

Access Custom Field Creation

1. Navigate to Expense > Custom Fields from left sidebar
2. Click "+ Add" button in top-right corner
3. Add Custom Field dialog opens

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Custom Field Form - Quick Reference

Basic Field Configuration

Field Name	Required	Description	Format/Example
Name	Yes (*)	Internal field name (unique identifier)	Text (e.g., "fule", "distance")
Label	Yes (*)	Display name shown to users	Text (e.g., "Fuel Type", "Distance Traveled")
Note	Yes (*)	Helper text or instructions for users	Text (e.g., "select type of fule")
Input Type	Yes (*)	Type of input field	Dropdown: Dropdown, Textbox, Date, Number, Amount
Error Message	Yes (*)	Message shown when validation fails	Text (e.g., "pls select valid data")
Type	Yes (*)	Status toggle	Toggle switch - Active/InActive

Input Type Options

When you select an Input Type, additional configuration options appear:

Input Type	Description	Best Used For
Dropdown	Select from predefined options	Categories, selections, types
Textbox	Free text entry	Descriptions, comments, notes
Date	Date picker	Dates, deadlines, periods
Number	Numeric value without currency	Quantities, distances, counts
Amount	Monetary value with currency symbol	Costs, prices, expenses

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info

The input data for the +Add Custom Field will vary depending on the input type you select.

example of Dropdown field:

Custom Field Form Buttons:

Button	Color	Function
Reset	Red	Clear all entered data and start over
Submit	Blue	Save and create the custom field

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⚠️ Important Edit Considerations
Field Editing Rules:

• Changing field Name may affect existing data
• Editing Label updates display name for users
• Deactivating field (InActive) hides it from forms
• Removing dropdown options may affect existing claims with that option
• Always test changes before applying to active expense types

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Field Status Management

Active vs Inactive Status:

• Active Status (Toggle ON - Blue):

  • Field appears in expense claim forms
  • Users can see and fill this field
  • Validation rules apply
  • Required for data collection

• Inactive Status (Toggle OFF - Gray):

  • Field hidden from expense claim forms
  • Existing data preserved but not editable
  • Users cannot interact with field
  • Useful for temporarily disabling fields

Status Toggle Usage:

Scenario	Action	Result
New field setup	Set to Active	Field available immediately
Testing configuration	Set to InActive	Field hidden while testing
Seasonal field	Toggle as needed	Show only when relevant
Deprecated field	Set to InActive	Preserve data, prevent new entries
Field updates	Set to InActive temporarily	Make changes without user impact

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Best Practices

💡 Custom Field Configuration Tips

For Field Creation:

• Use clear, descriptive labels that users understand
• Keep Note text concise and helpful
• Write specific error messages that guide users
• Choose appropriate Input Type for data being collected
• Test fields before making them Active
• Use consistent naming conventions

For Field Management:

• Review and audit fields quarterly
• Deactivate unused fields instead of deleting
• Document purpose of custom fields
• Train users on new custom fields
• Monitor data quality from custom fields
• Coordinate changes with finance team

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