Manage Expense Field Item Visibility

Manage Expense Field Item Visibility

Dynamic Expense Field Filtering lets administrators control which Expense Field items are visible to specific teams and users. This ensures users see only relevant options when creating expenses.

This feature is available for Spend Plus Plan and Spend Annual customers.

Prerequisites

  • You are an administrator in Emburse Spend.
  • At least one Expense Field exists.
  • Expense Field items have been configured.
  • Team Fields and users have been configured.

Configure Sub Item Visibility

Use sub item visibility to control which users or Team Fields can see specific sub items within an Expense Field.

Your organization uses a Project Expense Field that contains Project Alpha, Project Beta, and Project Gamma. You can assign Project Alpha and Project Beta to the Marketing team and Project Gamma to the Finance team.
  1. In the left navigation menu, select Company Settings > Expense Fields.

    2. Expense Fields page with existing Expense Fields and sub items

  2. Select the Edit button next to the Expense Field you want to configure.
  3. Under Field Visibility, select Everyone or Specified (Team Fields).
  4. Optional: Check Add sub item visibility.

    If you do not check Add sub item visibility, each sub item follows the parent Expense Field visibility setting.

    5. Edit Expense Field window with Add sub item visibility checkbox

  5. Select the sub item visibility type:
    • User: Assign visibility to individual users.
    • Team Field: Assign visibility to Team Fields.
  6. Select SAVE.

    7. A Sub Item Visibility (User) or Sub Item Visibility (Team Field) column displays on the Expense Field.

  7. Select the Edit button next to the sub item you want to configure.

    8. Expense Fields page in Emburse Spend showing Client and Project dropdown fields with edit options highlighted.

  8. From the dropdown list, select one or more users or Team Fields that should have access to the sub item.

    9. Edit Sub Item window with sub item visibility dropdown

  9. Select SAVE.

    If you do not select any users or Team Fields for a sub item, the sub item follows the parent Expense Field visibility setting.

Only the selected users or Team Fields can view the sub item when creating an expense.

Import Visibility Assignments

Use a CSV file to create or update Expense Field item visibility assignments in bulk.

Complete the sub item visibility setup before downloading the CSV template. This ensures that the correct template downloads.

Download the CSV Template

  1. In the left navigation menu, select Company Settings > Expense Fields.
  2. Select Upload Template.

    3. Expense Fields page with Upload Template button

  3. Select Download template.

    4. Upload Template window with Download template option

The CSV template downloads to your device.

Upload Visibility Assignments

  1. Open the CSV file.
  2. Enter your values and ensure all required columns are complete.
  3. In the left navigation menu, select Company Settings > Expense Fields.
  4. Select Upload CSV.

    5. Expense Fields page showing Client and Project dropdown fields with lists of sub items. The Upload Items button is highlighted, indicating where administrators upload a CSV file to update expense field items.

  5. Drag your CSV file into the upload area or select CHOOSE A FILE.

    6. Update Your Items dialog for uploading a CSV file to update the Expense Field "Client" items. Includes a Download template link, a drag-and-drop upload area, and a CHOOSE A FILE button.

  6. Review the details in the Update Your Items window.

  7. Select Preview changes to review the changes.

  8. Optional: Check the box to deactivate existing items that are not included in the CSV.

    9. Update Your Items window with preview and deactivation options

  9. Select APPLY.
  10. Select CONFIRM MY CHANGES.

    11. Confirmation window for applying CSV changes

The system validates the file and uploads the items to the applicable columns.

Use CSV uploads when managing a large number of Expense Field items.

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