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Field Updates

Field Updates are a type of workflow action that automatically updates a specific field in a record with the value you configure, whenever a workflow rule is triggered.

For example, you can automatically set the Flight Class to Business when the budget amount on a trip is greater than $1,500, or clear the Notes field on an employee advance refund when it is rejected.

Create Field Updates

To create a new field update:

  • Go to Settings on the left sidebar.
    (OR)
    Click Settings in the top right corner of the page.
  • Select Workflow Actions under Automation.
  • Click Field Updates from the Workflow Actions pane.
  • In the New Field Update pop-up, fill in the following fields:
    FieldDescription
    NameEnter a name for the field update.
    ModuleSelect the module for which you want to create the field update, such as Expense Reports, Trips, Employee Advances, or Employees’ Advance Refunds.
    UpdateSelect the field you want to update. The available fields depend on the selected module. For example, for Employees’ Advance Refunds, you can update fields like Notes or Reference Number.
    Value (after =)Enter the value that should be set in the selected field when the workflow runs.
    Update [Field] with empty value?Select this checkbox if you want to clear the existing value in the selected field instead of setting a new value. The label updates dynamically based on the selected field, for example, Update Notes with empty value?.
  • Click Save.

Associate Field Updates to a Workflow Rule

A field update runs only when it is associated with a workflow rule and the rule is triggered. To associate a field update to a workflow rule:

  • Go to Settings on the left sidebar.
    (OR)
    Click Settings in the top right corner of the page.
  • Select Workflow Rules under Automation.
  • Create a new workflow rule or edit an existing one.
  • Under Add Actions, select Field Updates as the Type and choose the field update you want to associate from the Name dropdown.
  • Click Associate, and then click Save on the workflow rule.

Edit Field Updates

To make changes to an existing field update:

  • Go to Settings on the left sidebar.
    (OR)
    Click Settings in the top right corner of the page.
  • Select Workflow Actions under Automation.
  • Click Field Updates from the Workflow Actions pane.
  • Hover over the field update you want to edit, click the Dropdown icon, and select Edit.
  • Make the necessary changes and click Save.

Delete Field Updates

To delete a field update permanently:

  • Go to Settings on the left sidebar.
    (OR)
    Click Settings in the top right corner of the page.
  • Select Workflow Actions under Automation.
  • Click Field Updates from the Workflow Actions pane.
  • Hover over the field update you want to delete, click the Dropdown icon, and select Delete.
  • Click Yes in the pop-up to confirm your action.

The field update will be deleted, and any workflow rule associated with it will no longer execute this action.

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