Custom Fields

While creating a transaction in Zoho Expense, you will be prompted to enter data in several fields. In some cases, not all of these data are necessary for your organization.

In order to make your expense reporting experience more efficient, Zoho Expense comes with the ability to customize these fields based on your organizational needs. You can add new fields by adding custom fields to receive additional information and choose the input fields your users should see while creating a new expense or an expense report. That’s not all, you can also choose to make these fields mandatory and add them to the report PDF.


Create Custom Field

To create a new custom field:

  1. Switch to Admin View.

  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.

  3. Go to Modules under Customization.

  4. Navigate to the module for which you want to add fields and switch over to the Fields tab.

  5. Click + New Custom Field on the top right corner. Custom Modules

  6. Enter a name for your custom field and select a data type. After you select an appropriate data type, a preview of how the custom field will look like while creating a record will be displayed below.

  7. You can select Attachments as the data type if the you want to attach PDFs, images, and documents.

  8. You can also select Auto-generate as the data type if you want Zoho Expense to generate a sequence of numbers every time you create a new record.

  9. Select External Lookup to link modules from other apps such as Zoho CRM, Zoho Creator, and Zoho Desk.

  10. Select PII or ePHI based on the information that the user will be entering in this field.
    If the information that the user will enter in the custom field is confidential and can be used to identify a person, you can select the PII (Personally Identifiable Information) option to protect the privacy of the users' data. PII can include phone number, email address, IP address, social security number, etc. You can choose to encrypt and store it if the data is sensitive or store it without encryption if the data is non-sensitive.
    If the user will enter medical information that can be used to identify a person, select ePHI (Electronic Protected Health Information) and PII. For example, an electronic copy of medical report will be ePHI. You can mark only fields such as Text, Email, URL, Phone, and Date as ePHI. The data will be considered as sensitive so it will be encrypted and stored.

    • Zoho Expense provides you with three options:
    PII Option Description
    Yes, itโ€™s PII. Encrypt and store it. The data in the field will be encrypted and stored. Only the users who have permission to access PII can view this data. Users cannot perform an advanced search using this field.
    Yes, itโ€™s PII but not sensitive. Store it without encryption. The data will be stored and not encrypted. Only the users who have permission to access PII can view this data. Users who have permission to access PII will be able to perform advanced search using this field.
    Yes, it’s ePHI and PII. Encrypt and store it. The data in the field will be encrypted and stored. Only users with access to PII and ePHI will be able to view the details and this field cannot be used to perform an advanced search.
  11. Based on your data type, you can enter a default value that must appear every time you create a new record for your custom module.

  12. You can mark a custom field as mandatory, so that the record cannot be saved if the field is not filled while creating a record.

  13. Click Save.
    Custom Modules

Insight: If you have created new custom fields, you can click Change Order in the top right corner to rearrange the fields using drag and drop. After you rearrange, click Save Reorder.

Note: You will not be able to rearrange the default ‘Name’ field.


Edit Custom Field

You can make changes to a custom field you have created. Hereโ€™s how:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
  3. Go to Modules under Customization.
  4. Navigate to the module for which you want to edit fields.
  5. Switch over to the Fields tab and hover over the custom field to click the More icon in the right corner of the custom field.
  6. Click Edit.
  7. Make the necessary changes and click Save.
    Custom Modules

Delete Custom Field

You can delete a custom field you have created. To delete:

  1. Switch to Admin View.
  2. Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
  3. Go to Modules under Customization.
  4. Navigate to the module for which you want to delete fields.
  5. Switch over to the Fields tab and hover over a custom field to click the More icon in the right corner of the custom field.
  6. Click Delete.
  7. In the popup that opens, click Delete again to delete the custom field.
    Custom Modules

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