Edit List
On the Edit List page, you can enter values that will appear in the fields. Only fields selected and configured as lists display on this page. Adding list values prevents users from entering invalid or misspelled values in the field.
Example
Your employees often forget to enter the project name in the correct format on their expense claims. The administrator can enter the project names in a list field, either by typing them in or importing a spreadsheet. Users can only select valid project names when filling out the Project field. If the Project field is also set as Required, users must select a valid project name from the list before submitting the claim.
Lists can also be populated by importing a spreadsheet, except in the case of the alternate account code driver field, which is labelled with the (Account Code) suffix. Each list item must have both an item name and an item code.
QuickBooks Clients Only
If you are using QuickBooks Financial Integration, you can create custom list fields to map to the Class and Customer fields in QuickBooks (and a Location field if using QuickBooks Online).
Add List Items
Before you create a list-type field, it is a best practice to plan what list items will be included in the list and the order in which you want them to display.
If you use alternate account codes, you must create the list items for the account code driver field manually.
To add list items to a single-level list:
On the Custom Fields or Add New Field page, click Add List Items.
On the Edit List page, click Add. The Item Name and Item Code fields appear.
In the Item Name field, type the list item name.
In the Item Code field, type the list item code.
Click Add.
Repeat these steps for each list item you want to add, and then click Done to return to the Custom Fields page.
To add list items to a multi-level (linked) list:
On the Custom Fields or Add New Field page, click Add List Items.
On the Edit List page, click Add in the First Level section. The Item Name and Item Code fields appear. The list in the First Level section is the parent-level list.
In the Item Name field, type the list item name.
In the Item Code field, type the list item code.
Click Add.
Repeat for each list item you want to include in the parent-level list.
After the parent-level list has been populated, select a list item in the First Level section (parent-level list), and then click Add in the Second Level section.
In the Item Name field, type the list item name.
In the Item Code field, type the list item code.
Click Add.
Repeat for each list item you want to include in the second-level list for the selected parent-level list item, and then repeat to create second-level lists for each item in the parent-level list.
If you have a third-level list, select an item in the second-level list and repeat the steps to populate the third-level list associated with the selected second-level list. Repeat for each list item and each list level.
Click Done to return to the Custom Fields page.
Edit List Items
To edit a list item:
On the Custom Fields page, click Manage List Items.
On the Edit List page, click the desired list item.
Click Edit.
Type the new information.
Click Save, and then click Done.
Filter List Items
To filter list items:
On the Custom Fields page, click Manage List Items.
On the Edit List page, click Filter Items: Off. The filtering field appears.
- In the filtering field, type the characters you want to filter on. For example, if you want to filter a list of regions to display only regions in the West, you can type "West" and only list items that contain "West" will appear.
Click the magnifying glass icon or press Enter. The filtered results appear with the filtering term highlighted.
Click X to clear the filter.
Delete List Items
To delete a list item:
On the Custom Fields page, click Manage List Items.
On the Edit List page, click the desired list item. If you want to delete a list item in a sub-list that is part of a multi-level list, select the parent list item(s), and then select the sub-list item you want to delete.
Click Delete.
In the message box, click Delete, and then confirm you want to delete the item by clicking Delete in the Deleting List Item window.
Import List Items
In addition to creating list items manually, you can import list items from a spreadsheet.
The process for importing list items is as follows:
Download the list import spreadsheet.
Populate the list import spreadsheet.
Upload the list import spreadsheet.
View the initial field validation results.
View the import results.
Step 1: Download the List Import Spreadsheet
To download the list import spreadsheet:
On the Custom Fields page, click Manage List Items.
On the Edit List page, click Import List. The List Import window appears.
In step 1 under To download a list import template, click link.
ClickSave.
- 4. Depending on which browser you are using, the file might be downloaded to the default download location for your browser or you might be prompted to choose a download location.
Step 2: Populate the Spreadsheet
Single-Level Lists and Multi-Level (Linked) Lists
The spreadsheet for a single-level list requires the item name and item code for each list item you want to add or delete through the import. These are the same values you would enter if you were creating the list items manually within Custom Fields in Product Settings.
The spreadsheet for a multi-level list requires the item name for the list item you want to add or delete, the item code for that list item and the item code(s) for any list items that precede the added/deleted list item in the list hierarchy.
For a single-level list, the downloaded spreadsheet contains 3 columns and 2 rows.
The first column, DELETE, can be used to delete existing list items by entering a ‘Y’ in the DELETE column followed by the item name and code for the list item you want to delete.
The second and third columns can be used to add list items by leaving the DELETE column blank and entering the new item name and code for the list items you want to add.
For a multi-level list, the downloaded spreadsheet contains the DELETE column, the item name column and columns for each level in the list hierarchy.
For example, the spreadsheet for a multi-level list with 3 levels will contain the DELETE column, the NAME (Item Name) column and three Item Code columns: LEVEL 01 CODE, LEVEL 02 CODE and LEVEL 03 CODE.
The name of the list that corresponds to each level in the hierarchy appears in the second row of the downloaded spreadsheet.
List Import Formatting Requirements
The Concur List Import Spreadsheet has the following formatting requirements:
The values in the spreadsheet header row must not be deleted.
All cells in the spreadsheet must have a format of Text or Number before being uploaded. The cells' format settings default to General.
If you use this feature, always verify the cell formatting when done. If necessary, select the appropriate cells and change the formatting.
Step 3: Upload the List Import Spreadsheet
The list import spreadsheet is uploaded on the List Import page.
To upload the list import spreadsheet:
On the Edit List page, click Import List. The List Import page appears.
On the List Import page, click Choose File.
- Select the file you want to upload and then click Open.
On the List Import page, click Upload Your Data.
Step 4: View the Field Validation Results
After the upload file is processed, the Field Validation Results page appears. If any list items failed the import, the Field Validation Results page lists which rows in the table failed to import and provides information about why the import failed.
To view the initial field validation results:
Click Upload Your Data on the List Import page.
On the Field Validation Results page, review the results.
Step 5: View the Import Results
Once the administrator clicks Upload Your Data, the list items are queued for import. The system processes these as soon as possible. It may take the system a few minutes to process queued records. Provided there are no further errors in processing the records, the system will proceed with the import.
The administrator can use the Review Import Results tab to view the status of the import as well as the import details, including any errors generated. Once the administrator selects the date, the page displays the status of all imports on that date, the number of records processed and the number of records rejected. This list is sorted in descending order by time, starting when the administrator initially imported the file.
The page displays all files imported on the specified date, and 10 days prior.
The Review Import Details page displays any errors that may have occurred during the import.
To view import results:
Click Review Import Results. The Review Import Results page appears.
In the Date field, type the desired date.
Click Search.
The Review Import Results page allows administrators to view details on processed records from a particular file. Here, the administrator can view details on:
Records with Errors:The page displays the row number in the spreadsheet with the error that prevented the record from being imported. The Description and Action To Take columns provide the information necessary to correct the issue. These records must be corrected in this file and then re-uploaded.
Records with Warnings: The page displays the row number in the spreadsheet where the system successfully imported the record, but there might an issue the administrator should investigate. The Description and Action To Take columns provide the warning information. The administrator should consider the warning and decide whether the issue warrants further investigation. The administrator can review the import information using the List Management user interface and make any necessary modifications. Alternatively, the administrator can review the list record directly in the spreadsheet file, make any necessary edits there, and then re-upload the corrected file.
Records without Warnings or Errors: The page displays the row number in the spreadsheet where the system successfully imported the record.
View the Import Details
To view import details:
In the Review Import Results window, under Details, click an icon associated with the list template in the desired row.
The page refreshes, displaying all records with errors.
Select the Type of issue to display. The details can be filtered to show records imported without errors or warnings, records with warnings, records with errors or all records.
Review the Description and Action To Take columns for details about any records with errors.
