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.

Prerequisites

• You are an administrator in SVB T&E.
• At least one Expense Field exists.
• Expense Field items have been configured.
• Team Fields and Employees have been configured.

Configure Sub Item Visibility

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

For example, if 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. Navigate to Company Settings, by clicking the gear icon in the top right corner. 
2. In the left navigation menu, select Expense Fields.
   
3. Select the Edit button next to the Expense Field you want to configure.
4. Under Field Visibility, select Everyone or Specified (Team Fields).

5. Check Add sub item visibility.

   

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

6. Select the sub item visibility type:
   1. User: Assign visibility to individual employees.
   2. Team Field: Assign visibility to Team Fields.
7. Select Save. 
   
   A Sub Item Visibility (User) or Sub Item Visibility (Team Field) column displays on the Expense Field.
    
8. Select the Edit button next to the sub-item you want to configure.
   
9. From the dropdown list, select one or more users or Team Fields that should have access to the sub item.
   *Please Note: If you do not select any users or Team Fields for a sub item, the sub item follows the parent Expense Field visibility setting.
   
    
10. Select Save. 

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.

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

Download the CSV Template

1. After enabling the sub item visibility on your desired expense field on the Expense Field page of Company Settings, 
2. Select Upload Template arrow icon. 

 

3. Select Download template.

The CSV template will download to your device 

Upload Visibility Assignments

1. Open the CSV file.
2. Enter your values and ensure all required columns are complete.
3. Select Upload CSV for the desired Expense Field.

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

5. Review the details in the Update Your Items window.
6. Select Preview changes to review the changes.
7. Optional: Check the box to deactivate existing items that are not included in the CSV.

8. Select Apply. 
9. Select CONFIRM MY CHANGES. 

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

*Please Note: Use CSV uploads when you're managing a large number of Expense Field items.