From 96c301314784c2612f06f0771bc8671121fc268f Mon Sep 17 00:00:00 2001 From: Rachael Hopkins <32854888+RachCHopkins@users.noreply.github.com> Date: Thu, 10 Jul 2025 20:38:50 +1200 Subject: [PATCH 1/2] Update Set-Custom-Report-Names.md --- .../reports/Set-Custom-Report-Names.md | 93 ++++++++++++++++--- 1 file changed, 82 insertions(+), 11 deletions(-) diff --git a/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md b/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md index 80c652f9fa12..a4ff4bf12188 100644 --- a/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md +++ b/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md @@ -5,28 +5,99 @@ keywords: [Expensify Classic, default report title, report naming, enforce repor ---
-Workspace Admins can automatically apply a custom report title to all reports created within a specific workspace. You can also enforce this setting so members can't update it. +Automatically generate standardized report titles across your workspace using formulas. Admins can pull in dynamic data like report type or member name, and even lock naming rules to prevent edits. --- -# Set a Default Report Title +# Customize Report Titles Using Formulas +**Navigation:** 1. Head to **Settings > Workspace > [Workspace Name] > Rules**. 2. Scroll to **Custom Report Names**. -3. Configure the title formula: - - Use the example on the **Rules Settings page**, or refer to more [report formula options](https://help.expensify.com/articles/expensify-classic/spending-insights/Custom-Templates). - - Some formulas automatically update the report title as changes are made. For example, the title will update before submission if the formula includes the report date, total amount, or workspace name. - - Changes to Report Field values (e.g., `{field:Customer}`) won't update the title until the report is submitted. After submission and before approval, updates will apply automatically. Once a report is Approved or Reimbursed, the title will not update retroactively. +3. Configure the title formula using your preferred formulas (see below). 4. To prevent members from editing the title, enable the **Enforce Custom Report Names** toggle. +**Example formula:** +`{report:type} - {report:submit:from:firstname} {report:startdate}` +**Result:** `Expense Report - Alice 2025-05-15` + +--- + +# How Dynamic Titles Work + +- Custom report names update automatically when the value of the fields they reference is updated. For example: + - {report:total} will update when new expenses are added to the report. + - {report:workspaceName} will update when the workspace name changes. +- Report titles freeze once a report is **Approved** or **Reimbursed**. +- Fields related to report submission are snapshots of the data at the time the report was submitted. For example: + - {report:submit:from:firstName} may capture the first name of Joanne and won't be updated if Joanne changes her first name to "Jo" in Expensify + - The report title will need to be manually edited by an admin, or the report unapproved and submitted again + --- -# FAQ +# Report Title Formula Reference + +## Report-level data + +| Formula | Example | Description | +| -- | -- | -- | +| `{report:id}` | R00I7J3xs5fn | Unique report ID in a base 62 representation | +| `{report:oldID}` | R3513250790654885 | unique report ID | +| `{report:total}` | $325.34 | Total amount on report | +| `{report:type}` | Expense Report | Report type (Expense Report, Invoice, Bill) | +| `{report:reimbursable}` | $143.43 | Reimbursable amount | +| `{report:currency}` | USD | Currency used | +| `{field:Employee ID}` | 123456 | Custom field from the report | +| `{report:created}` | 2024-09-15 12:00:00 | When report was created | +| `{report:created:yyyy-MM-dd}` | 2024-09-15 | Created date (custom format - see below for more formats) | +| `{report:startdate}` | 2024-09-15 | Earliest expense date | +| `{report:enddate}` | 2024-09-26 | Latest expense date | +| `{report:submit:date}` | 2023-09-15 12:00:00 | Submission time | +| `{report:submit:date:yyyy-MM-dd}` | 2023-09-15 | Submission date (formatted) | +| `{report:approve:date}` | 2011-09-25 12:00:00 | Approval timestamp | +| `{report:approve:date:yyyy-MM-dd}` | 2011-09-25 | Approval date (formatted) | +| `{report:expensescount}` | 10 | Number of expenses | +| `{report:workspaceName}` | Sales | Name of the workspace | +| `{report:status}` | Approved | Current report status | +| `{report:submit:to}` | alice@email.com | Approver’s email | +| `{report:submit:from}` | Sally Ride | Submitter full name | +| `{report:submit:from:firstname}` | Sally | Submitter’s first name | +| `{report:submit:from:lastname}` | Ride | Submitter’s last name | +| `{report:submit:from:fullname}` | Sally Ride | Submitter full name | +| `{report:submit:from:email}` | sride@email.com | Submitter email | +| `{report:submit:from:customfield1}` | 100 | Submitter custom field 1 | +| `{report:submit:from:customfield2}` | 1234 | Submitter custom field 2 | + +--- -## Can I stop team members from changing the report name? -Yes! Just turn on the **Enforce Default Report Title** option, and the title will be locked in based on the formula you set. +# Date Format Options -## What if my formula doesn't show the correct title immediately? -Some formula fields, like `{field:Customer}`, only update after submission. Others, like dates and amounts, update in realtime before submitting the report. +Customize date appearance with these formats: + +| Format | Example | +| -- | -- | +| M/dd/yyyy | 5/23/2024 | +| MMMM dd, yyyy | May 23, 2024 | +| dd MMM yyyy | 23 May 2024 | +| yyyy/MM/dd | 2024/05/23 | +| MMMM, yyyy | May, 2024 | +| yy/MM/dd | 24/05/23 | +| dd/MM/yy | 23/05/24 | +| yyyy | 2024 | + +--- + +# Advanced Formula Functions + +Add `|` functions to format results: + +| Function | Example | Description | +| -- | -- | -- | +| `frontpart` | `{report:submit:from:email|frontpart}` → alice | Gets first word or string before `@` | +| `substr:x` | `{report:policyname|substr:20}` → Sales Expenses | Trims to first `x` characters | +| `substr:x:y` | `{report:policyname|substr:20|frontpart}` → Sales | Chains multiple functions | +| `domain` | `{report:submit:from:email|domain}` → email.com | Returns email domain | + +---
From 1d0355f4c105808ab5394bd59a363980d1a842a2 Mon Sep 17 00:00:00 2001 From: Rachael Hopkins <32854888+RachCHopkins@users.noreply.github.com> Date: Thu, 10 Jul 2025 20:43:08 +1200 Subject: [PATCH 2/2] Update Set-Custom-Report-Names.md --- .../expensify-classic/reports/Set-Custom-Report-Names.md | 2 -- 1 file changed, 2 deletions(-) diff --git a/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md b/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md index a4ff4bf12188..890fa8819ac9 100644 --- a/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md +++ b/docs/articles/expensify-classic/reports/Set-Custom-Report-Names.md @@ -98,6 +98,4 @@ Add `|` functions to format results: | `substr:x:y` | `{report:policyname|substr:20|frontpart}` → Sales | Chains multiple functions | | `domain` | `{report:submit:from:email|domain}` → email.com | Returns email domain | ---- -