Custom Report Fields

Custom report fields allow you to capture additional information on expense reports beyond the standard fields. This guide explains how to create, edit, and manage report fields.

Understanding Report Fields

Report fields are custom data points that can be added to expense reports. They help capture organization-specific information needed for accounting, compliance, or reporting purposes.

Field Types

New Expensify supports several types of report fields:

Text Fields

Free-form text input for alphanumeric data

Dropdown Lists

Predefined list of options to choose from

Date Fields

Date picker for capturing dates

Formula Fields

Calculated fields based on other field values

Editing Report Fields

Field Editor Page

The Edit Report Field page provides a unified interface for editing all field types:

// From src/pages/EditReportFieldPage.tsx
function EditReportFieldPage({route}: EditReportFieldPageProps) {
    const {backTo, reportID, policyID} = route.params;
    const fieldKey = getReportFieldKey(route.params.fieldID);
    const [report] = useOnyx(`${ONYXKEYS.COLLECTION.REPORT}${reportID}`);
    const [policy] = useOnyx(`${ONYXKEYS.COLLECTION.POLICY}${policyID}`);
    const [recentlyUsedReportFields] = useOnyx(ONYXKEYS.RECENTLY_USED_REPORT_FIELDS);

    const isTitleField = route.params.fieldID === CONST.REPORT_FIELD_TITLE_FIELD_ID;
    let reportField = report?.fieldList?.[fieldKey] ?? policy?.fieldList?.[fieldKey];
    let policyField = policy?.fieldList?.[fieldKey] ?? reportField;

    // If the title field is missing, use fallback so that it can still be edited and matches the OldDot behavior.
    if (isTitleField && !reportField && !policyField) {
        const fallbackTitleField = getTitleFieldWithFallback(policy);
        reportField = fallbackTitleField;
        policyField = fallbackTitleField;
    }

    const isDisabled = isReportFieldDisabledForUser(report, reportField, policy) && reportField?.type !== CONST.REPORT_FIELD_TYPES.FORMULA;
    
    // ... field editing logic
}

Field Validation

Fields are validated before submission:

// From src/pages/EditReportFieldText.tsx
const validate = useCallback(
    (values: FormOnyxValues<typeof ONYXKEYS.FORMS.REPORT_FIELDS_EDIT_FORM>) => {
        const errors: FormInputErrors<typeof ONYXKEYS.FORMS.REPORT_FIELDS_EDIT_FORM> = {};
        const inputValue = values[fieldKey].trim();

        if (isRequired && inputValue === '') {
            errors[fieldKey] = translate('common.error.fieldRequired');
        }

        if (hasCircularReferences(inputValue, fieldName, fieldList)) {
            errors[fieldKey] = translate('workspace.reportFields.circularReferenceError');
        }

        return errors;
    },
    [fieldName, fieldKey, isRequired, translate, fieldList],
);

Text Fields

Editing Text Fields

Text fields provide a simple input for alphanumeric data:

// From src/pages/EditReportFieldText.tsx
function EditReportFieldTextPage({fieldName, onSubmit, fieldValue, isRequired, fieldKey, fieldList, disabled = false}: EditReportFieldTextPageProps) {
    const styles = useThemeStyles();
    const {translate} = useLocalize();
    const {inputCallbackRef} = useAutoFocusInput();
    const reportFieldName = Str.UCFirst(fieldName);

    return (
        <FormProvider
            style={[styles.flexGrow1, styles.ph5]}
            formID={ONYXKEYS.FORMS.REPORT_FIELDS_EDIT_FORM}
            onSubmit={onSubmit}
            validate={validate}
            submitButtonText={translate('common.save')}
            isSubmitButtonVisible={!disabled}
            enabledWhenOffline
            shouldHideFixErrorsAlert
        >
            <View style={styles.mb4}>
                <InputWrapper
                    InputComponent={TextInput}
                    inputID={fieldKey}
                    name={fieldKey}
                    defaultValue={fieldValue}
                    label={reportFieldName}
                    accessibilityLabel={reportFieldName}
                    role={CONST.ROLE.PRESENTATION}
                    ref={inputCallbackRef}
                    disabled={disabled}
                />
            </View>
        </FormProvider>
    );
}

Circular Reference Detection

Formula fields are checked for circular references:

// From src/pages/EditReportFieldText.tsx
if (hasCircularReferences(inputValue, fieldName, fieldList)) {
    errors[fieldKey] = translate('workspace.reportFields.circularReferenceError');
}

Circular ReferencesBe careful when creating formula fields that reference other fields. Circular references (Field A references Field B, which references Field A) will cause validation errors.

Dropdown fields provide a list of predefined options:

// From src/pages/EditReportFieldPage.tsx
{reportField.type === CONST.REPORT_FIELD_TYPES.LIST && (
    <EditReportFieldDropdown
        fieldKey={fieldKey}
        fieldValue={fieldValue}
        fieldOptions={policyField.values.filter((_value: string, index: number) => !policyField.disabledOptions.at(index))}
        onSubmit={handleReportFieldChange}
    />
)}

Only enabled options are displayed to users. Disabled options are filtered out from the selection list.

Date Fields

Editing Date Fields

Date fields use a date picker for easy date selection:

// From src/pages/EditReportFieldPage.tsx
{reportField.type === CONST.REPORT_FIELD_TYPES.DATE && (
    <EditReportFieldDate
        fieldName={Str.UCFirst(reportField.name)}
        fieldKey={fieldKey}
        fieldValue={fieldValue}
        isRequired={!reportField.deletable}
        onSubmit={handleReportFieldChange}
    />
)}

Formula Fields

Read-Only Formula Fields

Formula fields are calculated automatically and displayed as read-only:

// From src/pages/EditReportFieldPage.tsx
{reportField.type === CONST.REPORT_FIELD_TYPES.FORMULA && !isReportFieldTitle && (
    <EditReportFieldText
        fieldName={reportField.name}
        fieldKey={fieldKey}
        fieldValue={fieldValue}
        isRequired={!isReportFieldDeletable}
        onSubmit={handleReportFieldChange}
        fieldList={policy?.fieldList}
        disabled
    />
)}

Formula fields cannot be edited directly. They are automatically calculated based on the formula definition and values of other fields.

Updating Report Fields

Field Update Logic

When a report field is updated, the system performs validation and syncs with the server:

// From src/pages/EditReportFieldPage.tsx
const handleReportFieldChange = (form: FormOnyxValues<typeof ONYXKEYS.FORMS.REPORT_FIELDS_EDIT_FORM>) => {
    const value = form[fieldKey];
    if ((fieldValue ?? '').trim() === value?.trim()) {
        goBack();
        return;
    }

    if (isReportFieldTitle) {
        updateReportName(report.reportID, value, report.reportName ?? '');
        goBack();
    } else {
        if (value !== '') {
            updateReportField(
                {...report, reportID: report.reportID},
                {...reportField, value},
                reportField,
                policy as unknown as Policy,
                isASAPSubmitBetaEnabled,
                session?.accountID ?? CONST.DEFAULT_NUMBER_ID,
                session?.email ?? '',
                hasViolations,
                recentlyUsedReportFields,
                hasOtherViolations,
            );
        }
        goBack();
    }
};

Title Field Handling

The title field receives special handling:

// From src/pages/EditReportFieldPage.tsx
const fieldValue = isReportFieldTitle
    ? getReportNameFromReportNameUtils(report, reportAttributesByReportID) || (isPolicyFieldListEmpty(policy) ? CONST.REPORT.DEFAULT_EXPENSE_REPORT_NAME : '')
    : (reportField.value ?? reportField.defaultValue);

Deleting Report Fields

Field Deletion

Deletable fields can be removed from reports:

// From src/pages/EditReportFieldPage.tsx
const handleReportFieldDelete = async () => {
    const result = await showConfirmModal({
        title: translate('workspace.reportFields.delete'),
        prompt: translate('workspace.reportFields.deleteConfirmation'),
        confirmText: translate('common.delete'),
        cancelText: translate('common.cancel'),
        danger: true,
        shouldEnableNewFocusManagement: true,
    });
    if (result.action !== ModalActions.CONFIRM) {
        return;
    }
    Navigation.setNavigationActionToMicrotaskQueue(() => {
        goBack();
        setTimeout(() => {
            deleteReportField(report.reportID, reportField);
        }, CONST.ANIMATED_TRANSITION);
    });
};

const menuItems: PopoverMenuItem[] = [];

const isReportFieldDeletable = reportField.deletable && reportField?.fieldID !== CONST.REPORT_FIELD_TITLE_FIELD_ID;

if (isReportFieldDeletable) {
    menuItems.push({
        icon: icons.Trashcan,
        text: translate('common.delete'),
        onSelected: () => {
            handleReportFieldDelete();
        },
        shouldCallAfterModalHide: true,
    });
}

Field DeletionDeleting a report field removes it from the report permanently. This action cannot be undone. The title field cannot be deleted.

Field Permissions

Field Disabled States

Fields can be disabled based on user permissions and report state:

// From src/pages/EditReportFieldPage.tsx
const isDisabled = isReportFieldDisabledForUser(report, reportField, policy) && reportField?.type !== CONST.REPORT_FIELD_TYPES.FORMULA;

if (!reportFieldsEnabled || !reportField || !policyField || !report || isDisabled) {
    return (
        <ScreenWrapper
            includeSafeAreaPaddingBottom={false}
            shouldEnableMaxHeight
            testID="EditReportFieldPage"
        >
            <FullPageNotFoundView shouldShow />
        </ScreenWrapper>
    );
}

Required Fields

Required fields must be filled before report submission:

// From src/pages/EditReportFieldPage.tsx
const hasOtherViolations =
    report?.fieldList && Object.entries(report.fieldList).some(([key, field]) => key !== fieldKey && field.value === '' && !isReportFieldDisabled(report, reportField, policy));

Best Practices

Use Descriptive Names

Give fields clear, descriptive names that indicate what information should be entered (e.g., “Project Code” instead of “Code”).

Provide Default Values

When possible, provide sensible default values to reduce data entry effort.

Limit Required Fields

Only mark fields as required if the information is absolutely necessary. Too many required fields can slow down the submission process.

Use Dropdowns for Consistency

Use dropdown fields instead of text fields when you need consistent values for reporting or categorization.

Document Formula Logic

For formula fields, document the calculation logic clearly so users understand how values are derived.

Common Issues

Field Not EditableIf a field cannot be edited:

Check if the report is in a submitted or closed state
Verify you have permission to edit the report
Ensure the field is not a formula field (which are read-only)
Check if the field is disabled in the policy settings

Recently Used FieldsNew Expensify tracks recently used field values to provide quick suggestions for commonly entered data.

Field Visibility

Report Field Availability

Report fields are only available when:

// From src/pages/EditReportFieldPage.tsx
const isReportFieldTitle = isReportFieldOfTypeTitle(reportField);
const reportFieldsEnabled = ((isPaidGroupPolicyExpenseReport(report) || isInvoiceReport(report)) && !!policy?.areReportFieldsEnabled) || isReportFieldTitle;

Expenses

Reports

Chat & Collaboration

Workspaces

Subscription

Search

Understanding Report Fields

Field Types

Text Fields

Dropdown Lists

Date Fields

Formula Fields

Editing Report Fields

Field Editor Page

Field Validation

Text Fields

Editing Text Fields

Circular Reference Detection

Date Fields

Editing Date Fields

Formula Fields

Read-Only Formula Fields

Updating Report Fields

Field Update Logic

Title Field Handling

Deleting Report Fields

Field Deletion

Field Permissions

Field Disabled States

Required Fields

Best Practices

Common Issues

Field Visibility

Report Field Availability

Reports Overview

Creating Reports

Workspace Settings

​Understanding Report Fields

​Field Types

Text Fields

Dropdown Lists

Date Fields

Formula Fields

​Editing Report Fields

​Field Editor Page

​Field Validation

​Text Fields

​Editing Text Fields

​Circular Reference Detection

​Dropdown Fields

​Editing Dropdown Fields

​Date Fields

​Editing Date Fields

​Formula Fields

​Read-Only Formula Fields

​Updating Report Fields

​Field Update Logic

​Title Field Handling

​Deleting Report Fields

​Field Deletion

​Field Permissions

​Field Disabled States

​Required Fields

​Best Practices

​Common Issues

​Field Visibility

​Report Field Availability

​Related Resources

Reports Overview

Creating Reports

Workspace Settings

Understanding Report Fields

Field Types

Editing Report Fields

Field Editor Page

Field Validation

Text Fields

Editing Text Fields

Circular Reference Detection

Dropdown Fields

Editing Dropdown Fields

Date Fields

Editing Date Fields

Formula Fields

Read-Only Formula Fields

Updating Report Fields

Field Update Logic

Title Field Handling

Deleting Report Fields

Field Deletion

Field Permissions

Field Disabled States

Required Fields

Best Practices

Common Issues

Field Visibility

Report Field Availability

Related Resources