What Are Custom Fields?

Custom Fields in ITILITE empower you to tailor your data collection, ensuring you capture all the specific information your organization needs for comprehensive travel and expense management. This guide will walk you through creating and leveraging these powerful fields.

Table of Contents

• Prerequisites
• Step-by-Step Guide
• Pro-Tips & Guardrails
• Verification & FAQs

Prerequisites

To proceed, you need:

• Admin access to the ITILITE platform.

Step-by-Step Guide

Follow these steps to create a new Custom Field:

• Step 1: Access Admin Mode
  To begin configuring Custom Fields, log in to your ITILITE account and switch to Admin mode. This grants you access to the organizational settings and configurations necessary for managing your company's ITILITE setup.
• Step 2: Navigate to Account Configurations
  From the Admin dashboard, navigate to the Account Configurations section. Within this area, click on Settings to access a range of options for customizing your ITILITE experience.

• Step 3: Open Custom Fields Settings
  On the Settings page, locate and click on Custom fields. This will take you to the dedicated page where you can view, manage, and create new custom fields for your organization. Custom fields are powerful, configurable data fields that allow you to capture additional, specific information from your employees during their travel bookings or expense submissions, beyond the standard ITILITE fields.

• Step 4: Create a New Custom Field
  To add a new custom field, click on the Add custom field button. You'll then be prompted to define the details for your new field. Start by entering a clear and descriptive Field name; this is the label travelers will see when they interact with the field. When choosing a Field name, consider providing an example in the placeholder text, especially for free-text fields, to guide travelers on what information to enter. For instance, you might use "Employee level (Eg. IE0001)" to ensure consistent data entry.

• Step 5: Define Field Type and Options
  Next, select the Type of custom field you wish to create. ITILITE offers two primary types to suit your data collection needs: 
  • Free text: This option allows travelers to enter any text or numerical value, which will be stored with their trip or expense. It's ideal for unique identifiers or descriptive notes.
  • Drop down: With this type, you can define a list of pre-set options for travelers to choose from. This ensures standardized data and can even be used to trigger specific approval rules based on the selected option. If you choose 'Drop down', click + Add option to define each choice.
  You can also decide whether the field is mandatory by toggling the 'Is this field mandatory to fill?' switch. If marked mandatory, travelers will not be able to proceed with their booking or submission until they provide a value for this field.

• Step 6: Preview and Save Your Custom Field
  Before finalizing, you can click Preview to see exactly how your new custom field will appear on the trip creation or expense submission page, ensuring it meets your expectations. Once satisfied, click Save to create your custom field. It will then appear in your list of custom fields. From this list, you can also easily enable or disable any field as needed, giving you flexibility to manage your data collection over time.

Pro-Tips & Guardrails

Verification & FAQs

Upon successful creation, your new custom field will immediately appear in the Custom fields list, clearly showing its name, type, and whether it's enabled or mandatory. You'll also typically see a success message confirming that the field has been added.