Setting up Field Dependencies

You can set up constraints between different fields, so the behaviors of the Continia Expense App and the Continia Expense Portal are smooth and meaningful to the user.

A field dependency has two parts: the condition and the expectation. When the condition is met, the expectation is also enforced. An example of a field dependency could be "If the dimension ‘DEPARTMENT’ is set to ‘SALES’ (this is the condition), then ask the user to specify a value for the ‘PROJECT’ dimension (this last part is the expectation)."

Field dependencies apply across all document types: settlements, expenses, mileages, and per diems.

Field dependencies

There are basically two types of field dependencies:

  • System field dependencies: These are dependencies that are automatically calculated by Expense Management based on the setup. For example, if you have set a dimension as mandatory for a specific expense type, this would generate a corresponding system field dependency that makes this dimension mandatory if that expense type is used.
  • User-defined field dependencies: These are dependencies that can be freely configured to enforce rules and expectations when you create expense documents.

Adding a field dependency

To set up field dependencies, follow these steps:

  1. Choose the Search icon, enter Field Dependencies, and then choose the related link.
  2. On the action bar, select New.
  3. Fill out all the required fields.
  4. On the action bar, select Consistency Check to enable this rule.
  5. On the action bar, select Force Synchronization with Continia Online, and the rule will be pushed to associated mobile devices.

Note

The field dependency is only active if both the field type code and the reference field type code are Configured Fields.

Update system dependencies

System field dependencies are determined whenever you select Update System Dependencies. All resulting rules will be added to the Field Type Dependencies page. If any conflicts are detected in a field, a message will be displayed, and the conflicting rules will be disabled. When you select Update System Dependencies, a consistency check is performed automatically, which will reevaluate conditions.

The list of system field dependencies is calculated and updated periodically, but can also be updated manually to reflect the latest setup changes in your company. When you update system field dependencies, they're created automatically on the Field Type Dependencies page but always have to be activated manually, giving you full control.

To calculate and update system field dependencies, follow these steps:

  1. Choose the Search icon, enter Field Dependencies, and then choose the related link.
  2. On the action bar, select Update System Dependencies.

Expense Management determines the system field dependencies based on:

  • Expense type with attendees required
  • Default dimensions

Note

If you upgrade from versions older than Expense Management 7.0 and you’re used to Expense Management calculating field dependencies automatically, note that this no longer takes place as conflicts may occur. All conflicts have to be resolved.

Consistency check

When adding a new field dependency, you’ll notice that the dependency is disabled, and next to it there's the message “Run the Consistency Check action to enable this dependency”.

The consistency check helps you to configure dependencies correctly, detecting if rules have no use or are in conflict with one another, checking for rule consistency and for any potential conflicts, and providing suggestions for solving any issues.

To run a consistency check, select Consistency Check on the action bar. When you select Update System Dependencies, the consistency check is performed automatically.