Deep Dive: Default report title best practices

Alejandro Paz · December 2019

Overview

A Default Report Title is automatically created in a personal and group policy.

Group policy admins can set the Default Report Titles at Settings > Policies > Group > [Policy Name] > Reports.

Individual users can set the Default Report Titles at Settings > Policies > Individual > [Policy Name] > Reports.

If you would like to customise the Report Title, you can use the below formulas to automatically generate custom titles on all reports linked to your policy.

Here is a list of formulas you can use to customise your Report Title. If you haven’t started using the Default Report Title option yet, I recommend checking out this how-to guide for more details before moving forward.

Eligible Formulas used for Default Report Title:

The Default Report Title Formula can include a combination of some report-level formulas, such as:

Report ID

The ReportID is the unique number per report and can be used to identify specific reports.

{report:id}

would output 88432 assuming that is the report's ID.

Report Type

The Report Type will identify if the report is an Expense Report, Invoice, or Bill.

{report:type}

would output Expense Report assuming the report is an expense report.

Created

The date the expense report was originally created by the user.

{report:created}

would output 2010-09-15 12:00:00 assuming the expense report was created on September 15th, 2010 at noon.

*Created is a date and thus accepts an optional format string. The default if one is not provided is yyyy-MM-dd hh:mm:ss. Note, dates are the one exception to formula case sensitivity. That is, mm is different than MM. For a full breakdown, check out the Date Formatting guide in the Basics section at the top of this page.

StartDate

The date of the earliest expense on the report.

{report:startdate}

would output 2010-09-15 assuming that is the date of the earliest expense on the report.

*This is a date and thus accepts an optional format string.

EndDate

The date of the last expense on the report.

{report:enddate}

would output 2010-09-26 assuming that is the date of the last expense on the report.

*This is a date and thus accepts an optional format string.

Scheduled Submit Dates

The start and end dates of the Scheduled Submit reporting cycle.

{report:autoReporting:start}

would output 2010-09-15 assuming that is the start date of the automatic reporting cycle, when the automatic reporting frequency is not set to daily.

{report:autoReporting:end}

would output 2010-09-26 assuming that is the end date of the automatic reporting cycle, when the automatic reporting frequency is not set to daily.

Submission Date

The date that the report was submitted.

{report:submit:date}

would output 09/15/1986 assuming that is the date the report was submitted.

Approval Date

The date the report was approved.

{report:approve:date}

would output 2011-09-25 assuming that is the date the report was approved.

Expenses Count

The number of total expenses on the report of this specific expense.

{report:expensescount}

would output 10 assuming that there were 10 expenses on the given report for this expense.

Policy Name

The name of the policy the report is under.

{report:policyname}

would output Sales assuming that the given report was under a policy named Sales.

Status

The status of the report.

This is the same status as it appears on the Reports page.

{report:status}

would output Approved assuming that the report has been approved and not yet reimbursed.

From

The email address, name, or custom field entry of the report submitter.

Using this example: user's name is filled in her Account Settings as Sally Ride and her email is [email protected]

Formula Will Display Data As

{report:submit:from:fullname}                 Sally Ride

{report:submit:from:email|frontPart}            sride

{report:submit:from:firstname}                   Sally

{report:submit:from:lastname}                    Ride

{report:submit:from}                          Sally Ride

{report:submit:from:email}                 [email protected]

*If user's name is blank, then

{report:submit:from}

and

{report:submit:from:email|frontPart}

will print the user's email.

{report:submit:from:customfield1}

would output the custom field entry for the user who submitted the report. If John Smith’s custom field 1 entry is 13456 this would output simply 13456. This is available only to Control Policy customers.

To

The email address of the last person who the report was submitted to.

Example: [email protected] is the current approver

Formula Will Display Data As

{report:submit:to}                        [email protected]

{reportsubmitlo:email|frontPart}               alice

Total

The total cost of the expense report.

{report:total}

would output $325.34 assuming that is the report's total.

*Total is a currency and thus accepts an optional three character currency code or NONE. If you want to do any math operations on the report total, you should use

{report:total:nosymbol}

to avoid an error. Please see Expense:Amount for more information on currencies.

Reimbursable

The total reimbursable amount of the report.

{report:reimbursable}

would output $143.43 assuming the report's reimbursable total was 143.43 US Dollars.

*Reimbursable is a currency and thus accepts an optional three-character currency code or NONE.

Currency

The currency to which all expenses on the report are being converted. The output currency of the report.

{report:currency}

would output USD assuming that the report total was calculated in US Dollars.

Formulas that update report titles

Something to note is that some of the formulas will automatically update the report title as changes are made to the report.

For example, any formula related to dates, total amounts, policy name, would adjust the title before the report is submitted for approval.

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