Bulk import of custom field values

This guide explains how to import and manage custom field values in bulk.

Adding and updating custom field values

To improve filtering, categorization, and reporting across your Payhawk account when importing custom field values, refer to the information in the following table.

Column name	Description	Notes
Custom field name	The name of the custom field for which you're adding or updating values.	Each custom field template includes a Custom field name column, which must always contain the same single value that is the name of the specific custom field for which the template was generated. To update a different custom field, users must generate a new template from the Payhawk system. On each row, the cell under this column must be populated.
Custom field value	The value to be added to the specified custom field.	This is the label that users will select during categorization. It must be unique within the same custom field and entity.
Value external ID	The ID used in your external systems to reference the custom field value.	(Optional) It's useful for the integration with external systems such as ERP or HR platforms.
Custom field manager	The list of already existing users in the Payhawk system.	This person can be responsible for reviewing or approving related data entries. Select from the drop-down menu of predefined users.
Custom field values ID (do not change)	The unique ID generated by Payhawk when custom field values are initially created.	This ensures updates apply to the correct values, even if rows are reordered. For example, adding a multiple value’s managers has to contain the same value ID from Payhawk on each row for each single manager. You must leave this one blank for new values.
Full path (auto-generated)	You can ignore this column; it's auto-generated.

Adding and updating custom field values on a group level

If your group includes multiple entities and your custom field values are managed on a group level, the following column is also applicable.

Column name	Description	Notes
Entity	The specific entity within your group where the value of this custom field will be visible.	Custom field values can be entity-specific and must be imported per entity. Select from the drop-down list of available entities within your group.

Bulk import and export of custom field values

As a Payhawk administrator, you can import your custom fields in bulk in the following way:

In the Payhawk web portal, go to Settings > Expense fields > Projects tab.
Under Values, click on the three-dot menu and select Import.
On the next screen, select either of the following options:
1. To update existing data and add new one, select Add and/or update existing.
2. To keep existing data while adding new one, select Add only.
Click on Generate to download the template file.
Enter the required data in the template file, then return to the wizard and upload the file. Click on Upload.
On the Preview screen:
1. Review the data to be added or updated.
2. From the Import options drop-down menu, choose the way you want the system to add the new data.
3. Select the confirmation checkbox.
4. Click on Import.
On the success screen, click on Done.

To export your custom fields data and download it as a ZIP folder, select the Export option from the three-dot menu.

Notes on importing custom field values

If you use a file from another custom field and overwrite its data, the import will not proceed, as the template contains hidden built-in validation for each custom field.
Do not use the same generated template from one custom field to import values from another custom field.
Make sure Custom field name matches an existing custom field.