Set Custom Report Names
Automatically generate standardized report titles across your workspace using formulas. Admins can pull in dynamic data like report type or member name, and even lock naming rules to prevent edits.
Customize Report Titles Using Formulas
Navigation:
- Head to Settings > Workspace > [Workspace Name] > Rules.
- Scroll to Custom Report Names.
- Configure the title formula using your preferred formulas (see below).
- To prevent members from editing the title, enable the Enforce Custom Report Names toggle.
Example formula:
{report:type} - {report:submit:from:firstname} {report:startdate}
Result: Expense Report - Alice 2025-05-15
How Dynamic Titles Work
- Custom report names update automatically when the value of the fields they reference is updated. For example:
- {report:total} will update when new expenses are added to the report.
- {report:workspaceName} will update when the workspace name changes.
- Report titles freeze once a report is Approved or Reimbursed.
- Fields related to report submission are snapshots of the data at the time the report was submitted. For example:
- {report:submit:from:firstName} may capture the first name of Joanne and won’t be updated if Joanne changes her first name to “Jo” in Expensify
- The report title will need to be manually edited by an admin, or the report unapproved and submitted again
Report Title Formula Reference
Report-level data
| Formula | Example | Description |
|---|---|---|
{report:id} |
R00I7J3xs5fn | Unique report ID in a base 62 representation |
{report:oldID} |
R3513250790654885 | unique report ID |
{report:total} |
$325.34 | Total amount on report |
{report:type} |
Expense Report | Report type (Expense Report, Invoice, Bill) |
{report:reimbursable} |
$143.43 | Reimbursable amount |
{report:currency} |
USD | Currency used |
{field:Employee ID} |
123456 | Custom field from the report |
{report:created} |
2024-09-15 12:00:00 | When report was created |
{report:created:yyyy-MM-dd} |
2024-09-15 | Created date (custom format - see below for more formats) |
{report:startdate} |
2024-09-15 | Earliest expense date |
{report:enddate} |
2024-09-26 | Latest expense date |
{report:submit:date} |
2023-09-15 12:00:00 | Submission time |
{report:submit:date:yyyy-MM-dd} |
2023-09-15 | Submission date (formatted) |
{report:approve:date} |
2011-09-25 12:00:00 | Approval timestamp |
{report:approve:date:yyyy-MM-dd} |
2011-09-25 | Approval date (formatted) |
{report:expensescount} |
10 | Number of expenses |
{report:workspaceName} |
Sales | Name of the workspace |
{report:status} |
Approved | Current report status |
{report:submit:to} |
alice@email.com | Approver’s email |
{report:submit:from} |
Sally Ride | Submitter full name |
{report:submit:from:firstname} |
Sally | Submitter’s first name |
{report:submit:from:lastname} |
Ride | Submitter’s last name |
{report:submit:from:fullname} |
Sally Ride | Submitter full name |
{report:submit:from:email} |
sride@email.com | Submitter email |
{report:submit:from:customfield1} |
100 | Submitter custom field 1 |
{report:submit:from:customfield2} |
1234 | Submitter custom field 2 |
Date Format Options
Customize date appearance with these formats:
| Format | Example |
|---|---|
| M/dd/yyyy | 5/23/2024 |
| MMMM dd, yyyy | May 23, 2024 |
| dd MMM yyyy | 23 May 2024 |
| yyyy/MM/dd | 2024/05/23 |
| MMMM, yyyy | May, 2024 |
| yy/MM/dd | 24/05/23 |
| dd/MM/yy | 23/05/24 |
| yyyy | 2024 |
Advanced Formula Functions
Add | functions to format results:
| Function | Example | Description |
|---|---|---|
frontpart |
{report:submit:from:email|frontpart} → alice |
Gets first word or string before @ |
substr:x |
{report:policyname|substr:20} → Sales Expenses |
Trims to first x characters |
substr:x:y |
{report:policyname|substr:20|frontpart} → Sales |
Chains multiple functions |
domain |
{report:submit:from:email|domain} → email.com |
Returns email domain |
