Restrict field options by user group

The sales team are busy people and are often ‘on the go’ when submitting expenses. This means they frequently select the wrong projects and locations when submitting expenses, it’s causing confusion for our accounts team, so I need to ensure they see values that apply only to this team and locations they are assigned to. This will reduce the need for corrections and allow reimbursements to be processed quickly.

Ester, Accounts payable, Cronus.

Lookup fields (like departments, projects, or cost centers) often contain sensitive or role-specific data not every user should see, or be able to select every value in these fields. For example:

• A sales manager should only see sales-related projects.
• An HR employee should only see HR departments. By restricting access to lookup values, you ensure users only interact with relevant data, improving both security and user experience.

Scenario

With multiple departments within in Cronus, Ester wants to minimize confusion by applying department fields only relevant for the teams. Let’s see how she configures the following:

• Look up Values and Department set up.
• The Look up values per user group and individual.

To set up Lookup Values appropriate for your company you can take the following steps.

1. Search for and select Configured Fields.
2. In the Description column of the table, click Expense Type, this opens the Field Type Card.
3. On the action bar, click Lookup Value Access.
4. Under Options, select User or User Group.
5. Chose the set up by selecting or de-selecting the User/User Group columns in line with the values you wish to be available for each.