Use Rows for Specified Number of Participants in Representation
To make representation registration more structured and user-friendly, Expense includes a setting that automatically creates participant rows based on the number of attendees entered. This feature helps ensure that participant information is entered consistently and reduces the risk of missing or incomplete attendee details. Instead of manually typing all participant names into a single text field, users can enter each attendee's name in its own dedicated row.
Activate Participant Rows for Representation
To enable automatic participant rows:
- Navigate to:
Administrate > Representation
- Open the representation type you want to configure.
- Enable the option:
Fill in text field per participant
- Save the changes.
✅ The representation template is now configured to generate participant rows automatically.
How It Works for Users
Once the setting has been activated:
Step 1 – Enter the Number of Participants
When registering a representation expense, the user enters:
- 👥 Number of participants
Step 2 – Rows Are Created Automatically
Expense automatically generates the corresponding number of participant rows.
For example:
- 3 participants = 3 rows
- 10 participants = 10 rows
✅ No manual formatting is required.
Step 3 – Enter Participant Names
For each generated row, the user enters:
- First Name
- Last Name
Example:
| First Name | Last Name |
|---|---|
| Anna | Svensson |
| John | Smith |
| Erik | Johansson |
✅ Each attendee is documented individually.
Important Configuration Step
When enabling this feature, you should also update the representation template.
Remove the Old Participant Question
- Open the representation type.
- Navigate to the:
Representation Text tab
- Locate the field:
Enter names of participants
- Remove or deactivate this question.
✅ Participant names will now be entered through the automatically generated rows instead.
Benefits of Using Participant Rows
Better Structure
Each participant is entered into a dedicated field.
Reduced Risk of Errors
Minimizes missing names and formatting inconsistencies.
Faster Reviews
Approvers and administrators can easily review attendee information.
Improved Documentation
Provides clearer representation records for accounting and compliance purposes.
💡 Best Practice Tips
- ✅ Enable participant rows for all representation types where attendee names are required.
- ✅ Remove duplicate participant name fields from the template.
- ✅ Review representation templates after activation.
- ✅ Train users to enter all attendees individually.
- ✅ Verify participant information before approving reports.
Frequently Asked Questions (FAQ)
What does "Fill in text field per participant" do?
It automatically creates one row for each participant entered in a representation expense.
Do users still need to enter participant names manually?
Yes, but each participant is entered into a dedicated row instead of a single text field.
Should the old "Enter names of participants" question remain?
No. It should be removed from the Representation Text template to avoid duplicate entry.
Does this work for both internal and external representation?
Yes, provided the representation type has been configured accordingly.
Can administrators enable this for specific representation types only?
Yes. The setting can be configured individually for each representation type.
Summary
- 👥 Automatically generate participant rows based on the number of attendees.
- ⚙️ Enable the feature under Administrate > Representation.
- ✅ Use Fill in text field per participant.
- 📝 Users enter first and last names in dedicated rows.
- 🚫 Remove the old Enter names of participants text field from the representation template.
- 📊 Improve accuracy, reporting quality, and compliance for representation expenses.