Best practice for filtering Project options by Department (to avoid manual upkeep)?

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1

Hi everyone — looking for advice/best practices.

We’re configuring Ramp workflows/submission policies where routing is based on Department (e.g., dept codes like 0123). In a later step, users select a Project from a dropdown. We have a large Project list (~500), and ideally we want users to only see projects tied to their department.

Right now, it looks like the only way to do this is to manually select individual Project options under a conditional filter. That works for one department, but as we roll out more departments it feels like we’ll need to update the workflow anytime a project is added or the project↔department mapping changes (tedious and error-prone).

Questions for the group:

  1. Has anyone found a way to dynamically filter Project options by Department (without manually maintaining allowed project lists)?
  2. If not, what workaround has worked best for you? (e.g., naming conventions like 0098 – Project Name, “conditional coding” rules, separate project fields per dept, nightly API/CSV sync, post-submit validation, etc.)
  3. Any Early Access / Custom Fields approach that helps with this?

Appreciate any pointers or examples of what’s worked in practice.

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2

We have the same need, interested if you find a solution

3

Same here. We have several new projects being added every week, and it would be great to have a way to automatically add them to a filter instead of manually having to do this.

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4

Hi Jun, for us, the only option we have found is to create conditional coding rules to restrict the availability of specific Projects to a coding combination (location & dept). It’s very tedious - something we are updating weekly. It’s not a great long-term solution and I have not yet seen anything on the Ramp roadmap to suggest any changes in this area. Our preferred temp solution would be a CSV upload to update the Accounting section. A great long-term solution would be to separate the Accounting rules to hide/show into individual full coding combinations that could be uploaded by CSV instead of one big “rule” that has to be manually updated each time. We might consider some new naming conventions also in the future, just to make it easier for our teams in the long run. Hope Ramp can take a new look at this to find better solutions!

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