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Example: Select “2024-001 Riverside Apartments” as Job → Cost Code filters to “03000 Concrete,” “05000 Metals,” “26000 Electrical” — only the codes assigned to that job.

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Prerequisites

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How It Works

Tag-based filtering links two dropdown tags. When a cardholder selects a value in the parent tag, the child tag shows only relevant options.
  • Conditions: Define specific mappings — “When [parent options] selected → show [child options].” You can create multiple conditions.
  • Otherwise: Controls what shows when no condition matches.
PEX: Tag-based filtering

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Set Up a Tag-Based Filter

1
Go to Business Settings > Workflows > Tags
2
Click the child tag you want to filter
3
Open the Visibility tab
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Select the parent tag
5
Click Add condition and define your rules
  • Example:
    • If Job = “Riverside Apartments” → show “03000 Concrete,” “05000 Metals”
    • If Job = “Downtown Office Tower” → show “09000 Finishes,” “26000 Electrical”
      PEX: Tag-based filtering
6
Set the Otherwise condition
  • Options: “All options,” “None,” or a specific list.
  • Example: “None” — requires a valid Job selection first
7
Click Save
Tips:
  • If the child tag is required, make sure Otherwise has at least one option — or cardholders won’t be able to complete tagging.
  • When only one valid child option remains and the tag is required, it auto-fills.
Limits:
  • Maximum 10 filters per business
  • Maximum 3 tags in a chain (A → B → C)
  • Each child tag can have only one parent

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View Tag-Based Filters

To see all tag-based filters: See all filters in a tree diagram. Click the pencil icon to edit any tag’s visibility settings.
PEX: Tag-based filtering

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Preview Before You Launch

Preview what a user will see when tagging transactions before rolling out your filters:
  • Go to Business Settings > Workflows > Tags
  • Click Preview tag visibility
  • Select a user from the dropdown to simulate their view
  • Select parent tag values to see how child options filter
The preview shows all tags the selected user has access to, including both tags that are part of a filter and independent tags. Child tags appear disabled until a parent value is selected. 
Note:The preview respects tag-group filters. If certain options are limited to specific cardholder groups, only options the selected user can access will appear.

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Edit or Delete a Filter

To edit: Open the tag’s Visibility tab → update rules or Otherwise condition → Save. To delete: Open the tag’s Visibility tab → click on the Delete icon. 

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How Filtering Appears to Users

Here is what users experience when tagging transactions, reimbursements, or bills:
  • Linked tags are grouped together, with parent tags above their children.
  • Child tags are disabled until parent is selected
  • Changing the parent clears the child selection
  • Independent tags work as usual
PEX: Tag-based filtering

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Existing Transactions with Invalid Combinations

Transactions tagged before a filter was created may have combinations that no longer match your rules. These display a warning icon (⚠️) next to the invalid tag.
  • View mode: Warning shown, data preserved
  • Edit mode: Invalid value cleared, user can select a valid option

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FAQ

Dropdown tags only. Text, Decimal, Yes/No, and Sales Tax tags cannot be used.
Yes. Job → Cost Code → Cost Type (Cost Code is both)
No. One parent per child tag.
No. Filters only control what users see in PEX. All options remain available for sync mapping.
Remove the tag-based filter first before disabling or deleting the tag.
The child tag value is automatically cleared. The user must select a new child value from the updated allowed options.
Yes. Both work together. If a tag option is restricted to certain cardholder groups, tag-based filtering only shows options the user has access to and that match the filter conditions.
Yes. Tag-based filtering applies to both individual and bulk tagging.
In the tags list (Business Settings > Workflows > Tags), tags with active tag-based filters display a tooltip icon—hover to see parent-child relationship details. Click View tag-based filters for a complete overview.

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Support & Inquiries

For any questions or for more information, please email support@pexcard.com or contact your PEX account manager.
Last modified on May 18, 2026