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Custom fieldsets

Custom fieldsets

Overview

A custom fieldset (or field template) is a reusable group of extra fields attached to an asset model. Every asset of that model shows those fields on its record.

It exists so each asset type can be described with the data that actually applies to it: a computer needs CPU, RAM and disk; a vehicle needs VIN, plate and engine size; an air conditioner needs BTU capacity and refrigerant type. Rather than filling the asset record with fields that rarely apply, you define sets per type and assign them to the matching model.

How to get there

Master > Custom Fieldsets

Direct URL: /master/custom-fieldsets

Key concepts

Term Definition
Fieldset A named group of extra fields, reusable across several Asset models.
Field One item of data inside the set: it has a label, a key, a type, a required flag and an order.
Label The text the user sees on the asset record (for example RAM (GB)).
Key The field's technical identifier (for example ram_gb). It is used in imports, exports and Reports.
Type The data format: Text, Number, Date, Yes/No or Select.
Select The type that presents a closed list of options you define.
Sort order The field's position within the set when shown on the asset record.

How to use it

Create a fieldset

  1. Click New. The fieldset record opens.
  2. Fill in the header:
    • Code (required): the unique identifier; it is not editable after saving.
    • Name (required): a descriptive name, for example Computer equipment.
    • Description (optional).
    • Active: ticked by default.
  3. Click Save.

Add fields to the set

  1. In the Fields section, click Add field.
  2. In the New Field dialog, fill in:
    • Label (required): the visible text, for example RAM (GB).
    • Key (required): the technical identifier, for example ram_gb. Use lowercase and underscores, with no spaces or accents.
    • Type (required): Text, Number, Date, Yes/No or Select.
    • Options (comma-separated): only appears with the Select type. Example: Small, Medium, Large.
    • Default value (optional): the value the field is created with on each new asset.
    • Sort order (optional): a number that decides the field's position.
    • Required: tick it if the field must be filled in on every asset.
  3. Click Save. The field appears in the Fields table with the Order, Label, Key, Type and Required columns.

Edit or delete a field

  • To edit, open the field from the Fields table and adjust the values in the Edit Field dialog.
  • To delete, use the row's delete action and confirm. Deleting a field loses the values captured on the Assets.

Assign the set to a model

  1. Go to Master > Asset models and open the model.
  2. In the Fields for this type section, select the set under Field template.
  3. The preview shows the fields the model's Assets will see.
  4. Click Save.

Delete a fieldset

Use Delete from the table's context menu and confirm. A set assigned to models should not be deleted while it is in use: first remove the template from those models, or untick Active.

Fieldset fields

Field Type Required Description Validation
Code Text Yes The set's unique identifier. Entered only at creation. Cannot be empty.
Name Text Yes A descriptive name. Cannot be empty.
Description Text (multiline) No Explains which asset types the set is for. None.
Active Checkbox No Inactive sets do not appear when configuring models. None.

Fields of each custom field

Field Type Required Description Validation
Label Text Yes The text visible on the asset record. Cannot be empty.
Key Text Yes The technical identifier used in imports and Reports. Cannot be empty; must be unique within the set.
Type Drop-down Yes Text, Number, Date, Yes/No or Select. An option must be selected.
Options (comma-separated) Text Conditional The list of allowed values. Only for the Select type.
Default value Text No The starting value on new Assets. Must match the chosen type.
Sort order Number No The field's position on the record. None.
Required Checkbox No Forces the field to be captured on every asset. None.

Permissions

Action Permission
View the screen CustomFieldsets.View
Create sets CustomFieldsets.Create
Edit sets and their fields CustomFieldsets.Edit
Delete sets CustomFieldsets.Delete

Notes

  • Custom fields are not defined on the asset, but on the set assigned to its model. That way every asset of the same type shares the same data structure.
  • One set can be assigned to several models.
  • Captured values are included on the asset record (the Asset Record report) and in the asset export.
  • If you change the Key of a field already in use, the integrations and import files that used it will stop matching.

Troubleshooting

Symptom Likely cause Resolution
The asset does not show the custom fields. The asset's model has no Field template assigned. Assign the set on the model record.
The Options (comma-separated) field does not appear. The selected type is not Select. Change the Type to Select.
The set does not appear when configuring a model. The set is inactive or belongs to another company. Tick Active and check the active company.
Values captured on Assets were lost. A field was deleted from the set. Recreate the field with the same Key and capture the values again; deleting a field erases its values.

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