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Asset Custom Fields

Custom fields let you track specific information for different asset types. Configure fields that match your industry needs and reporting requirements.

Understanding Asset Custom Fields​

Type-Specific Fields​

Unlike account custom fields that apply everywhere, asset custom fields are specific to asset types:

  • HVAC Units need capacity, refrigerant type
  • Vehicles need VIN, mileage
  • IT Equipment needs IP addresses, specifications

Field Inheritance​

  • Fields defined on asset type
  • All assets of that type share fields
  • Cannot add fields to individual assets
  • Change type fields to affect all

Configuring Custom Fields​

Access Field Setup​

  1. Go to Assets → Asset Types
  2. Select asset type to modify
  3. Click "Custom Fields" tab
  4. Click "+ Add Field"

Field Configuration​

Basic Settings​

  • Field Name: System identifier
  • Display Label: User-facing name
  • Field Type: Data format
  • Description: Help text
  • Section: Group related fields

Validation Options​

  • Required: Must have value
  • Unique: No duplicates across type
  • Format: Pattern matching
  • Min/Max: Range limits
  • Default Value: Pre-populated

Field Types Deep Dive​

Text Fields​

Short Text:
  - Use for: Names, codes, brief descriptions
  - Max length: 255 characters
  - Examples: Model number, color, zone

Long Text:
  - Use for: Detailed descriptions, notes
  - Max length: 5000 characters  
  - Examples: Special instructions, history

Numeric Fields​

Integer:
  - Whole numbers only
  - Examples: Quantity, floor number, age

Decimal:
  - Precise measurements
  - Examples: Voltage (120.5V), weight (45.7kg)

Currency:
  - Financial values
  - Examples: Purchase price, service cost

Date Fields​

Single Date:
  - Specific dates
  - Examples: Installation, last service

Date Range:
  - Start and end dates
  - Examples: Warranty period, lease term

Selection Fields​

Dropdown:
  - Single choice from list
  - Examples: Status, category, location

Multi-select:
  - Multiple choices allowed
  - Examples: Features, certifications

Radio Buttons:
  - Single choice, always visible
  - Examples: Yes/No, condition rating

Special Fields​

File Upload:
  - Attach documents/images
  - Examples: Manuals, certificates

GPS Location:
  - Latitude/longitude
  - Auto-captured on mobile

Barcode/QR:
  - Scannable codes
  - Links to external systems

Industry-Specific Examples​

HVAC Service​

Air Conditioner Type:
  Capacity:
    Type: Decimal
    Unit: Tons
    Required: Yes
    Min: 0.5
    Max: 100
    
  Refrigerant Type:
    Type: Dropdown
    Options: [R-410A, R-22, R-32, R-134a]
    Required: Yes
    
  SEER Rating:
    Type: Decimal
    Min: 13
    Max: 30
    Help: "Seasonal Energy Efficiency Ratio"
    
  Filter Size:
    Type: Text
    Format: "00x00x0"
    Example: "20x25x1"

Fleet Management​

Vehicle Type:
  VIN:
    Type: Text
    Length: 17
    Unique: Yes
    Required: Yes
    
  Current Mileage:
    Type: Integer
    Min: 0
    Required: Yes
    
  Fuel Type:
    Type: Dropdown
    Options: [Gasoline, Diesel, Electric, Hybrid]
    
  License Plate:
    Type: Text
    Unique: Yes
    Format: State-specific

IT Equipment​

Server Type:
  CPU Specs:
    Type: Text
    Example: "Intel Xeon E5-2680 v4"
    
  RAM (GB):
    Type: Integer
    Options: [8, 16, 32, 64, 128, 256]
    
  RAID Config:
    Type: Dropdown
    Options: [RAID 0, RAID 1, RAID 5, RAID 10]
    
  Service Tag:
    Type: Text
    Unique: Yes
    Searchable: Yes

Field Organization​

Using Sections​

Group related fields for better organization:

Technical Specifications​

  • Model details
  • Performance metrics
  • Capacity information
  • Operating parameters

Maintenance Information​

  • Service intervals
  • Last service date
  • Next service due
  • Maintenance notes

Compliance & Safety​

  • Certification dates
  • Inspection records
  • Safety test results
  • Regulatory numbers

Field Order​

  • Most important first
  • Required fields early
  • Group related items
  • Consider workflow

Advanced Features​

Calculated Fields​

Create auto-calculated values:

// Age calculation
Age = Today - Installation Date

// Efficiency metric
Efficiency = Output / Input * 100

// Days until service
Service Due = Next Service Date - Today

Conditional Logic​

Show/hide fields based on values:

  • Show "Refrigerant Amount" when type is "Central AC"
  • Require "DOT Number" when vehicle type is "Commercial"
  • Display "Battery Info" only for electric vehicles

Field Dependencies​

Link field values:

  • Filter models based on manufacturer
  • Update capacity ranges by equipment type
  • Set warranty period by purchase date

Data Management​

Bulk Updates​

Update multiple assets' custom fields:

  1. Filter assets by type
  2. Select assets to update
  3. Choose "Bulk Edit"
  4. Modify custom fields
  5. Apply changes

Import/Export​

  • Export includes all custom fields
  • Import CSV with field columns
  • Map during import process
  • Validate before importing

Field Validation​

Ensure data quality:

  • Set appropriate formats
  • Use min/max for ranges
  • Require critical fields
  • Add helpful descriptions

Best Practices​

Planning Fields​

  1. Audit current data: What do you track?
  2. Interview users: What do they need?
  3. Consider reporting: What will you analyze?
  4. Plan for growth: What might you need?
  5. Keep it simple: Don't over-engineer

Naming Conventions​

  • Clear, descriptive labels
  • Consistent formatting
  • Avoid abbreviations
  • Include units (tons, HP, kW)
  • Consider sorting needs

Performance Tips​

  • Limit fields per type (<30)
  • Use appropriate types
  • Index searchable fields
  • Archive unused fields
  • Regular cleanup

Mobile Considerations​

  • Prioritize mobile-needed fields
  • Use dropdowns vs text entry
  • Enable barcode scanning
  • Consider offline sync
  • Test on devices

Reporting with Custom Fields​

Filtering Assets​

  • By field values
  • Multiple criteria
  • Save filtered views
  • Quick access

Analytics​

  • Sum numeric fields
  • Average values
  • Track trends
  • Compare periods

Dashboards​

  • Charts by categories
  • Monitor thresholds
  • Track compliance
  • Performance metrics

Common Questions​

Can I change field types?​

Limited changes allowed. May need to create new field and migrate data.

Do fields sync offline?​

Yes, all custom fields available offline on mobile.

Can I copy fields between types?​

Yes, export field definitions and import to another type.

How many fields can I add?​

No hard limit, but 20-30 recommended for performance.

Can customers see custom fields?​

Only if included in customer portal or reports.

Next Steps​