Managing custom fields

These tasks are performed by the administrator. For what custom fields are and how they work, see Custom fields: how it works. For the list of types and dialog fields, see the reference.

How to open the custom fields page

1. In the main menu on the left, open the Settings section.
2. Select the Custom Fields page.
3. At the top of the page there are tabs by entity type: Assets, Employees, Inventory. Open the tab of the entity you are creating a field for.

If there are no fields on the tab yet, the text No custom fields defined and an Add field button are shown in the center.

Adding a field

1. Open the tab you need (see above).
2. Click Add field in the top right corner of the list. The New field dialog opens.
3. Fill in the dialog fields:
   • Field label — the name that will be visible in forms and on cards.
   • Field key (internal name) — the identifier for storing values. The hint below the field: “Only lowercase letters, digits, and underscore. Cannot be changed after creation.” The field has a placeholder example e.g. warranty_number.
   • Field type — choose one of six types (see Choosing a field type). The type also cannot be changed after creation.
   • Required — check this so that a record cannot be saved without filling in this field.
   • Active — checked by default; clear it to hide the field without deleting it.
4. Click Save.

Choosing a field type

The following are available in the Field type dropdown:

• Text
• Number
• Date
• Date and time
• List
• Yes / No

For the Text, Number, Date, Date and time, and Yes / No types, no additional configuration is needed — fill in the rest of the dialog fields and save.

A “List” type field with options

If you select List in the Field type field, the Options section appears in the dialog.

1. Click Add option. A row with two fields appears: Name and Value.
2. In the Name field, enter the text users will see in the dropdown.
3. Value (stored in the system) is filled in automatically from Name. To set your own value, edit the Value field — after a manual edit, it stops updating along with the name.
4. Repeat for the remaining options by clicking Add option.
5. To delete an option, click the trash icon in its row.
6. Fill in the rest of the dialog fields and click Save.

Options without a filled-in Name and Value are not saved.

Scoping by asset type

For the Assets and Inventory tabs, the dialog has a Scope by asset type setting.

1. In the field creation dialog, find the Scope by asset type field.
2. Select the asset type the field applies to. To apply the field to all types, leave the field empty — it shows the All asset types option, and below it the hint “Leave empty to show for all types.” The selected type can be cleared with the cross in the field.
3. Save.

The Employees tab does not have this setting: employee fields always apply to all employees.

Changing the field order

Fields on a tab are shown in the order they appear in the form.

1. Open the tab you need.
2. Each field has Move up and Move down arrows on the right. Click them to move the field.

For Assets and Inventory, the order changes within a single scope: fields with the same asset type are reordered among themselves, so an arrow may be unavailable at a group boundary.

Editing a field

1. Open the tab with the field you need.
2. Click the pencil icon in the field’s row. The Edit field dialog opens.
3. Change the Field label, the Required and Active checkboxes, and, for the List type, the Options. The Field key (internal name) and Field type fields are unavailable for changes.
4. Click Save.

Disabling a field without deleting

To remove a field from forms but keep the data already entered:

1. Open the field for editing (see above).
2. Clear the Active checkbox.
3. Click Save.

In the list, such a field gets an Inactive label. To bring the field back, check Active again.

Deleting a field

1. Open the tab with the field you need.
2. Click the trash icon in the field’s row.
3. In the confirmation window, click Yes.

Deleting removes the field’s definition. If the field only needs to be temporarily removed from forms, instead of deleting, clear the Active checkbox (see Disabling a field without deleting).