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How to add Custom Fields to Assets?
How to add Custom Fields to Assets?

How to add and remove custom fields for assets

Updated over a week ago

Adding Custom Fields to an Asset

To begin with, you need to create (or update) the Custom Field you'd like to use, by clicking on the Profile Icon in the top right corner, then on Settings, then click on the Custom Fields link in the left menu bar.

If the custom field already exists, make sure it's enabled for Assets, by clicking on Edit, switching the Enable toggle on, and clicking Save.

If it's a new custom field, then click on the Add button to create a new one.

Start by giving the custom field a name and selecting what type of field it should be.

These are the types of custom fields you can create:

  • Text Field

  • Text Area (Multi-line)

  • Number Field

  • Dropdown List

  • Checkbox

  • Date Field

To add options to a Dropdown List custom field, you just need to fill out the Dropdown List Content field with the options separated by a comma, like: Green, Black, White, Red

You can also choose if it should be a required field or not.

Then, scroll down on the same page and select which data types you'd like the field to be enabled for.

It's enabled for all data types by default, but you can disable it for all the data types that you won't be using the custom field for. At a minimum, you need to leave it enabled for Assets.

You can also choose if the custom field should be a default field or not.

If you want the custom field to be added to all your assets, for example; fields like Legacy System Asset ID which are relevant for all assets, then enable the Default Field for Assets toggle, and save it. Click here for the Default Field guide section.

If you don't want the custom field to be added to all your assets, for example; fields like IMEI Number which are only relevant for some assets, then leave the Default Field for Assets toggle disabled, and save it. Click here for the Non-Default Field guide section.

Default Custom Field

Once you save the custom field, you can see that it immediately shows up in all your assets.

If you only wanted to add a default custom field, you can stop reading the guide here. The remaining content is for non-default custom fields.

Non-Default Custom Field

If you don't want the custom field to be added to all your assets, for example fields like IMEI Number which are only relevant for some assets, then leave the Default Field toggle disabled for the custom field, and save it.

In order to add the custom field you just created to an asset, you'll need to add the custom field to the product the asset is using, or to the category of the product the asset is using.

If you add it to the product the asset is using, the custom field will appear for all assets using that specific product. For example, a custom field like Windows Version, which are only relevant to Windows laptop products, and not to all laptops.

If you add it to the category of the product the asset is using, it will appear for all assets using products from that category. For example, a custom field like SSD Storage Space, which is relevant for all laptops, irregardless of their product.

Custom Field added to the Category

Let's add a custom field to the asset below, an iPhone 15 Pro Max with the Asset ID 100002. Start by clicking on the category of the asset.

Now, click on the Edit button.

Scroll down on the page until you see the Custom Fields (Assets) section, and select the custom field that you just created. This custom field will then appear for all assets using products that belong to this category.

In this example, we've added one custom field: IMEI Number. This will now appear on all assets that are using products belonging to the Mobile Phones category.

Once you've selected the custom fields, scroll down and click on the Save button. Then, go back to the asset page and click on Edit Asset.

After scrolling down to the bottom of the page, we can see that the custom fields we added are now visible and can be filled out for the asset!

Once we've filled out the custom fields and saved, we can see that they now appear for the asset!

Custom Field added to the Product

Let's add a custom field to the asset below, an iPhone 13 Pro Max with the Asset ID 100002. Start by clicking on the product of the asset.

Now, click on the Edit button.

Scroll down on the page until you see the Custom Fields section, and select the custom field that you just created. This custom field will then appear for all assets using this product.

In this example, we've added one custom field: IMEI Number.

Once you've selected the custom fields, scroll down and click on the Save button. Then, go back to the asset page and click on Edit Asset.

After scrolling down to the bottom of the page, we can see that the custom fields we added are now visible and can be filled out for the asset!

Once we've filled out the custom fields and saved, we can see that they now appear for the asset!

Removing Custom Fields from an Asset

In order to remove a custom field from an asset, you just need to go back to the Custom Fields section of the Edit Product page, de-select the custom field from the dropdown, and click Save.

If the custom field is a default custom field, you just need to disable the Default Custom field toggle in the Custom Field section in the Settings.

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