Custom Field
Custom Fields allow IT admins to create and manage asset-specific metadata fields that go beyond the default system-defined attributes. These fields enable teams to tailor asset records to suit organizational, compliance, or operational needs.
It is designed to support:
Organization-specific field tracking (e.g., Warranty Location, Department Tag, Device Owner Remarks)
Flexibility in defining Text, Date, Dropdown, or Numeric fields
Reusability across different asset categories
Uniform data collection and visibility across modules like IT Assets, Fixed Assets, and CMDB
Custom Fields ensure that asset data models are scalable and relevant to different business environments.
What Do You See on the Screen?
Below is a detailed breakdown of the elements shown on the Custom Field listing screen:
Label
Action
Description / Example
Search
Type at least three characters to perform a search
Performs a free-text keyword search on custom field labels.
Example: Asset ID, Owner Group
Filter
Select a field → choose a condition → enter value
Filter options include:
Fields: Label, Type
Conditions: equal to, not equal to, contains, not contain, in, not in
Example: Filter where Type = Text
Label
View only
Displays the name of the custom field.
Example: Customize Asset ID, Branch Code
Property
View only
Category this field belongs to (e.g., Custom Property, Procurement Property)
Field Type
View only
Data type assigned to the field.
Example: Text, Date, Dropdown, Email, etc.
Type
View only
Denotes the module or entity this field applies to.
Example: Asset, Contract, Software
All Related Categories
View only
Lists the number of asset categories using this custom field.
Example: 2, 3, etc.
Action Icons
Edit
Click pencil icon
Opens the custom field in edit mode to change label, field type, or related categories
Delete
Click trash icon
Deletes the custom field. This action is only allowed if the field is not in active use.
Add a Custom Field
Custom fields allow you to extend the default asset metadata by creating organization-specific attributes. These fields can be added to both Assets and Resources, with field type options and properties varying depending on the selection.
Steps to Add a Custom Field
Begin by selecting the type of entity the custom field will be associated with:
Asset
Resource
If Asset is Selected
Label
Action
Description / Example
Property
Select from the dropdown
Choose the property group the custom field belongs to. Options: Common, Procurement, OS, CPU, BIOS, Disk, Monitor, Keyboard, Mouse, Cost, Assignment, etc.
Field Type
Select from the dropdown
Choose the type of input expected for this field.
Options: Text, Phone Number, Email, Date, Date & Time, Checkbox, Radio, Text Area, Drop Down, Number.
Label
Enter custom field label
Example: Asset Location Code, Internal User Email, Device Category, etc.
Based on the selected Field Type, different configurations appear on the screen. See below for type-specific settings.
If Resource is Selected
Label
Action
Description / Example
Field Type
Select from dropdown
Available options: Text, Phone Number, Email, and Number.
Label
Enter custom field label
Example: Resource Owner, Vendor Email
Each field type triggers a specific form layout. Below is a detailed breakdown.
Field Type-Based Configuration
Based on the selected Field Type, additional configuration fields appear. Each type serves a unique purpose. The details below explain the labels and their usage in a clear format for end users.
Email / Phone Number / Text | Configuration
Field
Purpose
Placeholder
This is the default hint text displayed in the field before the user inputs any value. It auto-fills based on the field type (e.g., “Enter your email”) but can be edited to provide more specific guidance.
Validation Rules
This allows you to add descriptive text that instructs users on what type of input is expected. For example: “Must be a valid company email address.”
Regex
Enables admins to define pattern-based validation using regular expressions. This ensures that input strictly matches defined criteria (e.g., emails must follow [email protected]).
Error Text
This is the message shown to the user when the input fails validation. It should clearly explain what went wrong.
Example: “Please enter a valid email format.”
Number | Configuration
Field
Purpose
Min
Sets the minimum allowable value for the number field. This prevents users from entering values below the defined threshold.
Max
Sets the maximum allowable value. Useful for setting limits like asset quantity, license count, etc.
Validation Rule
Optional message or description that informs the user what the number field is intended for or how to fill it.
Drop-down | Configuration
Field
Purpose
Label
Visible name for each dropdown option. Should be human-readable (e.g., “HR Department”).
Value
Backend reference for that label (e.g., HR01), used for automation, filters, and rules.
Action
Add multiple entries using "+" and remove using delete icon. Avoid duplicating labels/values.
Text Area | Configuration
Designed for long-form input (e.g., notes, remarks).
Uses the same configuration layout as Email/Text fields.
Best used for optional descriptions or unstructured inputs.
Checkbox / Radio | Basic Details
Field
Purpose
Label
The name shown to users for the option. Use clear wording like “Yes”, “No”, “Internal Use Only”, etc.
Value
This is the stored backend value for the label (e.g., “Y” for Yes, “N” for No). Used in reports and rule automation.
Date / Date & Time | Configuration
These types do not have field-specific validations like Min/Max or Regex.
A placeholder auto-fills with a default hint (e.g., "Select a date").
All common options (like category mapping, toggles for mandatory/unique) are applicable.
Add Related Categories
Custom fields can be linked to categories or sub-categories to determine their visibility and usage.
Option
Purpose
Common Custom Field
When enabled, this makes the field available across multiple selected categories. Best for generic fields like “Department” or “Asset Tag.”
Category/Sub-Category
Select the target group where the field should be active. Fields in a Category propagate to all sub-categories. Fields added only to a Sub-Category are restricted there.
Mandatory
Toggle this ON to enforce field entry during asset/resource creation.
Unique
Prevents duplicate values. Useful for fields like Serial Number, Asset ID, or Employee ID.
Disable
Temporarily hides the field from being used without deleting it.
Action Icons
Add
Confirms and applies the field-to-category association. You can add multiple mappings.
Delete
Removes the field from a specific category. Does not delete the field entirely.
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