- 07 Aug 2023
- 5 Minutes to read
Managing Custom Fields
- Updated on 07 Aug 2023
- 5 Minutes to read
Use Custom Data Management to manage all custom fields in the system from one central location without viewing the details of a specific asset.
Only users assigned the Update system settings permission (default for admins) can manage custom fields.
Custom fields are supported for all asset types.
There are three types of custom fields:
- Single Value - Allows the user to enter a single value into the field.
- Single Select - Allows the user to select one value from a specified list of values.
- Multiple Values - Allows the user to enter multiple values into the field. This is a list field.
To manage custom fields
- From the top right corner of any page, click . The System Settings page opens.
From the Asset Profile - Custom Data tab, click Manage Custom Fields.
- In the Categories/Subcategories pane of the System Settings page, expand Data, and select Custom Data Management. The Custom Data Management page opens.
The Custom Fields table shows all custom fields in the system that match the filter or search criteria, including all fields added to assets in their details page and fields added by Enforcement Actions.
The following information is included for each field:
- Field Name - The name of the field.
- Field Type - The type of field. Single Value, Single Select, or Multiple Values.
- Value Type - The type of data the field accepts. String, Date, Float, Integer, or Boolean.
- Asset Type - The asset type to which the field applies.
- Affected Assets - The number of affected assets for which the field has values. Click the number of Affected Assets to see a list of assets with their details.
- Field Values - The values assigned to the field. Values appear when the custom field is assigned to assets.
By default, the table includes fields that have affected assets. To see a list of fields with no affected assets, toggle on Show fields with no Affected Assets. The list updates automatically every hour. The Last updated field indicates the date and time that the list was last updated.
Refreshing the Table
To manually update the table, click Refresh
Adding a Custom Field
You can add as many custom fields as required.
To add a custom field
- In the upper-right corner of the Custom Fields table, click + Add Custom Field.
- In Enter Field Name, type a name for the field.
- In Field Type, select a data type. You can select Single Value, Single Select, or Multiple Values.
- In Value Type, select from the available options. Options change depending on the field type. Options may include: Boolean, Float, Integer, Date, or String.
- In Asset Type, select the asset category.
- When creating a Single Select field, from the Add options pop-down, enter values for at least the first two options. Click Add Option to add more values to the list. You can enter as many values as needed. When you are finished, click Apply. To delete a value, hover over the value and click the trashcan icon.
- Click Create Field. Notification appears: 'Custom Field Created Successfully'. The list is updated to reflect the changes.
Filtering and Searching for Custom Fields
Use the filter bar at the top of the page to select criteria to filter the Custom Fields table. The table can be filtered by:
- Field Type
- Value Type
- Asset Type
You can also search the table according to Field Name, Field Type, or Asset Type by entering a search string in the Search field.
This table is updated as soon as filter criteria are selected or a search string entered.
Click the column headers to sort the table.
Exporting the List of Custom Fields to CSV
You can export the list of custom fields to a CSV file. Only the currently listed items are exported.
To export the list of custom fields
- Click Export CSV. The file is generated and downloaded to the local computer.
Editing a Single Select Custom Field
From the Custom Fields table, you can edit one or more values of an existing Single Select custom field. This means that you can edit the Single Select custom field's list of values by doing any of the following:
- Modifying existing value(s).
- Adding value(s).
- Deleting value(s).
To edit Single Select custom field values
- In the Custom Fields table, select the checkbox next to one Single Select custom field. (You can first filter the table to show only Single Select custom fields.)
- From the Actions menu, select Edit. The Edit Custom Field dialog opens with the list of values open.
- Do any of the following edits to modify/add/delete one or more values on the list, as long as at least two values remain:
- Modify a value: Hover over the value to modify and type a new value.
- Add a value: Click Add Option to add a value to the list.
- Delete a value: Hover over the value and click the adjacent trashcan icon.
- Click Apply. The list is updated to reflect the changes.
- You can discard your editing changes by clicking outside the list of options (provided that you haven't yet clicked Apply).
- Changing the values of fields in the Custom Data Management table only changes the values available to the users when selecting this field on the asset from this point onward. It does not change the values already configured on the assets themselves.
- From the Custom Fields table, you can only edit the values of a Single Select custom field. You can edit Single Value and Multiple Values custom fields from the assets page, as described in Working with Custom Data.
- Click Save. The custom field is updated.
Renaming a Custom Field
You can rename custom fields. You can only rename one field at a time. The new name appears wherever the field is used, affecting all assets with that custom field.
To rename a custom field
- Select the checkbox next to one field.
- From the Actions menu, select Rename.
- In the Rename Field dialog, type a new name for the field.
- Click Save Changes. The list is updated to reflect the changes.
Deleting Custom Fields
You can delete custom fields. The deleted fields are removed from all affected assets.
To delete custom fields
- Select the checkbox next to one or more fields.
- From the Actions menu, select Delete.
- In the Delete Fields dialog, click Delete Fields. The list is updated to reflect the changes.