Custom Fields

Custom fields let you capture extra information on a specific type of asset without cluttering every other asset with fields it doesn't need. They live on a category — typically a subcategory like "Fire Extinguisher" — and only appear on assets in that category.

When to use them

The standard asset fields (description, code, make/model, serial number, install date, criticality, replacement value, notes) cover most needs. Reach for custom fields when:

• A specific category needs information no other category does — e.g. capacity and agent type on fire extinguishers, safe working load on lifting equipment, calibration certificate number on test instruments.
• The information is something you'd otherwise scribble into the Notes field but want to be able to display, validate or report on.

If a field would apply to every asset, raise it as a request rather than adding it as a per-category custom field — that probably belongs as a standard field instead.

Adding a custom field

1. Navigate to Asset Categories from the main menu.
2. Find the category you want to add fields to (parent or subcategory).
3. Click the Fields (n) button on that row. A panel opens beneath, showing existing fields (if any).
4. Click + Add field.
5. Fill in:

Field	Description
Label	The label users will see on the asset form (e.g. "Capacity (kg)").
Type	One of the supported types — see below.
Required	Tick if the value must be filled in before an asset can be saved.
Help text	A short hint shown under the input on the asset form (optional).
Options	For single-select only — a comma-separated list (e.g. Powder, Foam, CO2, Water).

6. Click Add field.

The field is saved against that category and will immediately appear under the Additional details section of the asset create / edit form for any asset in that category.

Field types

Type	Use it for	What the user sees
Text	Short free text (manufacturer note, part number, label number).	A single-line text input.
Long text	Longer notes, instructions, history.	A multi-line textarea.
Number	Numeric values — capacity, pressure, weight, count.	A numeric input that accepts decimals.
Date	Service dates, expiry dates, install or commission dates.	A date picker.
Yes / no	Simple flags — "Tagged for disposal", "Signed off".	A checkbox.
Single-select	A predefined list of choices.	A dropdown with the options you defined.

Editing or deleting a field

In the same Fields panel, click Edit next to a field to change its label, type, options or required flag. Click Delete to remove it.

WARNING

Deleting a custom field hides it from new asset forms going forward, but values already saved on existing assets stay in the database. They just stop appearing in the UI. If you re-add a field with the same auto-generated key, those old values will reappear.

Where the values appear

• Asset create form — the Additional details section appears once you pick a category that has custom fields. Type-appropriate inputs render dynamically.
• Asset edit form — same, pre-filled with the asset's current values.
• Asset detail page — values are displayed under the standard details, formatted by type (Yes/No for booleans, formatted dates for dates, etc.).

Values for fields you delete are kept on the asset (just hidden), so you don't lose data by experimenting with field definitions.

Worked example: fire extinguishers

Say you've got a Fire Extinguisher subcategory and the tester wants to track:

• The agent type (Powder / Foam / CO2 / Water)
• Capacity in kilograms
• Last hydro-test date
• Whether it's been tagged for disposal

You'd add four fields:

Label	Type	Required	Options
Agent type	Single-select	Yes	Powder, Foam, CO2, Water
Capacity (kg)	Number	Yes	—
Last hydro test	Date	No	—
Tagged for disposal	Yes / no	No	—

Now when you create or edit any Fire Extinguisher asset, the Additional details section asks for those four pieces of information. The asset's detail page shows them alongside its description and code.

Required permissions

Adding, editing and deleting custom fields requires the same permissions as editing the category itself — Site Manager or above. See Roles Explained.