Fields

Fields organize and store data for assets, people, locations, and categories within each module. They capture information such as an asset's name, serial number, or key details, or location's physical address elements. Each field represents a specific piece of data.

Fields are displayed in the collection pages to make it easier to locate records for review and editing.

Fields in a collection reflect the data collected universally for records in that collection.

Categories allow you to maintain conditional sets of fields for different types of related assets. See Manage categories.

Field types

Fields can represent different types of data that require different settings or restrictions to support the data stored in the field. For example, some fields may require selection from a list or a specific format to be validated.

Field Type	Description
Address	Stores physical addresses.
Attachment	Supports uploading files, such as images or documents, to a record for reference. You can add the following file formats as attachments to records: Images: jpg, jpeg, gif, png, heic, heif, webp, avif Documents: doc, docx, pdf, xls, xlsx, txt, zip, csv Videos: mp4, qt, asx, mov, swf, asf, wmv, swt, 3gp, mn, viv, 3g2, mpg, vivo, dvx, vob, mpeg, fly Audio: mp3, wav, wma, ogg, aac, 3gp ,m4a
Barcode	Captures barcode data and can be used when scanning assets via barcode readers or mobile devices. For improved performance when scanning items or using the Audit feature, you are recommended to use a Barcode field as your unique identification for assets. See Barcode Generator.
Currency	Converts numbers into your default currency symbol with two decimal places. Currency fields can be summed in reports and included in numeric calculations.
Date & Time	Prompts users to select the date and time and captures the selection in a single field. This data type is useful for tracking specific timestamps.
Email	Displays text (presumably an email address) as a clickable email link.
Formula	Performs calculations using data from other fields, enabling dynamic content creation. You can choose from various formula types: Text Combination: This option combines text from multiple fields into a single output, facilitating easy data aggregation and reporting. You can manually enter field names to have greater control over how text is structured. Math: This option performs arithmetic operations (addition, subtraction, multiplication, and division) using values from selected numeric and currency fields. This option is useful for calculations like totals, averages, or any derived metrics. This type also supports manual field entry, enabling users to define custom calculations. Duration: This option calculates time intervals based on selected time-related fields. It is beneficial for tracking durations, such as project timelines or service periods.
GPS Coordinates	Captures latitude and longitude values, allowing you to track asset locations or user activities. Default Latitude: This field represents the north-south position of a location, measured in degrees. It typically features a numeric value that can range from -90° (South Pole) to +90° (North Pole). Latitude values can be derived from GPS-enabled devices or mapping services, providing precise location data for the asset. Default Longitude: This field indicates the east-west position of a location, measured in degrees. Longitude values range from -180° to +180°, helping to pinpoint a location's position relative to the Prime Meridian. Like latitude, longitude values are sourced from GPS technology or mapping platforms, ensuring accurate geographic representation. See GPS data management.
IP Address	Stores IP addresses for tracking devices or troubleshooting network-related issues.
Long Text	Provides space for extended text entries when more details are required. There is no character limit.
Multiple Select List	Allows users to select multiple options from a predefined list of values. This data type is useful for assigning multiple attributes to a record. Users can also apply color coding to each field to make selections easier to identify on the list page and record details.
Numeric	Indicates that only numbers are accepted in the value. This field can be used in numeric calculations and to provide sums in reports.
Numeric Auto Increment	Automatically generates a sequential number when a new record is created. This data type is useful for assigning unique IDs or tracking record counts.
Percent	Captures values and formats them as a percentage. This data type can be included in calculations and reports.
Phone Number	Automatically styles the entered value in the phone number format and applies hyperlinks for use with a mobile app.
Signature	Displays a signature panel for capturing digital signatures. This data type is often used for approvals or confirmations.
Single Select List	Provides a drop-down list where users can select a single value from predefined options. This options is ideal for categorization. Users can apply color coding to each field to make selections easier to identify on the list page and record details.
URL	Displays a URL (web address) as a clickable link for quick access to external sites.

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Add a field to a collection

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Select the collection to which you want to add a field.

3. Perform one of the following tasks:

   • Hover over a column heading, select , and then select Add field to left or Add field to right.

   • After the last column in the page, select .

   The New field pane is displayed.

4. Enter the Field name.

5. Select the appropriate Data type. See Field Types.

6. To require a field value before the record can be saved, select Set as required.

7. To require unique values for the field, select Set as unique field.

8. To lock a field after the initial value is added (so the value cannot be edited), select Set as read-only field.

9. To display explanatory text for the field, select Add helper text and then enter the Helper text.

10. Click Save. The field is displayed in the collection list.

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Add fields from other collections

You can reuse data across collections to provide additional supporting context for records, ensuring uniformity and reducing redundancy. For example, if an asset is assigned to a person, you can populate the Assigned To field with a list of names built from the People collection.

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Select the collection for which you want to add fields.

3. Perform one of the following tasks:

   • Hover over a column heading, select , and then select Add field to left or Add field to right.

   • After the last column in the page, select .

   The New field pane is displayed.

4. Enter the Field name (for example, Assigned To).

5. Select Pull from another collection.

6. Select the Collection that contains the field to be pulled (for example, People).

7. To filter the records from the collection that are accessible to the current field (for example, to limit an Assigned To field to people assigned to specific locations):

   1. Select Filter list options.

   2. Select the Field name to filter the collection records (for example, Location).

   3. Select the Operator to compare the field values.

   4. Enter the Value to determine the records available to the collection field (for example, the allowed location name).

8. Select the Primary Field to pulled collection field whose values will be displayed (for example, Name).

9. To display additional fields from the pulled collection (for example, the phone number of the assigned user):

   1. Under Pull in additional fields, click Add field.

   2. From the drop-down list, select the collection field to be pulled (for example, Phone Number).

   3. In the available field, enter the display name for the field (for example, Assigned Phone). If you do not enter a display name, the field name is populated as Collection: Field Name (for example: People: Phone Number).

   4. Repeat steps a-c for any additional pulled collection fields.

10. To require a field value before the record can be saved, select Set as required.

11. To require unique values for the field, select Set as unique field.

12. To lock a field after the initial value is added (so the value cannot be edited), select Set as read-only field.

13. To display explanatory text for the field, select Add helper text and then enter the Helper text.

14. Click Save. The field is displayed with the icon in the collection list.

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Edit field settings

Edit from the collection view

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Select the collection for which you want to edit fields.

3. Hover over the field heading, select , and then select Settings. The field's details pane is displayed.

4. Edit the settings for the field. See Add a field.

5. Click Save to apply the changes.

Edit from Account management

1. In the navigation pane, select Settings > Account Management.

2. Expand the appropriate account and module, and then click Manage in the Collections tile. The list of collections is displayed.

3. Click Fields for the appropriate collection. The Fields page is displayed.

4. To hide a field in the collection view, click Hide field next to the field.

5. To rearrange the order of displayed fields, click and drag the field up or down in the list. You can also select a field and click To top or To bottom to move the field to the beginning or end of the field list.

6. To edit the field settings, click the field name. The field details are displayed.

7. Edit the settings for the field. See Add a field.

8. Click Save layout.

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Show, hide, or rearrange fields

You can define the fields that are displayed in your collections to focus on the most relevant data.

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Select the collection for which you want to show or hide fields.

3. Click Manage fields . The list of collection fields is displayed.

4. To hide a field, click Hide field next to the field.

You can also hover over a field heading, select and then select Hide to hide a field.

1. To show a field, click Show field next to the field.

2. To rearrange the order of displayed fields, click and drag the field up or down in the list.

3. To resize field columns to display longer data strings:

   1. Hover over the border to the right of the field column. A drag bar is displayed.

   2. Click the drag bar and drag it until the column is the appropriate width.

4. To display a summary row with totals for numeric fields, click and then select Row Summary. The summary () row is displayed above the records.

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Delete a field

Deleting a field deletes all data stored in the field across all records. This action cannot be undone.

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Select the collection for which you want to delete fields.

3. Hover over the field heading, select and then select Delete. The Deleting field page is displayed.

4. Select Yes, delete.