DATA STRUCTURE
Asset Types
Asset Types are templates that define what information you collect for each category of items. Think of them as customizable forms.
Overview
Define a structure for “Laptops” with fields like Serial Number and RAM, or another for “Office Supplies” with Brand and Quantity per Pack.
Creating an Asset Type
- 1. Navigate: Go to Asset Types in the container navigation.
- 2. Create: Click the New Asset Type button.
- 3. Identity: Upload a representative icon and enter a Name (e.g., Furniture).
- 4. Serialization: Toggle Serialized ON for unique items or OFF for bulk tracking.
- 5. Fields: Add Custom Fields in the Specifications section.
- 6. Finalize: Click Create Asset Type.
Important: Laptops should be serialized (unique). Pens should be non-serialized (bulk).
Custom Field Types
Text
Free-form entry for names or notes.
Ex: Model name, Part number
Number
Numeric values for technical specs.
Ex: RAM (GB), Screen size
Price
Monetary values with auto-conversion.
Ex: Purchase price, Market value
Date
Pickers for time-based info.
Ex: Warranty expiration, Maintenance
Boolean
Yes/No toggles for status.
Ex: Under warranty, Needs repair
Dropdown
Standardized options via Data Lists.
Ex: Manufacturer, Condition
Field Properties
Required
Ensures data completeness. Items cannot be saved without these fields.
Countable
Enables grouping by values (e.g., count items assigned per Department).
Summable
Shows totals at the bottom of the list (Numbers and Prices only).
Serialized vs. Non-Serialized
Serialized Items
Quantity always = 1
- • Each item is a unique physical object.
- • Best for: Laptops, Monitors, Vehicles.
- • Track individual history and assignment.
Non-Serialized Items
Quantity can be > 1
- • Items are interchangeable units.
- • Best for: Pens, Cables, Screws.
- • Track aggregate stock levels in bulk.
Working with Data Lists
Data Lists are reusable collections of options managed at the container level.
1. Create the List
Go to Container Settings → New Data List. Add your options (e.g., Apple, Dell, Lenovo).
2. Link to Field
When creating a Dropdown field, select your Data List from the selector.
Best Practices
Start Simple: Begin with basic fields. You can add more specs later as your needs evolve.
Leverage Dropdowns: Use dropdowns instead of text fields to ensure consistent, standardized data for reporting.
Plan Data Lists First: Building lists before asset types makes the configuration process much smoother.
Common Questions
How many custom fields can I add?
There is no hard limit, but keep it under 20 fields per type for better usability.
Can I share fields across types?
No, fields are specific to each type, though Data Lists can be shared.
What happens if I delete a field?
Data is preserved in the database but no longer displayed in the UI.
Can I make a field required later?
Yes, but existing items will need manual updates to comply with the new rule.