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Lookup Lists

xAssets Configuration Guide
User Defined Specification Fields (Custom Data)

Lookup Lists

This page explains how to manage the dropdown values for specification fields of type Lookup List or Lookup Array. These values define the options that users can choose from when editing an asset record.

When Lookup Lists Apply

Lookup lists are only relevant for two specification field data types:

  • Lookup List -- a single-value dropdown where the user picks one option (e.g., Condition Rating: Good, Fair, Poor).
  • Lookup Array -- a multi-value selector where the user picks one or more options (e.g., Certifications: ISO 27001, SOC 2, PCI DSS).

Other data types (Free Text, Number, Date, etc.) do not use lookup lists.

Accessing the Lookup List Editor

The lookup list editor is accessed by clicking the Edit Lookup List button button, which is available in two places:

  1. In the field editor dialog -- when editing a Lookup List or Lookup Array specification field.
  2. Above the specification fields list -- when a lookup-type field is selected in the list.

Managing Lookup Values

In the lookup list editor you can:

  • Add new values to the dropdown list.
  • Edit existing values to change their display text.
  • Delete values that are no longer needed.
  • Reorder values to control the order they appear in the dropdown.

Warning: Deleting a lookup value does not remove it from records that already have that value selected. Those records will retain the old value until manually updated. Consider whether you need to update existing records before or after removing a value.

Dependent Lookup Lists

When a specification field has the Depends On property set (configured in the Specification Data editor), the lookup values shown to the user are filtered based on the value of the parent field.

For example, if the "Model" field depends on the "Manufacturer" field:

  1. The user selects a Manufacturer (e.g., "Dell").
  2. The Model dropdown automatically filters to show only Dell models.
  3. If the user changes the Manufacturer, the Model dropdown updates to show models for the new manufacturer.

To configure dependent lookup lists:

  1. Create the parent field first (e.g., "Manufacturer") as a Lookup List.
  2. Populate the parent field's lookup values.
  3. Create the dependent field (e.g., "Model") as a Lookup List.
  4. Set the Depends On property to the parent field.
  5. When adding lookup values to the dependent field, associate each value with its parent value.

Shared Lookup Lists

The Use Lookup Data From property (configured in the Specification Data editor) allows a specification field to share its dropdown values with another field. This avoids maintaining duplicate lists of values.

For example, if you have a "Primary Location" and "Secondary Location" specification field, both can share the same lookup list by setting "Use Lookup Data From" on the secondary field to point to the primary field.

Tip: When multiple fields share the same lookup values, any changes to the shared list are reflected in all fields immediately. This is more maintainable than duplicating the values across multiple fields.