Zoomed Image
USA
800 691 9120
UK
01225 704844

Specification Data

xAssets Configuration Guide
User Defined Specification Fields (Custom Data)

Specification Data

This page explains how to create and manage specification data fields (custom fields) in xAssets. Specification fields let you capture data that the built-in database fields do not cover, without modifying the underlying database schema.

Prerequisites

  • You must have Administrator permissions in both xAssets and SQL Server to create or modify specification fields.
  • Plan your field names, data types, and category associations before creating fields, as some properties cannot be changed after creation.

When to Use Specification Fields

Use specification fields when the standard asset fields do not capture the data you need. Common examples:

  • Fleet management: Tax Renewal Date, Odometer Reading, Registration Plate
  • IT hardware: Rack Position, BIOS Version, MAC Address
  • Facilities: Floor Number, Room Capacity, Fire Safety Rating
  • Financial: Insurance Policy Number, Replacement Cost

Where Specification Fields Appear

  • Single-valued fields (text, number, date, lookup, yes/no) can be added directly to asset editor forms alongside built-in fields, making them indistinguishable from standard fields.
  • Multi-valued fields (text arrays, lookup arrays) are edited in the Specification Data tab of the asset entry screen and can be queried from left-side menu links.
  • All specification fields are visible in the Specification tab of the asset editor, regardless of whether they appear on the main form.

Managing Specification Fields

Navigate to Admin > Custom Fields (Specification Data) to see the list of all specification fields:

Specification Data setup screen accessed from Admin > Custom Fields (Specification Data), showing list of spec fields

From this screen you can:

  • Edit a field by clicking its name in the list, or by selecting a record and clicking Edit button.
  • Create a new field by clicking New button.

Creating a New Specification Field

  1. Click the New button to open the Specification Data Field Editor.
  2. Enter the Field Name using proper capitalisation and spaces (e.g., "Tax Renewal Date"). This is the name users will see.
  3. Select the Table Name -- typically "Asset" but can be other tables.
  4. Choose the Data Type (see the data types table below).
  5. Optionally set a Default Value for new records.
  6. Check Required if the field must be filled in before saving.
  7. For Lookup List fields, optionally set Depends On and Use Lookup Data From (see below).
  8. Save the field.

Specification Field Editor

Specification Data Field Editor dialog showing ID, Field Name, Table Name, Data Type, Default Value, Required, Depends On, Use Lookup Data From

Field Description
ID A unique number generated by the system. Cannot be changed.
Field Name The display name for the field. Use capitalisation and spaces as users will see this name on forms and in queries.
Table Name The database table this field extends (usually Asset, but can be other tables).
Data Type The type of data the field stores. See the data types table below. Cannot be changed after creation.
Default Value The value automatically assigned when a new record is created.
Required When checked, the field must be filled in before a record can be saved.
Depends On For Lookup List fields, specifies another lookup field that this field depends on. For example, "Model" can depend on "Manufacturer" so that only models from the selected manufacturer appear in the dropdown.
Use Lookup Data From Allows the field to share its dropdown values with another lookup field, avoiding duplicate lookup list maintenance.

Data Types

Type Values Example Use
Number Single integer or decimal value Weight, quantity, rack position
Free Text Single text value up to 255 characters Computer name, registration number, serial number
Yes/No Single boolean checkbox "Email Sent" flag, "Approved" checkbox
Date Single date value Invoice date, renewal date, warranty expiry
Long Text Single text value up to 4,000 characters Service description, notes, maintenance log
Calculated Value computed by a SQL Server function Memory rounded to nearest GB, formatted CPU speed
Lookup List Single value selected from a dropdown list Domain name, building floor, condition rating
Text Array Multiple text values per record (non-recurring) IP addresses, MAC addresses
Lookup Array Multiple values per record selected from a shared lookup table (many-to-many) Installed software titles, device drivers
Asset Custodian Multiple links to custodian records per asset Service managers, approvers, deployment managers

Warning: The Data Type cannot be changed after the field is created. If you need a different data type, you must create a new field and migrate the data. Choose carefully.

Tip: For fields where users should choose from a controlled list of values, use Lookup List rather than Free Text. This ensures data consistency and makes reporting more reliable.

After Creating a Field

After creating a new specification field, you typically need to:

  1. Add it to forms -- use the Forms tab to add the field to the appropriate asset editor forms.
  2. Set category restrictions -- use the Category tab to limit which asset categories the field appears on.
  3. Populate lookup values -- for Lookup List or Lookup Array types, add the dropdown values using the Lookup Lists editor.
  4. Add it to queries -- add the field as a column to any queries where it should be visible.