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How to Add a Custom Field to the Asset Screen

xAssets Configuration Guide
How To

How to Add a Custom Field to the Asset Screen

This page explains how to add a custom field (specification data field) to the asset editor screen. Specification fields let you capture data that the built-in database fields do not cover, without modifying the database schema.

Prerequisites

  • You must have Administrator permissions in both xAssets and SQL Server.
  • Plan your field name, data type, and which asset categories it should appear on before starting. The data type cannot be changed after creation.

Step 1: Create the Specification Field

  1. Navigate to Admin > Custom Fields (Specification Data).
  2. Click the New button to open the Specification Data Field Editor.
  3. Enter the Field Name using proper capitalisation and spaces (e.g., "Tax Renewal Date"). This is the name users will see.
  4. Set the Table Name to "Asset" (or another table if the field belongs elsewhere).
  5. Choose the Data Type:
Type Use When
Free Text Short text values up to 255 characters
Number Integer or decimal values
Date Date values
Yes/No Boolean checkbox fields
Long Text Text values up to 4,000 characters
Lookup List Users should choose from a controlled dropdown list
Calculated The value is computed by a SQL Server function
  1. Optionally set a Default Value for new records.
  2. Check Required if the field must be filled in before saving.
  3. Save the field.

Step 2: Add Lookup Values (Lookup List Fields Only)

If you chose the Lookup List data type:

  1. In the Specification Data Field Editor, click the Edit Lookup List button.
  2. Add each value that should appear in the dropdown.
  3. Arrange the values in the desired display order.
  4. Save the lookup list.

For details on dependent and shared lookup lists, see Lookup Lists.

Step 3: Add the Field to Asset Editor Forms

  1. In the Specification Data Field Editor, switch to the Forms tab.
  2. The tab shows a list of compatible forms where the field can be added.
  3. Click Add next to each form where the field should appear.
  4. The field is added to the end of each selected form.

Step 4: Position the Field on the Form

  1. Open the form editor for each form where you added the field.
  2. Find the new field (it will be at the end of the field list).
  3. Drag it to the desired position among the other fields, or adjust its sort order number.
  4. Set the field width and any other display properties as needed.
  5. Save the form.

Step 5: Restrict by Category (Optional)

If the field should only appear for certain types of assets:

  1. In the Specification Data Field Editor, switch to the Category tab.
  2. Select the categories or category groups where the field should be visible.
  3. Save. The field will only appear on asset records that belong to the selected categories.

Step 6: Add to Queries (Optional)

To make the field visible in query results:

  1. Open the relevant query in the Query Editor.
  2. Add the specification field as a new column.
  3. Save the query.

Tips

  • The Data Type cannot be changed after creation. Choose carefully.
  • For fields where users should choose from a controlled list, use Lookup List rather than Free Text to ensure data consistency.
  • Single-valued specification fields (text, number, date, lookup, yes/no) appear on forms alongside built-in fields and are indistinguishable from standard fields.