Using Custom Fields Strategically
When used strategically, Custom Fields can make your Assets more searchable, reportable, and useful for operational decisions. Understanding where to apply them—at the Asset Type level or individual Asset level—is key.
Asset Type vs Asset Level
1. Asset Type Level
Custom Fields applied at the Asset Type level are inherited by every Asset of that Type. This is ideal for information that is consistent across all Assets of a Type.
Examples:
- A medical cart may have fields like Department, Equipment Category, or Service Interval that apply to all carts.
- A vehicle Type could have Fuel Type or Maximum Load that is common across that model.
Benefits:
- Ensures consistency across similar Assets
- Reduces repetitive data entry
- Makes reporting and filtering by type easier
2. Individual Asset Level
Custom Fields at the Asset level override or add to the type-level fields. Use these for information that varies between Assets, even if they share a Type.
Examples:
- Specific Serial Number, Assigned Operator, or Calibration Status for one Asset
- Temporary fields like Checked Out Date or Current Location
Benefits:
- Captures unique Asset details
- Supports operational tracking, audits, or compliance for individual Assets
- Flexible for Assets that deviate from Type-level defaults
Best Practices for Capturing Meaningful Data
- Define your goals first – Decide whether you need data for reporting, compliance, maintenance, or operational checks.
- Use Type-level fields for standard data – Anything that doesn't change between Assets should be at the type level.
- Reserve Asset-level fields for exceptions or specifics – Individual identifiers or dynamic values belong here.
- Leverage Dropdowns and Checkboxes – These maintain consistency and makes data entry when tagging new items easier.
- Avoid redundancy – Don't duplicate the same information at both Type and Asset levels unless needed for overriding.
Example Strategy
For a fleet of vehicles:
- Type-Level Fields: Fuel Type, Max Load, Department
- Asset-Level Fields: License plate, service due date, purchase date
For a set of toolkits:
- Type-Level Fields: Trade specifics, links to user manuals
- Asset-Level Fields: Last inspection date, purchase date, brand
Using Custom Fields strategically ensures that your Asset data is accurate, standardised, and operationally useful while keeping tagging & filtered searches simple.