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Asset Movement Custom Fields

The Asset Movement Custom Fields feature allows administrators to design and customize the form used for asset movements. This ensures that all necessary structured information is collected when an asset is moved, improving tracking, auditing, and management.

As an administrator, you can add various custom fields to the Asset Movement Form to capture organization-specific information beyond the default fields.

  1. Go to Admin > Asset Management > Asset Movement Custom Fields. The following page will then appear.

Asset Movement Custom Fields

By default, the Asset Movement form is fixed and may not capture all organization-specific requirements, such as project codes, site details, or handover references. With the Custom Fields feature, administrators can add and configure additional fields to align with business processes.

Each custom field must be mapped to a Movement Type. Supported movement types include:

  • Send to Repair
  • Return from Repair
  • Asset Transfer

When a technician initiates an asset movement, only the custom fields mapped to the selected movement type will appear in the form.

  1. The page displays two main areas:
    • Custom Fields (Left Sidebar): A drag-and-drop palette with all available custom field types. For more details on the field parameters, refer to the Request Form.
    • Asset Movement Form (Center): The main canvas where you can build the form. You drag fields from the left sidebar to this area to add them to the form.

When you hover over any field on the canvas, options appear, allowing you to reorder, edit, duplicate, or remove the field.

Custom Fields​

The Custom Fields Pallet allows administrators to extend the form by adding new fields. These can be dragged and dropped into the form canvas.

Text Fields​

Click to view the Text Fields

a. Text Input​

  • Description: A single-line text box for short inputs.
  • Use Cases: Receiving person's name, Courier ID, transfer order number.
  • Configuration Options:
    • Name: The display label for the field.
    • Hint Text: Placeholder text that appears in the field by default.
    • Movement Type: Map the custom field to one or more asset movement types. Options include: Send to Repair, Return from Repair, and Asset Transfer. The field will appear on the form only when the selected movement type is initiated.
    • Default Value: A predefined value for the field.
    • Character Limits: Set minimum and maximum characters required.
    • Permissions: Make the field mandatory.

Asset Movement Custom Fields

b. Text Area​

  • Description: A multi-line input box for longer text responses.
  • Use Cases: Reason for movement, comments on asset condition, delivery address.
  • Configuration Options: Includes all Text Input options, but is designed for longer content. Movement Type mapping is also available, and the field will appear on the form only when the selected movement type is initiated.

c. Rich Text Area​

  • Description: A multi-line input box with a formatting toolbar for styled and media-rich content.
  • Use Cases: Detailed movement justification with formatted text, images of asset condition before movement.
  • Configuration Options: Similar to Text Area but with rich text capabilities. Additionally, you can map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated. For detailed information on its functionalities, refer to the Request Form Rich Text Area section.

Selection Fields​

Click to view the Selection Fields

a. Dropdown​

  • Description: A single-choice selection list.
  • Use Cases: Movement Type (e.g., Transfer, Repair, Disposal), Source Location, Destination Department.
  • Configuration Options:
    • Hint Text: Placeholder text that appears in the field by default.
    • Default Value: Set a default selection.
    • Options: Manually add or import a list of choices.
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.
    • Permissions: Make the field mandatory.

b. Multi-Select Dropdown​

  • Description: A list allowing multiple selections at once.
  • Use Cases: Associated peripherals being moved, Required approvals.
  • Configuration Options: Similar to the standard Dropdown, but allows users to select more than one option. Additionally, you can map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.

c. Datetime​

  • Description: Allows users to select both a date and time.
  • Use Cases: Scheduled movement date, expected delivery date, actual handover time.
  • Configuration Options:
    • Hint Text: Placeholder text that appears in the field by default.
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.
    • Default Value: Can be set to the current date/time or a custom value.
    • Allow to Select Time?: Enable or disable time selection alongside the date.
    • Permissions: Make the field mandatory.

Input Fields​

Click to view the Input Fields

a. Number​

  • Description: Accepts numeric input only.
  • Use Cases: Quantity of items moved, cost of transportation, asset value.
  • Configuration Options:
    • Hint Text: Placeholder text that appears by default.
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.
    • Default Value: Set a default numeric value.
    • Allow Decimal in number?: Permit decimal values.
    • Value Range: Set minimum and maximum required values.
    • Permissions: Make the field mandatory.

b. Checkbox​

  • Description: Allows one or multiple check options.
  • Use Cases: Confirming asset inspection, acknowledging terms, selecting included accessories.
  • Configuration Options:
    • Hint Text: Placeholder text that appears by default.
    • Default Value: Pre-select one or more options.
    • Options: Define the list of checkbox items.
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.
    • Permissions: Make the field mandatory.
    • Display Option Vertically: Align the options vertically instead of horizontally.

c. Radio​

  • Description: Allows a single choice from multiple options, displayed inline.
  • Use Cases: Asset condition (e.g., Good, Fair, Damaged), movement status (e.g., In-Transit, Delivered).
  • Configuration Options:
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.
    • Default Value: Set a default selected option.
    • Options: Define the radio button choices.
    • Permissions: Make the field mandatory.

Special Fields​

Click to view the Special Fields

a. Attachment​

  • Description: Lets users upload files.
  • Use Cases: Photos of the asset, scanned transfer documents, approval emails.
  • Configuration Options:
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.
    • Button Text: Customize the label of the button (e.g., "Fetch Assets").
    • Permissions: Make the field mandatory.

b. Section​

  • Description: A container used to group related fields together under a common heading.
  • Use Cases: Grouping fields under "Source Details," "Destination Details," or "Condition Check."
  • Configuration Options:
    • Name: The title of the section.
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.

c. Label​

  • Description: A non-editable text block used to display static information or instructions on the form.
  • Use Cases: Instructions for filling out the movement form, disclaimers regarding asset handling.
  • Configuration Options: Set the display text. Movement Type mapping is also available, and the field will appear on the form only when the selected movement type is initiated.

Advanced Fields​

Click to view the Advanced Fields

a. Dependent​

  • Description: Creates a parent-child relationship between fields, where the options in the child field depend on the selection made in the parent field.
  • Use Cases:
    • Location → Building → Floor
    • Department → Cost Center
  • Configuration Options:
    • Hint Text: Placeholder text that appears by default.
    • Movement Type: Map the custom field to one or more asset movement types. The field will appear on the form only when the selected movement type is initiated.
    • Type: Can be based on a Custom list you create or a System Field (like Department, Location, or Category).
    • Allow user to select leaf node only: Restrict selection to the final level of the hierarchy.
    • Display Entire Hierarchy in Report: Shows the complete hierarchy of parent-child in report.
    • Options: Define the radio button choices.
    • Permissions: Make the field mandatory.

Summary Table – Custom Fields​

Field TypeDescriptionExample Use Case
Text InputSingle-line text entryCourier ID
Text AreaMulti-line free textReason for movement
Rich Text AreaText with formattingDetailed movement justification
DropdownSingle choice from listMovement type
Multi-Select DropdownMultiple selections from listAssociated peripherals
DatetimePick date & timeScheduled movement date
NumberNumeric value onlyQuantity of items
CheckboxMultiple checkable optionsConfirming asset inspection
RadioOne selection from radio buttonsAsset condition
AttachmentFile uploadScanned transfer documents
SectionGroup fields togetherSource and Destination details
LabelDisplay static informationInstructions for asset handling
DependentParent-child field relationshipLocation → Building → Floor mapping

Best Practices for Using Custom Fields​

  • Keep it Relevant: Only add fields that are necessary for tracking and managing asset movements.
  • Use Mandatory Fields Wisely: Make fields mandatory only when the information is critical for the movement process.
  • Group Related Information: Use Section fields to organize the form into logical parts, such as "Source Information," "Destination Information," and "Asset Condition."
  • Provide Clear Instructions: Use Label fields and hint text to guide users on how to fill out the form correctly.
  • Standardize Inputs: Use Dropdown, Checkbox, and Radio fields instead of Text Input where possible to ensure consistent and structured data capture, which is easier for reporting.