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Templates and Custom Fields

Two ways to make the system fit your inventory instead of the other way around.

Custom fields​

The default asset record covers name, status, serial number, and the basics. Custom fields let you track anything else that matters to your team — CPU model, warranty end date, internal cost code, RAM, MAC address.

Defining a custom field​

Go to Settings → Custom Fields. Click Add Field and choose:

  • Field name — what you'll call it (e.g. Warranty End Date)
  • Type — text, number, date, or dropdown
  • Category — which asset category this field applies to
  • Required — must someone fill this in to save?

A field defined under Computing shows on every laptop or desktop. A field defined under Mobile shows only on phones. This keeps forms relevant — laptop users don't see IMEI Number on their form.

Add New Asset form with the Computing category selected, showing the standard fields plus category-specific custom fields (Ram Size, Warranty Start date, Warranty End date)

Filtering by custom fields​

Once a field exists, it shows up as a filter on the asset list. Filter your laptops by warranty status, your phones by carrier, your monitors by screen size — whatever you've defined.

You can also save these filters as Saved Filters so the team can reopen them with one click.

Templates​

A template is a pre-filled asset form. Useful when you frequently add the same kind of asset — twenty identical Dell laptops, a batch of monitors from one supplier.

Creating a template​

Open the Add Asset form, fill in everything that's common (category, type, manufacturer, default status, custom fields), then click Save as Template. Give it a name.

Using a template​

When you start a new asset, click From Template and pick one. The form pre-fills. Adjust the fields that change per device (serial number, asset tag) and save.

Add New Asset dialog with the Load from template picker open, showing options like No template, Asset Tracking, lab, Server Standard, and Standard Laptop

Managing templates​

Under Settings → Templates you can edit, duplicate, or delete templates. They're tenant-wide — anyone with admin rights can use them.

When to use which​

  • A custom field captures data you want on every asset of a category. Use it when the data is structural.
  • A template captures defaults you want pre-filled when creating an asset. Use it when the data is repetitive but not universal.

You can use both together. Define a custom field for Warranty End Date, then have a Dell Laptop Template that pre-fills the manufacturer but leaves the warranty date blank for each new asset.