Flexible asset field definitions

Whether you're designing from scratch or editing a pre-built flexible asset template, there are many kinds of fields you can use with flexible assets that are handy to know.

Working with columns

Each flexible asset comes equipped with many different field options. You can think of these fields as columns in a list because that is how any entered data will be presented to users who view flexible asset data globally or for one organization. You can add as many columns as needed.

Fields Description
Checkbox

Use this option when you want the user to mark completion or acceptance of a task, or to provide an answer to a question.

Example:

Date

Use this option when you want a date entered. If you want the date entered to be flagged as an expiration date and trigger notifications, check the Expiration box (more information in the attributes section further below).

Example:

Number

Use this field when you want a number entered. Note that if you don't choose a decimal value, the field will not accept decimal places. Also note that this field will accept a default value. If you don't supply a value, the field remains null (blank) until a value is entered.

Example:

Select

Use the Select field to create a drop-down menu.

Example:

Text

Use this option when you want a one line field for data entry. Note that this field will accept a default value.

Example:

Textbox

Use a textbox when you want a text-format-enabled, multiple-line text field. The Textbox field will accept a default value.

Example:

The textbox includes three useful tools:

Table - Used to create a table within the textbox. The user can choose the table columns and rows as needed, as well as the width and height of the table.

Image - Used to insert an image located on a remote server. The user will need to make sure the image is hosted remotely (Lucidchart, OneDrive, Dropbox).

Embed media - Used to embed resources (iframes) hosted by other services. This option allows embedding from content providers such as YouTube, Vimeo, Wistia, Google Maps, or Lucidchart.

Upload

Use the upload field when you want the user to be able to upload one or more files (max size 50MB each). 

Note: Previews for picture files are available for attachments, but not for uploads.

Example:

Tag

Used to tag items and create relations to an asset of a specific type. Each Tag field is always connected to a single tag type. For example, users can tag multiple organizations and multiple contacts only if you create two Tag fields, one for the organizations and one for the contacts.

Example:

As the user types into the text input, the Tag field will search for a matching result and suggest matches in a menu below the text input. After choosing one or more tags, the field will list all of the currently selected tags, with a text input to add new ones.

Password

Use this field when you want the user to enter a password.

Example:

Percent

Use this option when you want the user to enter a percentage. Note that if you don't choose a decimal value, the field will not accept decimal places. Also note that this field will accept a default value. If you don't supply a value, the field remains null (blank) until a value is entered.

Example:

Grouping fields into sections

The Header field can be used to group related fields under a heading of your choosing. You can use this to support your data entry requirements, for example, to create a section that's used by senior techs only.

Working with field attributes

By checking the relevant boxes, you can add optional field attributes to control list views or search results, force data entry, or specify whether a date is tracked under Global > Expirations:

Attribute

Description

Show in list

When this box is checked, any data inputted to that field will display in a column in list view.

Use for title

When this box is checked, the data inputted to that field will display in search results and as the title of related items and tags. If more than one field is used, they will be merged into a single title.

Required

When this box is checked, that field will be a required field when data is being entered.

Expiration

When this box is checked, the system watches the date and provides coloured alerts as the date approaches. It also lists the date under Expirations (Global > Expirations). If you have set up notifications, your team will receive notifications based on any dates that are entered into flexible asset date fields with this attribute.

 

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