In addition to the built-in default fields available for projects, files and employees, you can also add custom fields to store additional data.

View Your Custom Fields

You can configure your Custom Fields from the Settings menu. Navigate to 'Image Info' > 'Custom Fields'.

The following page will display the list of current custom fields in your OpenAsset system.

You can filter fields by Scope, allowing you to view fields referring to Projects, Files or Employees.

Types of Fields

Custom fields can be:

  • Single line - this allows users to enter one line of information into a text field. Eg. ‘Marketing Project Name’

  • Auto-complete - a text field that will save every new entry and will auto-complete as users type. Eg. 'Office Location'.

  • Fixed Auto-complete - a text field that will auto-complete from a predefined set of options. Eg. 'Client'. Note: you can switch between these field types so you could initially use Auto-complete as you enter information for the first time, then switch to Fixed Auto-complete to prevent new items being added.

  • Drop down menu - users select predefined options from a picklist. Eg. 'Project Status'.

  • Multi line - a text field for longer entries of text. Eg. ‘Project Description’.

  • Date - this field allows users to select a date from a calendar window. Eg. ‘Completion date'.

  • On/Off Switch - this field is a binary switch. Eg. ‘Ongoing/Completed’

Create a New Custom Field

Select 'New Field' from the top-left of the page. Name your field and select the scope and type, then click 'Create Field'.

Edit an Existing Field

Note: If you synchronise your employee information with a system like Deltek, you should consult with our Support Team before editing your custom fields.

The following fields appear within the edit menu:

  • Description - this appears next to the field and can be used to help your users to input the right information.

  • Code - this is not an editable field.

  • REST code - this is how the field is referenced by the REST API. There is no need to modify this field.

  • Scope - this is the field scope as defined in the previous menu.

  • Built-in custom field - this is not an editable field.

  • Enabled - this determines whether the field is visible to users in your system.

  • Searchable - Project fields can be ticked as ‘searchable’ from the top search bar. Note: employee fields are not searchable through that bar, so this field should remain unticked. You are able to Field Filter via Employee Fields.

  • Include in info - will make the field visible on the Overview page.

  • Allow for field - leave this field unticked.

  • Required - checking this makes the field mandatory. A message will appear next to the field if it is left empty.

  • Display order - this will change the order in which the field appears on the Employee page relative to others.

  • Type - this is the field type as defined in the previous menu.

Restrict by Category or File Format

You can restrict the availability of a Custom Field to specific categories or file formats. For example, you could create a custom field and restrict this to your 'Staff images' category. This field would then appear on all Staff images, but not on your Project images.

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