How to create custom fields for assets
Custom fields let you capture information the built-in asset fields do not cover — an internal reference number, a compliance grade, an insurance flag.
When to use this
Create a custom field when the same piece of information needs recording on many assets, and you need to filter or report on it.
If it is a one-off note about a single asset, use the description field instead.
Requirements
- Available on: Orbit, Odyssey, Cosmos
- Roles: Owner, Admin, Manager
Custom fields are not available on Nova. The page shows an upgrade prompt instead.
Steps
- Go to Settings → Custom Fields.
- Click New Custom Field.
- Define the field:
| Setting | Notes |
|---|---|
| Label | What people see on the asset form |
| Type | The kind of data it holds |
| Options | For select fields, the list of choices |
| Required | Whether an asset can be saved without it |
| Order | Where it appears in the form |
- Save.
What happens next
- The field appears on every asset form and asset detail page.
- It is included in asset exports.
- You can filter the asset list by it, and the filter is part of the shareable URL.
Choosing between a custom field and a category
They solve different problems.
- Category classifies the asset and carries depreciation configuration. One asset, one category.
- Custom field records an attribute. An asset can have many.
If you find yourself creating a select field that duplicates your category tree, use categories.
Tip Start with fewer fields than you think you need. Every required field is a question someone has to answer on every asset they create, and fields nobody fills in produce empty columns in every report.
What happens if you downgrade
Nothing is deleted. A downgrade to Nova does not remove your custom fields or the data in them.
The functionality stops answering while the capability is absent, and resumes on upgrade with nothing to reconfigure. Your Orbit-era fields are still there — you just cannot use them until you upgrade again.
This is a product commitment: a plan change writes the plan and nothing else.
Common mistakes
Making everything required. Required fields block asset creation. Reserve them for information genuinely always available at creation time.
Using a text field where a select would do. Free text produces "Yes", "yes", "Y" and "true" in the same column, which cannot be filtered usefully.
Recreating built-in fields. Serial number, manufacturer, model, vendor, purchase cost, purchase date, warranty expiry and salvage value already exist.
Deleting a field to tidy up. The data goes with it. Consider whether you will want it for historical reporting.
Troubleshooting
The Custom Fields page shows an upgrade prompt. Custom fields need Orbit or above. See Plans and capabilities.
I can't reach Settings → Custom Fields. It needs Owner, Admin, or Manager.
The custom fields section on the asset form is locked. Same plan gate — Orbit or above.
My custom fields disappeared after a downgrade. They have not been deleted. They stop being editable while the capability is absent and return exactly as they were on upgrade.
A field isn't in my export. Custom fields are included in asset exports. Check the field is not archived.
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