Inventory lets you create custom categories and fields to store the information that matters for each type of asset. This helps you keep asset data organised and structured, instead of adding important details to the Notes field where they can’t be filtered or used in reports.
Overview
With custom categories and fields, you can adapt Inventory to your organisation’s needs. For example, you can create categories for uniforms or other asset types and add fields such as size, license plate, or calibration date.
Custom field values are stored as structured asset data, so they can be displayed, filtered, and used in reporting.
When and why it should be used
Use custom categories and fields when the default Inventory options don’t cover the information you need to track. For example:
- Create a Uniforms category and add a Size field
- Create a Vehicles category and add a License plate field
- Create an Equipment category and add a Calibration date field
This keeps asset information consistent and makes it easier to find and report on.
How to use
- In your sidebar, go to Settings
- Go to Inventory
- In the Categories customisation tab, create a new category or select an existing one
- Ask One to add the custom fields you need for that category
- Save the asset
- The custom category and fields are available for the assets that use that category
- Use the stored field values to filter assets and, where supported, include the information in reports
If your custom field is not available when I create an asset, check that the field was added to the relevant category and that you’re creating or editing an asset assigned to that category.
Notes are not structured fields. Create a custom field for information that you need to filter or use in reporting, and enter the value there instead.
Tips and best practices
- Use clear, specific names for categories and fields so everyone knows what information to enter
- Create a separate field for each piece of information you want to filter or report on
- For example, use License plate rather than adding the plate number to Notes
- Avoid storing structured information in the Notes field when you need to filter or report on it
- Before creating a new category, check whether an existing category already fits your needs
FAQ
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Can I create a category that isn’t included by default?
Yes. You can create your own categories when creating or editing an asset.
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Can I filter assets using custom fields?
Yes. Custom field values are structured asset data and can be used for filtering where filtering is available.
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Can custom fields be used in reports?
Yes, custom field information can be used in reporting where supported.