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Field Rules for Assets

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Background

Field Rules allow you to make specific information for an asset type required, or show a warning that recommended information is missing, when the asset reaches a specific status. This helps teams capture important information at the right point in the asset lifecycle.

Example

  • For Server asset types, you can make the 'Trade' field mandatory whenever the status changes to 'In Design'.

  • For HVAC asset types, you can make the 'Location' field mandatory whenever the status changes to 'Installed'.

  • For any asset type, you can make a custom 'Serial Number' field mandatory whenever the status changes to 'Installed'.

Things to Consider

  • Required User Permissions

  • Rules can be applied to all asset types or restricted to specific asset types 

  • When a required rule condition is triggered, users cannot save changes to an asset until the specified fields are completed.

  • When users update an asset's status, configured rules trigger an error or warning if the status change does not meet the rule conditions. 

  • Active and inactive rules: New rules are active by default and apply when users change an asset's status. Inactive rules do not apply.

  • Conflicting rules: If rules conflict, the rule for a specific asset type takes priority over the rule for all asset types. The stricter rule takes priority.

Prerequisites

  1. Configure Asset Type Hierarchy

  2. Configure Status Groups for Assets

  3. Assign Status Groups to Asset Types

Steps

  1. Navigate to the Company level Admin tool.

  2. Under 'Tool Settings', click Assets.

  3. Click the Rules tab.

  4. Expand the Field Rules section.

  5. Click Edit.

  6. Click Add Rule.

  7. Select the Asset Types that require the field validation rule. Select the target Asset Types.

  8. Select the Fields from the drop-down menu that you want to require or recommend based on the status.

  9. Select  the Rule Type.

    • Required. Requires a value for this field before you can save changes to the asset.

    • Warning. Displays a warning when a field value needs updating, while still allowing you to save the asset.

  10. Click Add Condition, or click the condition hyperlink to edit an existing condition.

  11. Select the statuses that trigger the field being required or recommended. (for example, WHEN Status IS In-Design).

  12. Click Save to save the condition.

  13. Click Save in the rule’s row to finalize your field rule.

See Also