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Configure 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.

Additionally, you can create computed fields by creating reusable formulas that automatically calculate asset values.

Examples

Required Fields

  • 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'.

Calculated Fields

  • For a Warranty Expiration Date field, you can create a formula for Installation Date + Warranty Period to automatically display the appropriate date in the field.

  • For a Full Capacity field, you can create a formula for Quantity x Unit Capacity to automatically display the full capacity value.

Things to Consider

General

  • Asset types in one rule must share the same status group.

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

  • Rules do not validate existing assets in advance; they apply upon asset creation, next status change, or next manual edit.

  • A single rule can cover several fields simultaneously.

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

  • Rules are not retroactively applied to existing assets. They take effect when new assets are created, when an asset status changes, or during the next manual edit. Computed fields follow this same behavior.

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

Errors

  • A Duplicate Rule Error occurs when a rule already exists for that combination of asset type, field, and rule type. Edit the existing rule to add additional statuses to its condition rather than creating a new one.

Limitations

  • Field rules apply only to data capture when an asset changes status. They do not control field visibility, or validate Attachments or Related Items.

Prerequisites

  1. Configure Asset Type Hierarchy

  2. Configure Status Groups for Assets

  3. Assign Status Groups to Asset Types

Steps

Warning and Required Field Rules

  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.

    1. Select the Asset Types that require the field validation rule. Select the target Asset Types.
      Note: Selecting 'All Asset Types' limits the Field list to fields shared in common across every asset type.

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

    3. 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.

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

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

    6. Click Save to save the condition.

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

Computed Value Rules

  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.

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

    2. Select the Field from the drop-down menu that you want to calculate.
      Example: Warranty Expiration Date.

    3. Select the Rule Type.

      • Computed. Enters a calculated value to the field based on your equation.

    4. Click Define Rule, or click the formula hyperlink to edit an existing formula.

    5. Select the fields and the mathematical operators (+ - * /) to create your formula.
      Example: If you selected the Warranty Expiration Date field, your calculation might be Installation Date + Warranty Period.

       Note
      • Formula Syntax: Standard mathematical operators (+, -, , ) can be used with any combination of fields and constants.
      • Order of Operations: Standard operational precedence applies (e.g., 7+23=13). Optional parentheses can group calculations, such as (A+B)(C+D).
      • Target Fields: Each rule fills a single target field. Only one Computed rule is permitted per asset type and target field combination.
      • Chained Rules & Circular References: Using one computed field within another formula is permitted, but circular references (A depends on B, B depends on A) are blocked upon saving.
      • Date Calculations: Date math counts strictly in days. Adding or subtracting a number from a date modifies the day count. Users must manually input fixed day increments for longer periods (e.g., 7, 30, or 365 days), as the system does not account for varying month lengths or leap years. Fractional days round up to the next whole day.

    6. Click Save to save the formula.

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

See Also