Custom Field Types in Shelf
An overview of field types that can be used as custom fields.
We often get asked about the flexibility of our custom fields system. Let me walk you through everything you need to know about customizing your asset information structure in Shelf.
Understanding Custom Fields
Custom fields are the backbone of asset information customization in Shelf. They allow you to store specific information based on your unique workflow needs. What makes our implementation particularly powerful is the ability to:
- Make any field required or optional
- Link fields to specific asset categories
- Control field visibility through activation/deactivation
- Provide contextual help text for your team
Available Field Types
1. Single-line Text
Perfect for concise, distinctive information like model names, serial numbers, or supplier details. This is our most versatile field type.
2. Multi-line Text
Ideal for detailed information that requires formatting and multiple paragraphs. Common uses include:
- Maintenance instructions
- Asset history
- Usage guidelines
- Technical specifications
3. Date
Features an intuitive calendar picker for accurate date selection. Particularly useful for:
- Purchase dates
- Warranty expiration
- Maintenance schedules
- Calibration due dates
4. Option
Creates a dropdown menu with predefined choices. Essential for standardizing input across your team. Great for:
- Status indicators
- Condition assessments
- Department assignments
- Compliance levels
5. Boolean
A simple toggle or checkbox field for yes/no scenarios. Ideal for:
- Warranty status
- Insurance coverage
- Maintenance requirements
- Regulatory compliance
Coming Soon
We're expanding our custom field capabilities with these upcoming additions:
- Currency Fields: Format numbers as monetary values with custom currency symbols
- Integer Fields: For whole number values, perfect for quantity tracking
- Numeric Fields: Preserves leading zeros, ideal for barcodes and serial numbers
Required Fields and Category Mapping
One of Shelf's most powerful features is the ability to create category-specific field requirements. Here's how it works:
- Field Requirements: Any custom field can be set as required or optional. Required fields must be filled before an asset can be saved, ensuring data completeness.
- Category Mapping: You can link specific custom fields to certain asset categories. For example:
- IT equipment might require serial numbers and warranty dates
- Vehicles might need mileage and insurance information
- Tools might require calibration dates and safety certificates
- Dynamic Forms: When creating or editing an asset, the form automatically adjusts to show only the relevant fields based on the selected category.
Setting Up Custom Fields
- Navigate to Settings > Custom Fields
- Click "Add custom field"
- Configure your field:
- Name the field
- Select the field type
- Set as required or optional
- Choose category mapping (if desired)
- Add help text for your team
- Set the active status
Best Practices
Based on our experience with thousands of organizations, I recommend:
- Start with essential fields only and expand as needed
- Use clear, consistent naming conventions
- Provide helpful field descriptions
- Review and adjust field requirements periodically
- Map fields to categories thoughtfully to avoid information overload
Custom fields are central to creating an asset management system that truly works for your organization. As we continue to develop Shelf, we're always looking for ways to make custom fields more powerful and easier to use.
