Purpose Statement

Assets Field Management Customization allows agencies to control field labels, permissions, and dropdown values within the Assets module. This ensures consistency across apparatus, inventory, equipment, work orders, and fluid entry records while improving usability, data accuracy, and operational alignment.

Background Information

The Field Management feature enables agencies to customize field labels, field permissions, and dropdown values within the Assets module. This allows departments to align system behavior with internal terminology, workflows, and data governance standards.

Common use cases include:

• Renaming fields to match department language (e.g., Asset Type → Vehicle Type)
• Restricting access to sensitive fields
• Enforcing required data entry
• Standardizing dropdown selections across assets

These changes improve clarity for:

• Work order entry
• Asset setup
• List views
• Filtering options
• Individual asset records

Prerequisites

• Access to the Admin module

• Appropriate permissions to access and edit Field Management

• Assets module access

Required Permissions

This feature is highly permission-driven. Users must have:

• Admin Module Access

• Admin -> Field Management – Read, Update Permission

• Admin -> Field Management - Manage Permissions - Allow

• Access to the applicable Assets module sections (Apparatus, Equipment, Inventory, Work Orders, Fluid Entry)

Video

Step-by-Step Guide

1. Navigate to Field Management

• From the main module stack, scroll to the bottom and select Admin.

• In the Admin module, scroll down to locate Field Management.

• Select Field Management.

• At the top of the screen, locate the Module filter.

• Use the Module filter to select one or more of the following:

  • Assets - Apparatus

  • Assets - Equipment

  • Assets - Inventory

  • Assets - Work Order

  • Assets - Fluid Entry

• Apply the filter to display the relevant field entries.

2. Edit a Specific Field Label

• Locate the field you want to customize (example: Asset Type under Asset Work Order).

• Select the Edit Pencil at the end of the desired field entry.

• In the Label field, update the text to your preferred terminology (example: change Asset Type to Vehicle Type).

• Select Save.

• Navigate to the appropriate Assets area to verify the updated label appears correctly.

• If needed, return to Field Management to revert to the default label.

3. Customize Dropdown Field Values

1. From Field Management, apply the Module filter to select:
   • Assets - Apparatus
   • Assets - Equipment
   • Assets - Fluid Entry (Volume Units only)
2. Locate a field that supports dropdown value customization (e.g., Fuel Type, Funding Source).
3. Select the field entry.
4. In the dropdown configuration section:
   • Add new values as needed
   • Edit existing dropdown options
   • Remove or deactivate options (if supported)
5. Select Save to apply changes.
6. Navigate to the corresponding Assets module to confirm:
   • New values appear in dropdown selections
   • Updated values display correctly in records and filters

4. Configure Field Permissions & Validation

• From Field Management, select the desired module:

  • Assets - Apparatus

  • Assets - Equipment

  • Assets - Inventory

  • Assets - Work Order

  • Assets - Fluid Entry

• Locate and select the field you want to configure.

• Adjust Field Permissions:

  • Hide – Field is not visible to users

  • Read – Field is visible but not editable (grayed out)

  • Update – Field is fully editable

• Configure Validation Settings:

  • Enable Required if the field must be completed during create/edit actions

• Select Save to apply changes.

5. Validate Field Behavior

1. Navigate to the corresponding Assets area.
2. Create or edit a record.
3. Confirm:
   • Hidden fields are not visible
   • Read-only fields are disabled
   • Required fields enforce validation
4. Test filters and list views.

Important Notes on Permissions & Validation

• Default required fields cannot be modified
• Required fields enforce validation
• Dependent fields inherit permissions
• Fluid Entry setup may override Field Management
• Checklist-required fields take precedence
• Permissions apply across all views (lists, filters, modals)

Field Management Types & Editable Fields

Field Management applies to five Assets categories. Across all five categories, the system fields available for customization may include the following field types:

• Dropdown – Predefined selectable options

  • Certain fields may not be editable depending on required data points and interactions with other modules

• Free Text – Open text entry fields

Fields that appear as required or are unique identifiers per asset type are not available for customization. 

1. Apparatus

Field Types Available for Customization:

• Checkbox
• Dropdown
• Number
• Free Text

Dropdown Value Customization Available For:

• Funding Source
• Fuel Type

Editable Fields:
All standard system fields associated with apparatus records that fall within the field types listed above, EXCEPT:

• Unique identifiers (e.g., Apparatus Name)
• System-required fields

Where Customized Fields Appear:

• Apparatus asset records
• Apparatus list views
• Apparatus filtering options
• Apparatus setup/configuration screens within Assets

2. Asset Work Order

Field Label Types Available for Customization:

• Checkbox
• Dropdown
• Number
• Free Text

Dropdown Value Customization:

• Not available for Asset Work Order fields

Editable Fields:
All system fields associated with asset work orders within supported field types, EXCEPT:

• Unique identifiers (e.g., Work Order Board)
• Required system fields

Where Customized Fields Appear:

• Work order creation screen
• Work order records
• Work order board setup
• Work order list views
• Work order filtering panels
• Related asset record views

3. Asset Inventory

Field Types Available for Customization:

• Checkbox
• Dropdown
• Number
• Free Text

Dropdown Value Customization:

• Not available for Inventory fields

Editable Fields:
All system inventory fields within supported field types, EXCEPT:

• Unique identifiers (e.g., Inventory Name)
• Required system fields

Where Customized Fields Appear:

• Inventory asset records
• Inventory list views
• Inventory filtering options
• Inventory-related setup screens within Assets

4. Equipment

Field Types Available for Customization:

• Checkbox
• Dropdown
• Number
• Free Text

Dropdown Value Customization Available For:

• Funding Source
• Fuel Type
• Operating Mechanism
• Coupling Type
• Hose Type
• Jacket
• Stretch
• Use
• Extinguishing Agent
• Composition
• Electronic Type
• Bandwidth

Editable Fields:
All system equipment fields within supported field types, EXCEPT:

• Unique identifiers (e.g., Equipment Type)
• Required system fields

Where Customized Fields Appear:

• Equipment asset records
• Equipment list views
• Equipment filtering panels
• Equipment setup/configuration areas within Assets

5. Asset Fluid Entry

Field Types Available for Customization:

• Checkbox
• Dropdown
• Number
• Free Text

Dropdown Value Customization Available For:

• Volume Units

Editable Fields:
All system fields related to fluid entry records that fall within supported field types.

Where Customized Fields Appear:

• Fluid entry records
• Fluid entry list views
• Fluid-related filtering options
• Asset records where fluid history is displayed

Best Practices

• Align field names and dropdown values with department SOP terminology 

• Avoid renaming fields in a way that changes their functional meaning 

• Limit dropdown customization to operationally necessary updates 

• Do not remove dropdown values currently in use 

• Communicate changes to staff to prevent confusion 

• Always verify changes in:

  • Record view
  • List view
  • Filters
  • Setup areas
• Document changes internally for continuity between administrators

Troubleshooting & FAQs

I do not see the Admin module.
You likely do not have permission. Contact your system administrator.

My updated field name or dropdown value is not appearing.

• Confirm you selected Save
• Refresh the page
• Verify you edited the correct module

Can I change the field type (e.g., dropdown to text)?
No. Field types are system-defined and cannot be changed.

Why don’t my changes appear in reports?
Field Management customizations (labels, permissions, dropdown values) do NOT apply to Ad Hoc Reporting.

Can I revert changes?
Yes. Default labels and values can be restored at any time.