Managing AssetTrack data fields

AssetTrack installs with a set of default data fields. These are the standard fields as they relate to asset records that are useful for most asset types. Additional custom fields can be created using the Management Console to extend AssetTrack to manage additional asset data.

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AssetTrack Default Fields

These are the built-in asset fields within AssetTrack. These fields cannot be removed from the system, however, they can be reconfigured with new labels, patterns and other business rules to match your business requirements.

Field	Type	Definition
Acquire Date	Date	The date the asset was acquired by your organization, typically set at receiving time.
Asset Name	String	A human readable name for the asset.
Asset Tag	Key	A unique identifier of the asset. If your organization uses asset tags, this is the value on the barcode sticker you affix to each of your assets. Asset tag values should never change, as this is the key by which the asset is tracked through the lifecycle.
Asset Type	GUID Hierarchy Reference to the AssetType table.	The categorization of your assets. This is an important topic to consider when configuring AssetTrack, as using Asset Type is an important part of reporting. For example, you might classify desktop computers as “Desktops” and a laptops as “Laptops”. Asset Types can be defined as a "hierarchy," meaning you can group Asset Types into multiple levels, such as "Computers > Desktops" and "Computers > Laptops." By defining an Asset Type hierarchy, you can run a report on all "Computers," which would include both desktops and laptops. Example of a two-level hierarchy separating IT Equipment Asset Types from Furniture Asset Types: IT Equipment Desktop Laptop Server Switch Furniture Desk Chair Artwork You can create as complex of a hierarchy as you wish, however, we recommend you keep the asset type hierarchy as simple as possible to ease management of the data.
Assignee	Guid Reference to Assignee table.	The end user responsible for an asset, often relabeled to "User" or "Contact" by our customers. When you assign an asset to an employee, you update the Assignee field. This is a reference to the Assignee table.
Assignee2	Guid Reference to Assignee table.	A second Assignee available to be assigned to this asset. Often the "maintenance assignee" or "supervisor" of the asset.
Comments	String	Any comments to be attached to the asset record.
Cost	Money	The cost of the asset when purchased.
Cost Center	Guid References the Cost Center table.	The cost center financially responsible for the asset.
Custom Key 1	String	A unique additional key that can be attached to the asset and used a scan lookup value. This field is good for storing other asset tags from previous inventory applications.
Custom Key 2	String	Same as above.
Host Name	String	The network host name of the asset.
Lease End Date	Date	The date upon which the lease associated with an asset expires.
Line Item Number	Integer
Location	Guid Hierarchy Reference to Location table	The physical location of the asset. Like Asset Types, Locations can be tracked as a hierarchy, so that there are multiple fields used to track physical location. By default, the Location hierarchy is set up as "Site, "Floor" and "Room." You can rename these labels using the Management Console. When you add the Location field to an AssetTrack Mobile or Web form, you will see one field for each "level" in your Location hierarchy. You can add or remove levels from your Location hierarchy using the AssetTrack Management Console.
MAC Address	String	The MAC Address of a networked asset. You can optionally track assets by MAC Address. Some asset types such as IP phones have MAC Address barcodes on them which can be scanned to locate and update the asset record.
Manufacturer	Guid Reference to Manufacturer table	The Manufacturer of the asset. The Manufacturer of an asset is associated with the Model associated with the asset. If the Model of an Asset is "Latitude D430," then the Manufacturer is Dell. You can run reports to find all assets from a given Manufacturer. When creating your models list, each model will require a Manufacturer.
Organization	Guid Hierarchy Reference to Organization table.	The organization responsible for the asset. Consider this the department or group within your company who owns the asset. Like Location and Asset Type fields, the Organization field can be configured as a hierarchy. By default, there is only one configured level of the Organization field. Additional "levels" of the hierarchy can be configured using the Management Console.
PO Number	String	The purchase order number used to purchase the asset.
Product	Guid References the Product table	The model of the Asset. This is the model number such as "Latitude 7000" or "Macbook Air 2013."
Serial Number	Key	The manufacturer serial number of the asset. This is a key field which may be used to lookup an asset using a scanner or lookup control.
Status	String Picklist	The lifecycle status of the asset. (e.g Received, Installed, Stored, Disposed).
Service Status	String Picklet	The service status of the asset while it's in use. (e.g. Production, Backup, Disaster Recovery)
Stockroom	Guid References the Stockroom table
Vendor	Guid References the Vendor table	The vendor that supplied the asset.
Warranty End Date	Date	The warranty expiration date of the asset.

Creating Custom Fields

Additional custom fields can be added to this list using the Management Console. Create custom fields using the process below.

Create fields wisely

There is no limit to the number of custom fields that can be added to AssetTrack. However, keep in mind that the more fields you have, the more data you have to manage. Keeping the field list to a minimum makes it easier for users to comply with your process. It is essential that you define your reporting requirements first to ensure you have all the data needed in AssetTrack to support the business objectives.

Open the Management Console. See The Management Console for information on accessing the console.
Open the Form Designer
Double click any form. You must open the Form Editor in order to see the Field List.
Right click on the top Asset in the Field List.
Enter a new Field Name with no spaces.
Choose the new field data type.
Press OK. AssetTrack will take a moment to add the field to the Field List.
Select the new field from the Field List.
Use the Properties Panel below the field list to set the field alias (the default label to display to the user on Task Forms) as well as other properties including the Field choices (a.k.a. Pick List), as the scan pattern to apply when using a barcode scanner.

After you have completed creating your new custom field into the field list, you must recycle the API application pool for AssetTrack in the IIS. Or, you can type into your web browser https://localhost.amitracks.com/api/clearcache. If successful, this message will appear.

{"message":"all cache's cleared"}

If you do not, data collectors trying to access the form will get a 500 error and not be able to access the form.