Additional Fields

Additional Fields

Additional fields help you capture any extra information on requests, users, technicians, problems, changes, projects, releases, assets, workstations, software licenses, license agreements, purchase orders, and contracts in the corresponding form. You can configure different types of additional fields such as text, numeric, decimal, date, percentage, cost, decision box, auto-number, lookup field, and more. Additional fields can be used in various automation fields for a quicker ticket resolution process.
 

Configure Additional Fields 

  1. Go to Setup > Customization > Additional Fields.
  2. Select a module from the drop-down. Supported modules: User, Technician, Asset, Workstation, License, Agreement, Purchase, Contract, and Custom Modules.
     

 
  1. Click New Field and fill out the form with the required details.
  2. Provide a name and description for the field.
  3. Select the field type from the drop-down.

 

 
Available field types are discussed in the table below:
 
Field Type
Explanation
Configurations
Accessibility
Single-line
A simple, short phrase such as a name or a seating location.
Character limit and default value.
All supported modules and tabs*.
Multi-line
Describe an issue or to add comments.
Character limit and default value.
 
All supported modules and tabs*.
Pick List
 
A list of items such as available devices or hardware.
Provide the options one by one or use the Bulk Add / Edit option.
All supported modules and tabs*.
Radio Button
A list of items such as available devices or hardware.
Provide the options one by one or use the Bulk Add / Edit option.
Assets and Workstations
Multi-select
 
For selectable values within a list, such as software licenses available.
Provide the options one by one or use the Bulk Add / Edit option.
All supported modules and tabs*.
 
Check Box
For selectable values within a list, such as software licenses available.
Provide the options one by one or use the Bulk Add / Edit option.
Assets, Workstations, and Custom Modules.
Numeric
For numbers.
Character limit and default value.
All supported modules and tabs*.
Date/Time
Specify the date, time, and day.
Select the days to allow for user selection.
All supported modules and tabs*.
Email
Specify email addresses in the format name@example.com.
–
All supported modules and tabs*.
Phone
Specify phone numbers (home, work, mobile, and fax).
Default value.
All supported modules and tabs*.
Web URL
Specify websites such as https://help.sdpondemand.com, www.zylker.com, etc.
Character limit and default value.
All supported modules and tabs*.
Add Cost
Specify the amount to be added during the cost calculation in the respective form.
–
Software License, License Agreement, and Purchase Order.
Subtract Cost
Specify the amount to be subtracted from the total cost in the respective form.
-
Software License, License Agreement, and Purchase Order.
Lookup Field
Add technicians, users, sites, departments, or custom modules to drop-down lists. To learn more, click here.
-
Assets, Purchases, Contracts, and Custom Modules.
Multi-Select Lookup Field
Add multiple requesters, technicians, users, sites, departments, or custom modules to drop-down lists. To learn more, click here.
-
Custom Modules
Currency
Specify the cost of any item, such as a service, asset, technician, and the like.
Character limit, default value, and the number of decimal places allowed.
Assets, Workstations, and Custom Modules.
Decimal
Specify any decimal value, such as asset lifespan.
Character limit, default value, and the number of decimal places allowed.
Assets, Workstations, and Custom Modules.
Percent
Specify any percentage, such as the elapsed lifespan of an asset.
Character limit, default value, and the number of decimal places allowed.
Assets, Workstations, and Custom Modules.
Decision Box
Specify yes or no questions that are mandatory to a ticket. For example, in requests, you can include a field using Decision Box called 'Manager Approval'.
Field value. In the given example, the value can be 'Has your manager approved this request'?
Assets, Workstations, and Custom Modules.
Auto-Number
This field will associate auto-generated numbers with the tickets created in a module. For example, by associating a new auto-number field to requests at the beginning of every year, you can track requests of each year easily.
Prefix, suffix, and the starting number.
Assets and Workstations.
 
*All supported modules and tabs include User, Technician, Asset, Workstation, License, Agreement, Purchase, Contract, and Custom Modules.
 

Field Encryption

AssetExplorer Cloud supports encryption of data at rest to ensure security to users' confidential information while storing them in the database. When you encrypt an additional field, the data collected in the field will be encrypted and then stored in the database. Only authorized users can decrypt them. Since the information is encrypted at the database level, hackers will be hopeless at accessing them.
To encrypt an additional field, select the Encrypt this field checkbox when you create the field as shown in the following screenshot.
 


Among additional fields across the modules, you can encrypt single-line, multi-line, pick list, phone, and email fields. You can encrypt any number of these supported fields.

  1. You can encrypt a field only when creating it.
  2. Once you encrypt a field, you cannot undo it.

Learn more about data encryption in additional fields.  

Personally Identifiable Information (PII) Marking

Mark additional fields that contain users' personal details as personally identifiable information (PII). When you delete a user, you can effectively anonymize and erase the user's details in all PII fields. This way, you can secure users' information when they leave the organization, as required by privacy guidelines such as the General Data Protection Regulations (GDPR). To mark additional fields as PII, you must first enable the Privacy Settings under Setup > Users & Permissions. (Learn more)
You can mark single-line, multi-line, phone, email, and numeric fields as PII as shown below:

 

- Encrypted field
- PII marked field
 

You can mark a field as PII when creating or editing the field.
Once you mark a field as PII, you can't undo it.

 
Additional fields configured for Asset will be displayed in Workstation forms as well.
 

View Additional Fields

In the additional field list view page, select a module to display the corresponding additional fields.
Filter Additional Fields: Use the filter drop-down at the top-right of the page to filter fields by data type.
Edit/Delete: click beside the field name and select the required option.
 

You cannot edit the field type of an additional field.
When you delete an additional field, it will permanently disappear from the respective forms of modules or tabs.

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