Asset Class UDFs

To add a UDF to an asset class:

1. In the Asset Class field, select the asset class you want to add a UDF to.

   If there are any UDFs created for this asset class, the Current UDFs pane appears. If you select a UDF, you can view the details or edit it.

2. In the New UDF Display Name field, enter a name for the UDF.

   This is the name that will be displayed as a prompt to the user when creating assets of this class.

3. In the Tab Order field, enter a numeric value.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

4. In the Data Type field, select the data type of the value.

   You can select any of the following values:

   • Currency – a monetary value
   • Date – a date value; if selected, a date-selector icon is displayed to the right of the field
   • Hyperlink – an active hyperlink to an external internet address; if selected, both an easily readable display name and a URL can be specified on the asset
   • Number – a whole number numeric value
   • Number, with Decimal – a numeric value that can include a decimal point
   • Text – any type of text value including alphanumeric characters and symbols
   • Text Area – a longer text value displayed as a large field with a scroll bar
   • Yes/No – a drop-down menu containing the values Yes and No

5. In the Max Length field, enter the maximum number of characters that a user can enter into the field.

   If the Hyperlink data type was selected, the Max Length refers to the link display name, not the URL. URL length is only limited by the browser capabilities.

6. In the Drop List Box field, select Yes or No.

   If you select Yes, the UDF will be displayed as a drop-down menu where the user can select a value. If you select No, the UDF will be displayed as a field the user can type into.

   Note:

   Do not set Drop List Box to Yes with the Date or Hyperlink data types. Doing so will override the inherent behavior of the selected data type and convert it to a text string.

7. Click ADD.

   A dialog box opens asking you to confirm your choice.

8. Click OK.

If you defined your UDF as a drop-down menu by setting Drop List Box = Yes, you can specify the values that are included in the drop-down menu. To define UDF drop-down menu values:

1. In the User-Defined Field field, select the UDF you want to define values for.

   The Drop List Values for this UDF pane appears.

2. In the Add Drop List Item field, enter the name of the value.

   This is the value that will be displayed to users.

3. In the Item Value field, enter a numeric value to associate with the item.

   This value is used to associate a numeric value with the display value. For example, you may want to display Small, Medium, and Large to the user, but store 1, 10, and 100 as the value. This field is required, but if you will not use the value, you can enter 0 for all items.

4. In the Tab Order field, enter a numeric value.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

5. Click ADD.

   A dialog box opens asking you to confirm your choice.

6. Click OK.

7. Repeat steps 2 through 6 for each value you want to include.

Asset Class UDFs can be modified. For example, you can change the maximum length or inactivate a field. However, some values cannot be modified; follow these guidelines:

• You cannot change the data type of a UDF once it has been used. If you have created a UDF of an inappropriate type, you should create a new UDF of the appropriate type and inactivate the old UDF.
• If the name of the item is changed, all historical values entered for the UDF remain unchanged, but will be labeled reflecting the new name.
• UDFs that have been used cannot be deleted, they can only be made Inactive.
• If you make a UDF inactive, all historical values entered for the UDF are retained but are not displayed.

To edit an asset class UDF:

1. In User-Defined Field field, select the UDF you want to edit.

   All values defined for the UDF are displayed.

2. Modify any of the following values:

   • Rename UDF – Enter a value to rename the field label.
   • Drop List Box – Select Yes or No. If you change this value from Yes to No, the field will appear as a text field users can type into. The drop-down menu values are hidden, but not deleted. If you change this value from No to Yes, you should then define the drop-down menu values.

   • Data Type – Select a new data type.

     You cannot select a new data type for a UDF that has been used.

   • Tab Order – Specify a new tab order value if you want to change this UDF's display order.
   • Max Length – Specify a new maximum field length. If shortened, previously entered values will be truncated.
   • Status – Select Inactive to inactivate a UDF and prevent it from being displayed to users. You cannot delete a UDF that has been used on an asset, you can only inactivate it.
   • Drop List Values – If your UDF is defined as a drop-down menu, you can modify any of the values by inactivating it, entering a new item name or value, changing the tab order, or deleting it. If you make changes, you must click the UPDATE button.

3. Click UPDATE.

Asset Class UDFs that have not been used can be deleted from the system.

Asset Class UDFs that have been associated with an asset cannot be deleted, but they can be inactivated to prevent users from accessing them.

To delete an Asset Class UDF:

1. In User-Defined Field field, select the UDF you want to delete.

2. Click DELETE.

   A dialog box opens asking you to confirm your choice.

3. Click OK.