Custom Fields for Assets and Work Orders

What you can add

Every maintenance team tracks something the standard form does not have: a compliance reference, a warranty vendor code, a room type, a contract number. Custom fields let an admin add those to the asset and work order forms directly. Go to Settings, then Custom fields. Only admins can define them; everyone fills them in.

Fields attach to one of two record types, assets or work orders, and come in five shapes:

• Text: free entry, up to 2,000 characters.
• Number.
• Date.
• Yes/no.
• Select: a fixed list of options you supply. Duplicates and blanks are stripped automatically.

Each field also carries a required flag and a sort order that controls where it lands on the form.

The naming rule that matters

When you create a field, Rivolq derives a stable internal key from the label you typed: "Warranty vendor code" becomes warranty_vendor_code. Values are stored against that key on every record. The key is set once and never re-derived. Rename the field later and every existing value stays attached, but only the label changes; exports and integrations keep seeing the original key. So get the label roughly right the first time. You also cannot have two fields with the same name on the same record type; the second one is rejected.

Turning a field off

• Deactivate it: the field stops appearing on forms, existing values stay on the records, and you can switch it back on.
• Delete it: the definition is removed from every form. Values already recorded on assets and work orders are not scrubbed; they simply stop being displayed.

Neither action destroys data, so tidying up your field list cannot lose history.

Designing a field set that survives

• Prefer select over text. "Contract type" as free text gives you Annual, annual, and anual inside a month. A fixed list gives you something you can report on.
• Do not rebuild what already exists. Asset category, criticality, facility, location, and warranty dates are already first-class fields. A custom field that duplicates one splits your data in half.
• Mark few fields required. A required field on the work order form is a required field for a technician standing in front of a broken pump at 2am.
• Ten good fields beat forty. Every field is a question someone has to answer, forever.

Get the standard record right first with how to manage assets step by step, and bring existing field values in through import and export.