Adding a UDF to a Work Order Asset - User Defined

Adding a UDF to a Work Order Asset - User Defined

Users can create User Defined Fields (UDFs) that will be specific to each asset on a work order. These UDFs can be configured for all work orders or work orders for a particular department, division, or main task.

Configuring a Work Order Asset UDF

Creating a work order asset UDF in NEXGEN can be done in the User Defined section of the site.
  1. Navigate to the User Defined module.
    1. Click Settings > Setup > User Defined.
  2. Expand User Defined. 
  3. Expand Work Order Asset.
  4. Select the level (department, division, main task) at which you would like to create the UDF.
    1. For example, if you would like this UDF to show up on every work order for the Streets & Traffic department, you would create the UDF at the department level by clicking Streets & Traffic.
  5. Click + Add on the right hand side. 
  6. Fill in the UDF details. 
    1. Name - name of field that is only visible in database; don't use special characters or spaces; Example: a field named Account Number should be written AccountNumber
    2. Caption - name of field that is visible to users
    3. Field Type - see list of field types below
    4. Length - character limit for field; must be a non-zero value even for dropdown and checkbox field types
    5. Data Type - autofills according to field type
    6. Calculation Formula - only used by our development team for calculated fields; not available for use on the UI
    7. Mandatory – user must fill out to save asset record
    8. Editable – user can edit (always check this)
    9. Hidden – field is hidden from the user interface; used by our development team
    10. Show in Search – adds field to search dropdown in Asset Inventory module
    11. Internal – if checked, field will appear in NEXGEN
    12. External – if checked, field will appear in external portals
  7. Click Save.

Field Type Descriptions

Field Type Name

Description

Date Time

Select date from a calendar and time from dropdown in 30 min intervals. User can type to edit more exact time. Time will default to current time if not selected

Date

Allows user to select the date from a calendar.

Time

Allows user to select time from dropdown in 30 min intervals. User can type to edit more exact time.

Textbox

Allows user to type text into box.

Multi Line

A textbox that allows you to type multiple lines of text into a box. User can scroll to view all lines of text. 

List Box

Select criteria from a list of options. Multiple options can be selected at the same time

Drop Down

Select criteria from list of options. Only one option can be selected.

Auto Complete

Allows user to type to filter a list of options.

Checkbox

A box that can be checked or unchecked.

Entering Information into a WO Asset UDF

To edit information onto a work order asset UDF, do so from the Asset zone in a work order.
  1. Open the work order record. 
  2. Scroll to the Assets zone. 
  3. Click the dropdown arrow on the asset and select Edit. 
  4. Any user defined fields will be visible on this screen in an "Edit Asset" pop up. Enter information into the appropriate fields.
  5. Click Save. 






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