Custom fields are attributes you create yourself and add to devices, employees, orders and accessories. Use them to record company-specific data the console does not track by default, and to drive device group rules.
Feature/Functionality
Overview
Custom fields are in beta and are being switched on account by account. If you cannot see them, they are not yet enabled for your organisation: ask your Factorial IT representative.
Every device already comes with standard attributes, such as model, operating system, serial number and assigned employee. A custom field adds one more attribute of your own choosing, for example Department, Asset Tag, Warranty Expiry or Criticality. Once it exists, it works like any built-in attribute: you set a value on each record, and you can view it, edit it and filter by it.
What they are good for:
- Recording data with no built-in home. Asset tags, purchase order numbers, warranty dates, internal cost centres.
- Splitting the fleet your own way. Filter and group devices by your categories, such as Department or Criticality.
- Driving device group rules. Use a field as a condition so devices land in the right device group automatically and get the right profiles and controls.
- Reporting on your own data. Show your attributes next to the standard device data.
Who uses them:
- IT admins who want the fleet to match how the organisation is really structured.
- Asset managers who follow ownership, warranty and lifecycle for each device.
Key concepts
Field. The attribute you define. It has a name, a type (what kind of value it stores) and an applies to scope (which records can hold a value).
Field types. You pick the type when you create the field, and you cannot change it later. Choose the one that fits the data.
| Type | Pick it for | Predefined options? |
|---|---|---|
| Text | Free text, such as a note or an asset tag | No |
| Number | A numeric value, such as a cost or a count | No |
| Date | A date, such as a warranty expiry | No |
| URL | A link, such as a vendor or ticket page | No |
| Checkbox (yes/no) | A yes or no answer, such as Under warranty | No |
| Select (one choice) | A fixed list where each record takes one value, such as Criticality: Low / Medium / High | Yes |
| Multi-select (several choices) | A fixed list where a record can take several values, such as Installed peripherals | Yes |
Options. The fixed choices you define for Select and Multi-select fields. Every other type takes a value typed straight in.
Applies to. The record types that can hold a value for the field: Devices, Employees, Orders and Accessories. You can widen this scope later but never reduce it, so think about it before you save.
Value. What is stored for a field on one record. For example, Department set to Finance on a given laptop. Each record has its own value for every field that applies to it.
How to use
Create a field
- Go to Settings > Custom Fields. The table lists the fields you already have.
- Click Add field and enter a name.
- Choose a type.
- For Select or Multi-select, add the options.
- Set what the field applies to: Devices, Employees, Orders or Accessories.
- Save.
Set a value on a record
- Open the device, employee, order or accessory. Its detail panel (the drawer) opens.
- Find the custom field in the list of attributes.
- Type or choose the value directly in the drawer and save.
Edit a field
Open the field from Settings > Custom Fields. You can:
- Rename it.
- Add options to a Select or Multi-select field.
- Rename options. Records already using that option keep their value; it simply shows the new label.
You cannot change the type, and you cannot reduce what the field applies to.
Filter and segment
- Filter the Devices list by a custom field to find a subset of devices.
- Use a field as a device group rule, so matching devices join the group automatically and get its profiles and controls.
For now, filtering and device group rules only work with Select, Multi-select and Checkbox (yes/no) fields. Text, Number, Date and URL fields cannot be used as filters yet.
Delete a field
Delete a field from Settings > Custom Fields. This only works when it has no related entities.
A related entity is something that relies on the field:
- a saved (custom) view that filters the Devices list by it, or
- a device group that uses it as a filter.
While anything relies on the field, the console blocks the delete to protect those views and groups. A Related entities indicator shows what is using it. Remove the field from those views and device group filters, and the delete becomes available.
Fill fields automatically with AI
You can let Factorial IT fill a field for you instead of typing every value. Write a plain-language instruction on the field once, and the value is filled on each record the field applies to.
AI auto-fill is part of the custom fields beta. It works on Select, Multi-select, Text, Number, Date, URL and Checkbox fields, on every record type the field applies to.
Set up auto-fill
- Go to Settings > Custom Fields and open the field, or create a new one.
- In the field editor, open the Autofill with AI section.
- In Instruction, explain what the field means and how to fill it. Write it as a command, not a description, for example: Return the cost centre matching the owner's team; leave empty if unclear. Maximum 2,000 characters.
- Under Records to fill, choose:
- New records only: only records created from now on are filled. Existing ones stay empty.
- New and existing records: one run on existing records now, then each new record as it is created.
- Turn on Enable AI auto-fill and save. The toggle cannot be switched on until there is an instruction.
The instruction has a second job: it also tells the AI what the field means when you ask about it in chat.
Fill one record on demand
Open the record's drawer, find the field and click Fill with AI. The value appears in place. If the AI cannot work out a value, it leaves the field empty and says so.
Refresh values in bulk
Run the instruction again whenever you like, for instance after improving it.
- On the field, choose Refresh values with AI.
- Under Records to fill, pick the record types to run on.
- Leave Replace values that already exist off to fill empty values only, or turn it on to overwrite values that are already set.
- Click Refresh values. The values are filled in the background.
Replace values that already exist overwrites every set value, including those typed by hand. It cannot be undone. Only use it when the AI result should take priority over current data.
How auto-fill behaves
- Each value is written once. It is not kept in sync. If the record changes later, run Refresh values with AI again.
- Empty values only by default. Records that already have a value are skipped unless Replace values that already exist is on.
- Every value shows where it came from. AI-filled values are labelled AI; values you typed are labelled Manual.
- You can switch it off. Turn off Enable AI auto-fill on the field to stop filling new records.
What is possible today
| You can | You cannot (yet) |
|---|---|
| Create Text, Number, Date, URL, Checkbox, Select and Multi-select fields | Change a field's type after creating it |
| Give two fields the same name | Delete a field still used by a saved view or device group filter |
| Delete a field with no related entities | Delete a single option (delete the whole field if needed) |
| Add and rename options on Select and Multi-select fields | Filter by Text, Date, Number or URL fields |
| Filter and target device groups with Select, Multi-select and Checkbox fields | Reduce what a field applies to |
| Widen what a field applies to | — |
| Apply fields to Devices, Employees, Orders and Accessories | — |
| Edit values directly on a record | — |
| Fill values with AI from an instruction | Keep an AI value in sync (each value is written once) |
| Fill one record on demand or refresh values in bulk | — |
| Overwrite existing values on refresh with Replace values that already exist | — |
Access
Custom fields are managed under Settings > Custom Fields by admins who have access to Settings.
Tips and Best Practices
- Choose the type carefully. It is fixed once the field exists.
- Prefer Select, Multi-select or Checkbox if you want to filter. Those are the only types you can filter by or use in device group rules today.
- Start with a narrow scope. You can widen what a field applies to later, but never reduce it.
- Rename options freely. Records keep their value under the new label.
- Test an AI instruction on one record first. Use Fill with AI before turning on auto-fill for the whole field.
- Be careful with Replace values that already exist. It overwrites manual values with no undo.
Troubleshooting and FAQ
Troubleshooting
- You cannot see custom fields. The beta is not yet enabled for your organisation. Contact your Factorial IT representative.
- The delete option is unavailable. The field has related entities. Check the Related entities indicator and remove the field from those saved views and device group filters first.
- A field does not appear as a filter. Only Select, Multi-select and Checkbox fields can be used as filters right now.
- The Enable AI auto-fill toggle is greyed out. Add an instruction first.
- An AI-filled value is out of date. Auto-fill writes each value once. Run Refresh values with AI to update it.
- Fill with AI left the field empty. The AI could not determine a value. Make the instruction more precise, or enter the value by hand.
FAQ
-
Can I change a field's type later?
No. Delete the field and create a new one with the right type.
-
Do I lose data when I rename an option?
No. Records keep their value and show the new label.
-
Can two fields have the same name?
Yes. Names do not have to be unique.
-
Can I delete a single option?
Not today. You would need to remove the whole field.
-
Will auto-fill overwrite values I typed by hand?
Only if you turn on Replace values that already exist when refreshing. By default it fills empty values only.
-
How do I tell AI values from manual ones?
Each value is labelled AI or Manual.
-
Who can manage custom fields?
Admins with access to Settings.