When importing, manually creating assets, or editing assets within iiQ, there are required default fields: Asset Status, Asset Tag, Asset Type, and Model. There are additional default fields that are optional, like Purchase Date, Insurance Expiration Date, Location, etc.
Admins have access to make the additional default fields required when importing, manually creating assets, or editing assets.
Required Fields
From the left navigation, navigate to Admin > Required Fields to access the Required Fields page.
The Required Fields page displays the list of all fields that can be set to Required or Optional by the ON/OFF toggle.
The settings for required fields are unique to each product and must be configured individually for each product. If certain fields were marked as required in Ticketing, they will not automatically be marked as required in Facilities.
Admins cannot change the default required fields; those will be locked.
For example, when creating a new Asset on the Asset Details page, if the Deployed Date and Insurance Expiration Date fields are set as required, it will have a red Asterisk as an indicator. When editing an existing Asset, after the field has been set as required, it will also have a red Asterisk and will be required to be filled out.
There is a Change History section located at the bottom of the Required Fields list and shows edits made to fields. The grid shows the time stamp, who made the change, and whether it was changed from Required to Optional or from Optional to Required. The order of changes is sorted by the most recent changes at the top to the oldest changes at the bottom.
The grid will show all changes made at any one time as part of a single log entry. For example, if 3 changes are made at once, and the save button is only clicked once, that is a single log entry with 1 name, 1 timestamp, and a list of 3 changes made, not 3 separate entries with duplicate data on the name/timestamp.
Required Fields on Asset Import
On the Import Assets page, there is a Required Fields section that shows what fields have been set by the site Admin as required for assets to be populated within this product. This list updates when those fields get updated by the Admin in the Required Fields menu.
If the user tries to import CSV without mapping the required fields, it will show as skipped. Also, if a row does not have data for that required field, it will show as skipped as well.
For example, if the field “Funding Source” is set as required and the data for that field is missing, it will say "Skip Reason: Funding Source is required.” This will not create that asset.
Required Fields and Cloning Assets
If any Asset fields are set to Required, they will be required everywhere a user is creating, editing, or importing assets. The same goes for the process of Cloning an Asset, where the original Asset will have to have all the required fields filled out first before the Cloning process can be successful.
On the Clone modal, the Asset Tag field will always appear and require a unique identifier to create a new asset. The Serial Number field will be optional by default unless it has been marked as a required field.
After filling out the Asset Tag and Serial Number fields and clicking the Update Assets button, the process will be successful if the original Asset has all the required fields filled out.
The cloning process will fail if the required fields are not filled out on the original Asset. The error message will list all the required fields that the user will have to fill out first.
The user cannot clone an asset unless all required fields have been filled out. If the user tries to clone an asset, the system will throw an error stating that some fields are required.
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Hannah Bailey - Director, Customer Engagement