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Overview

Asset Types are templates that define what information you collect for each category of items. Think of them as customizable forms - you create one asset type for “Laptops” with fields like Serial Number and RAM, another for “Office Supplies” with fields like Brand and Quantity per Pack.

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Creating an Asset Type

1

Navigate to Asset Types

From your container, click on Asset Types in the navigation.
2

Click Create New

Click the New Asset Type button.
3

Upload an Image

In the image section, upload a representative icon or photo for this type (optional but recommended).
4

Enter Basic Info

In the General Configuration section:
  • Name (required): The category name (e.g., “Laptops”, “Furniture”, “Books”)
  • Serialized Toggle:
    • Turn ON for unique items (each item = 1 quantity)
    • Turn OFF for bulk items where you track quantities
5

Add Custom Fields

In the Specifications section, click Add Field to define what data to collect. See Custom Fields below.
6

Save the Asset Type

Click Create Asset Type to finish.
Choose Serialized Carefully: This setting affects how quantities work. Laptops should be serialized (each one is unique). Pens should be non-serialized (you track them in bulk).

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Custom Fields

Custom fields let you capture specific information unique to each asset type.

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Field Types

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Text

Free-form text entry for names, descriptions, notes, etc. Example uses:
  • Model name
  • Notes
  • Part number

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Number

Numeric values without currency formatting. Example uses:
  • RAM (GB)
  • Screen size (inches)
  • Year manufactured

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Price

Monetary values with currency conversion support. Example uses:
  • Purchase price
  • Market value
  • Replacement cost
Price fields are automatically converted between your display currency and the base currency for storage.

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Date

Date picker for time-based information. Example uses:
  • Purchase date
  • Warranty expiration
  • Last maintenance

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Boolean (Yes/No)

Toggle for true/false properties. Example uses:
  • Under warranty
  • Available for loan
  • Needs repair
Select from predefined options linked to a Data List. Example uses:
  • Manufacturer (from a list of approved vendors)
  • Condition (New, Good, Fair, Poor)
  • Department (HR, IT, Finance)
Dropdowns enforce consistency. Instead of typing “Dell” and “DELL” as separate entries, users select from one standardized list.

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Adding a Custom Field

1

Click Add Field

In the Specifications section, click the Add Field button.
2

Enter Field Name

Give the field a clear, descriptive name (e.g., “Serial Number”, “RAM (GB)”).
3

Select Field Type

Choose from: Text, Number, Price, Date, Boolean, or Dropdown.
4

Configure Options

  • Required: Toggle on to make this field mandatory
  • Countable: Toggle on to enable counting items by this field’s value
  • Summable: (Numbers/Prices only) Toggle on to show sum totals
  • Data List: (Dropdowns only) Select which list provides the options
5

Reorder if Needed

Drag fields to reorder how they appear in the item form.

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Field Properties

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Required

Mark a field as required to ensure data completeness. Users cannot save items without filling in required fields.

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Countable

Countable fields can be used with the counter feature to group and count items by specific values. Example: Mark “Department” as countable, then use the counter to see:
  • 12 items assigned to IT
  • 8 items assigned to HR
  • 5 items assigned to Finance

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Summable

For number and price fields, enabling summable shows totals in the asset list. Example: A summable “Purchase Price” field will show the total value of all items at the bottom of the list.

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Data Lists

Dropdown fields must be linked to a Data List, which is a reusable collection of options. Data Lists are managed at the container level and can be shared across multiple asset types. See Working with Data Lists below.

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Editing Asset Types

1

Navigate to Asset Types

From your container, go to Asset Types and find the one you want to modify.
2

Click the Type Card

Click on the asset type card to view its details.
3

Click Edit

Click the edit icon in the type detail view.
4

Make Changes

Modify the name, image, serialized setting, or custom fields.
5

Save Changes

Click Save to apply your updates.
Impact on Existing Items:
  • Adding fields: New fields appear empty on existing items
  • Removing fields: Data is retained in the database but no longer displayed
  • Changing the serialized setting: Does not affect existing items’ quantities

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Working with Data Lists

Data Lists provide dropdown options and are managed separately from asset types.

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Creating a Data List

1

Go to Container Settings

Navigate to your container’s data lists section (usually in container management).
2

Create New List

Click New Data List and give it a name (e.g., “Computer Manufacturers”).
3

Add Items

Add individual options to the list:
  • Dell
  • HP
  • Lenovo
  • Apple
4

Save the List

Save the data list so it’s available for dropdown fields.

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Using Data Lists in Fields

When creating or editing a dropdown field:
  1. Select Dropdown as the field type
  2. In the Data List selector, choose an existing list
  3. The field will now show those options when creating items
Create data lists before you build asset types with dropdown fields. This makes the setup process smoother.

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Asset Type Images

Adding an image to your asset type helps with visual identification:
  • Accepted formats: JPG, PNG, GIF
  • Display locations: Asset type grid, navigation, item creation
  • Size: Images are automatically resized for optimal performance

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Adding/Replacing Images

  1. Click Add Image in the image section
  2. Select an image file from your device
  3. The image uploads as base64 data
  4. To replace, click Remove Image then add a new one

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Serialized vs. Non-Serialized

This is a key distinction that affects how you track quantities:

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Serialized Items

  • Each item is unique (quantity always = 1)
  • Examples: Laptops, monitors, vehicles, furniture
  • Creating 10 laptops means 10 separate item entries
  • Best for assets you need to track individually

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Non-Serialized Items

  • Items are interchangeable (quantity can be > 1)
  • Examples: Pens, paper, cables, screws
  • Creating one item entry can represent 100 units
  • Best for supplies you track in bulk
When in doubt, choose serialized. It’s easier to track individual items separately than to split a bulk entry later.

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Templates

Asset Types act as templates for creating items. When you click “Create Item” for a specific type, the form automatically includes:
  • All custom fields you defined
  • Appropriate input controls (text boxes, dropdowns, date pickers)
  • Required field validation
  • Field ordering as you configured

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Categories

While Invenicum doesn’t have a separate “category” system, you can organize asset types using:
  • Naming conventions: Group related types with prefixes (e.g., “IT - Laptops”, “IT - Monitors”)
  • Custom fields: Add a “Category” dropdown field to items
  • Multiple types: Create separate types for each category

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Best Practices

Start Simple: Begin with a few basic fields. You can always add more later as you learn what information you actually need.
Use Descriptive Names: Name fields clearly (“RAM (GB)” instead of just “RAM”). This helps anyone using the system.
Leverage Dropdowns: Use dropdowns instead of text fields when you want consistent, standardized data (manufacturers, conditions, departments).
Mark Key Fields as Required: Make essential identification fields (like Serial Number) required to ensure data quality.
Plan Your Data Lists First: Create all your data lists before building asset types. This makes the process much smoother.
Consider Future Needs: Think about what reports you might want to generate later. Add fields that support those use cases.

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Common Questions

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How many custom fields can I add?

There’s no hard limit in the UI, but for practical purposes, keep it under 20 fields per type. Too many fields make item creation cumbersome.

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Can I share custom fields across asset types?

No, custom fields are specific to each asset type. However, you can use the same data lists across multiple types, ensuring consistency.

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What happens if I delete a custom field?

The data is preserved in the database but no longer displayed. If you recreate a field with the same name, existing data won’t automatically reappear (it’s stored by field ID, not name).

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Can I make a field required after items already exist?

Yes, but be aware that existing items may not have that field filled in. You’ll need to edit those items to complete the required field before you can save changes to them.

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How do I change dropdown options after creating items?

Edit the data list to add or remove options. Existing items will keep their selected values even if you remove an option from the list.
  • Managing Items - Create items using your asset types
  • Reports - Generate reports organized by asset type

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