Creating Valid Field Entries with SmartLists

How can I make sure that assets use only valid list entries?

You can create valid entries for your assets' general information fields. A list of valid entries for an asset is called a SmartList. After you've created a SmartList for a field, a user can simply select an option from the available list, rather than having to manually enter the data in the field. In addition to saving data entry time, SmartLists also ensure consistency.

Creating a SmartList does not necessarily eliminate a user’s ability to add an entry to a field that is not currently on the SmartList. You control the ability or inability to perform such an action in the SmartList Manager window.

Another useful feature in the SmartList Manager window is the Fill button. The Fill button adds every previously entered unique value in a selected field to a SmartList. Although this is an extremely powerful feature, it is not appropriate for all situations.

You can copy SmartLists from one company to another by using the Copy Setup feature in the Edit Company window.

Before creating your first SmartList, make sure you read Understanding Asset Fields and SmartLists.

To create asset SmartLists

1. Select Customize/Customize Fields from the menu bar. The system displays the Customize Fields window.
2. From the list, select the field for which you want to create a SmartList, then select the Activate SmartList check box.
3. Select the SmartList Manager button. The system displays the SmartList Manager window.
4. Complete the SmartList Manager window to build the list of valid entries for the selected field, then select the Close button. The system returns to the Customize Fields window.
5. Select OK to exit the Customize Fields window.