User Defined Info Subtask

Use the optional fields on this screen to enter, edit, or view template defaults, as applicable, for the special-purpose user-defined data fields. You can enter four types of optional user-defined information:

• Date
• Numeric
• Text
• Validated Text

Use these fields to record additional information that may be specific to your company for which there are no system-defined standard fields with the desired terminology. The primary advantage in using validated text data lies in the consistency of the entry format and the subsequent ability to print reports that use this consistent data format. When you set up validated text, you can define your own valid entries or you can select a field from an existing Costpoint table as the source for data validation.

Before you can enter user-defined data in this subtask, you must first initialize the user-defined label information on the Manage Asset Master User-Defined Labels screen. Setup includes the label type, the label name, the sequence number that controls the order of the label display, a short description for the label, and whether data entry for the label should be required entry. If you designate that none of these labels are required, user-defined data entry in this subtask is optional. You can also designate during setup whether the label should accommodate validated text or access the designated field from the selected Costpoint validation table; if you have selected the validated text option for the label, you must also establish the data to be validated against.

You can enter and edit data in this subtask at any time after you have established the label initialization data on the Manage Asset Master User-Defined Labels screen. Although you can change the information in this subtask at any time, use caution in the timing of your data edits, which may affect the types of records included in system-generated and/or user-defined reports.

Note: As with all dependent data tables within Costpoint, you cannot delete a label from a row on the Manage Asset Master User-Defined Labels screen if user-defined data for the label currently exists in an Asset Master or Asset Template record.

If you have used a template to "import" data into an Asset Master record and you later make a change to a template data field, the data change will not automatically be copied to the Asset Master record without user intervention. In this circumstance, you will need to go back into the Manage Asset Master Information screen and tab through the Template No/Rev No fields to re-import revised data from the template. Alternately, you can also create a new template or the same template with an appropriate revision number that incorporates the change. Or you can bypass the template record and manually make the desired change directly in the Asset Master record.

Table Window

You must first set up user-defined labels on the Manage Asset Master User-Defined Labels screen. The label names from that screen automatically display in this table window along with the short help description.

You can enter or edit data for each label that displays in this table window, as desired. Certain conditions prevail:

• If a label has been set as required, you must enter data for that label.
• If a label has been set up to use validated text, you must select from user-defined validated text data that displays when you click.
• If a label has been set up to validate against Costpoint data, you must select from the data that displays when you click .

For a new template, the system displays your entry (or blanks if you have not yet determined the template identifier) in the Template No and Rev No fields, as applicable, before you save the template record.

For an existing template, the previously-saved data from the Template No and Rev No fields, as applicable, automatically displays and cannot be changed. Since these are key data fields, they are non-editable. If you must establish a different identifier, you can delete an existing template and add a new one with the desired identifier (or use the Clone process) to accomplish this task.

Field	Description
Data Type	This field is not available for user entry. The system automatically displays the data type you specified for the label on the Manage Asset Master User-Defined Labels screen. The data types available for setup are: D — Date N — Numeric T — Text
Labels	This field is not available for user entry. The system automatically displays the label name you specified on the Manage Asset Master User-Defined Labels in the designated sequence order.
Text Value	If the label has been set up as type T (Text) on the Manage Asset Master User-Defined Labels screen and the label does not require validated data, enter the text value for a new asset record. For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as Required, you can edit data that displays in this column for an existing asset or add new data to a previously blank column, as desired. You can enter text data of your choice for a label (that is not system-validated) if all of the following conditions are present: If the Validated Text column for this row displays N The Costpoint Validation Field column is empty The Required column displays N Although only a single character entered in this column fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data, because your entry will display in the Asset Master record and in reports that use this field, as applicable. If the Required field for this row displays Y, the system requires data for this row before you can save the asset template. The user-defined text label may have been set up to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen: If the Validated Text column for this label displays Y, you must select data from the validated data that you previously entered for this label. Click to select the validated data options that you have established for this label. If a Costpoint field name displays in the Costpoint Validation Field column, you must select data from the validated entries that display when you click of the Text Value field.
Numeric Value	If the label has been set up as type N (Numeric) on the Manage Asset Master User-Defined Labels screen for a new asset record, enter the user-defined data in numeric format. If the Required column for the row displays Y, you must enter numeric data in this field before you can save the asset record. Although only a single numeric character entered in this field fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data because your entry will display in the Asset Master record as well as in reports that use this field. For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as Required, you can add new data to a previously blank field, as desired. You can enter numeric data of your choice for a label (that is not system-validated), if the following conditions are present: The Validated Text column for this row displays N The Costpoint Validation Field column is empty The Required column displays N If the Required field for this row displays Y, the system requires data for this row before you can save the asset template. The user-defined text label may have been set up to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen: If the Validated Text column for this label displays Y, you must select data from the validated data that you previously entered for this label. Click to select from the options that you have established for this label. If a Costpoint field name displays in the Costpoint Validation Field column, you must select data from the validated entries that display when you click .
Date Value	If the label has been set up as type D (Date) on the Manage Asset Master User-Defined Labels screen, for a new asset record enter, enter, or click to select, the user-defined date in date format. If the Required field for the row displays Y, you must enter a date in this field before you can save the asset record. For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as Required, you can add new data to a previously blank field, as desired. You can enter the date of your choice for a label (that is not system-validated), if the following conditions are present: The Validated Text column for this row displays N The Costpoint Validation Field column is empty The Required column displays N Although only a valid date entered in this column fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data, because your entry will display in the Asset Master record and in reports that use this field. If the Required field for this row displays Y, the system requires a date for this row before you can save the asset template. The user-defined text label may have been set up to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen: If the Validated Text column for this label displays Y, you must select data from the validated data that you previously entered for this label. Click to display the validated data options that you have established for this label. If a Costpoint field name displays in the Costpoint Validation Field column, you must select data from the validated entries that display when you click .
Costpoint Validation Field	You may have set up a user-defined text label to accept validated data only. In this circumstance, one of two available sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen. If a Costpoint field name displays in this column, you must select data from the validated entries that display when you click .This column is not available for user entry because it automatically displays the Costpoint field name selected on the Manage User-Defined Labels screen against which the data will be validated. If this column is blank and the Validated Text column for this label displays Y, you must select data from the validated data that you previously entered for this label. Click to display the validated data options that you have established for this label.
Validated Text	A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen. If this column for this label displays Y, you must select data from the validated data that you previously entered for this label. Click to display the validated data options that you have established for this label. This column is not available for user entry because it automatically displays the Y or N parameter set up for the label on the Manage User-Defined Labels screen. If a Costpoint field name displays in the Costpoint Validation Field column and this column displays N for this label, you must select data from the validated entries that display when you click .
Required	This column is not available for user entry because it automatically displays Y or N which was set up for the label on the Manage User-Defined Labels screen. If Y displays in this column for the label, you must enter data in the Text Value, Numeric Value or Date Value column for this row before you can save the asset template. If N displays in this column for the label, data entry is not required before saving the record. Although only a single character entered in the Text Value or Numeric Value columns fulfill the system requirement for data entry for non-validated labels that are types N and T, you will find it more beneficial to supply meaningful data, because your entry will display in Asset Template records, Asset Master records, and in reports that use this field, as applicable.
Autoload	Click this button to load the user-defined data into this subtask screen, where it can be edited or viewed subject to system rules.