Prerequisites
You need Manager or Administrator level access to IT Glue.
You can use the list views in Global > Assets to see how your data looks before you change anything.
Run a backup (Account > Export Data) before deleting anything, so that you have a place to roll back to if something goes wrong.
Instructions
Editing a flexible asset type
Adding new fields to an existing flexible asset type will make the new field available when editing existing flexible asset records. If the new field is created as a required field, then any future edits to associated flexible asset records can't be saved unless this field is completed. There are several kinds of fields available. For more information, see Flexible asset field definitions.
Removing fields from an existing flexible asset type will destroy the data across all existing flexible asset records. A revision or restore point will not be created, which means you can't get the data back if you change your mind.
Keep in mind that once a field is in use, editing the "kind" attribute will be disabled. Also, if you edit a drop-down field to remove an option, the associated flexible asset records will continue to have that option selected until you edit and save them with a different option selected.
Navigate to Account > Flexible Asset Types.
In the displayed list of flexible asset types, find the one you want to edit and click the pencil icon.
Make any edits you want.
To add a new field, scroll down and click + New field button. Give the new field a name and choose the field's kind and other attributes.
To delete a field, click the Remove button.
Warning. You'll know which fields are in use because the kind will be grayed out. If you delete any of these fields from your flexible asset type, this will remove the field and also delete any data entered in that field in the respective flexible asset records.
Drag and drop the fields to change their order, if needed.
Click Save.
Deleting a flexible asset type
A flexible asset type can't be deleted without first deleting the associated flexible asset records across all client organizations. Then it's just a matter of clicking a button to completely remove the flexible asset type from your account.
Click Account from the top navigation bar.
Click Flexible Asset Types from the sidebar.
In the displayed list of flexible asset types, find the one you want to delete and click the garbage can icon to the right of its name.
Disabling a flexible asset type
A flexible asset type can be disabled to keep it from being available in the Organizations sidebar or in Global list view. However, any existing flexible asset records created with that flexible asset type will continue to be searchable and displayed as related items/tags.
Click Account from the top navigation bar.
Click Flexible Asset Types from the sidebar.
In the displayed list of flexible asset types, find the one you want to disable and click the pencil icon to the right of its name.
Deselect the Enabled checkbox.
Click Save.
Enabling a flexible asset type
Click Account from the top navigation bar.
Click Flexible Asset Types from the sidebar.
In the displayed list of flexible asset types, find the one you want to enable and click the pencil icon to the right of its name.
Select the Enabled checkbox.
Click Save.
At this stage, you may want to check your Organization sidebar settings. Navigate to Account > Settings > Customize Sidebar, and then drag and drop your flexible asset type into position in the left column.
Common Questions
How do we mark a flexible asset record inactive? For example, if we renew a license, we want to keep the old information available and then enter a new license with a new purchase and renewal date.
Generally speaking, you will want to overwrite your existing licenses as they are renewed. With revisions on flexible assets, you can always check the revision history to see previous versions of a license.
If you are not renewing the license, you could edit your flexible asset fields to create a new "Expired On" date field plus an option for a checkbox or drop-down that asks "is the license active." This will make it obvious that the license is expired, and also the date won't show up in the Global > Expirations list view (as long as your new date field has no Expiration attribute). You can also sort these columns to see just the unexpired licenses. You can export this information too, if needed.
