Dynamic Lists, One Source of Truth
Manage buses, radios, vehicles, tablets, checkpoints, and more in one place. Link assets to dropdown fields across all your reports - update once, reflect everywhere.
Assets vs. Hardcoded Dropdown Options
The traditional approach requires manual updates to every form. Assets give you a single source of truth.
| Scenario | Hardcoded Options | With Assets |
|---|---|---|
| Add a new vehicle to 5 reports | Edit each report's dropdown manually | Add once, all 5 reports update |
| Retire an old radio | Find and remove from every form | Set status to Inactive - disappears from all |
| Manage 100+ checkpoints | Unwieldy dropdown in form builder | Dedicated management page with search & bulk ops |
| Track additional info (VIN, serial #) | Not possible with simple dropdowns | Custom fields per asset type |
| Report submission references deleted item | Shows stale/orphaned value | Gracefully shows "Unknown (ID: X)" |
The Bottom Line
Assets turn dropdown maintenance from a per-form chore into a one-time update. Whether you have 5 vehicles or 500 checkpoints, manage them in one place and let linked dropdowns stay current automatically.
Why Use Assets?
Update Once, Reflect Everywhere
Change an asset name or add new items in one place. Every report dropdown linked to that asset type updates automatically - no need to edit each form individually.
Manage Large Lists Easily
Got 50+ checkpoints, vehicles, or equipment items? Assets handle large lists efficiently. Add, remove, or update items without touching your report templates.
Custom Attributes Per Type
Define custom fields for each asset type. Vehicles might have "VIN" and "Year", while Checkpoints have "Building" and "Floor". Your data, your schema.
Status-Based Filtering
Mark assets as Active or Inactive. Dropdowns can filter to show only active items, keeping forms clean and current.
How to Set Up Assets
Create asset types, add items, and link them to your report dropdowns.
Create an Asset Type
Navigate to Assets and click Create Asset Type. Give it a name like "Vehicles", "Checkpoints", or "Radios". This defines what category of items you're managing.
Define Custom Fields (Optional)
Add fields to capture additional data for each asset. For example, vehicles might have "VIN", "Year", and "Color". Checkpoints might have "Building", "Floor", and "Zone".
Supported field types:
Add Asset Items
Click Add Asset and enter each item. For a "Vehicles" type, you might add "Unit 101", "Unit 102", etc. Set status to Active for items that should appear in dropdowns.
Link to Report Dropdown Fields
In the Report Builder, add a Single Select or Multi Select field. In the field settings, enable Link to Asset Type and choose your asset type.
Configuration options:
- Asset Type: Which asset type to pull options from
- Status Filter: Show all items or only active ones
- Display As: Dropdown or checklist
- Sort Order: As entered, A-Z, or Z-A
Done - Dropdowns Stay in Sync
Now any changes to your assets (adding, removing, renaming, changing status) automatically reflect in all linked dropdown fields across your reports. No more manual updates.
Use Status for Temporary Removal
Instead of deleting an asset, set its status to Inactive or Maintenance. This removes it from dropdowns while preserving historical data. Past submissions referencing this asset will still display correctly.
Common Use Cases
See how different organizations use assets to simplify their workflows.
Fleet Vehicles
Manage company cars, trucks, or buses. Add VIN, license plate, and year. Link to inspection forms, mileage logs, and incident reports. When a vehicle is sold, set to Inactive - it disappears from all forms but history is preserved.
Patrol Checkpoints
Define checkpoints with building, floor, and zone. Officers select checkpoints during patrols. Add new checkpoints once, they appear in all checkpoint selection fields. Perfect for security rounds.
Equipment & Devices
Track radios, tablets, phones, and tools. Include serial numbers and assignment info. Use in equipment checkout forms, damage reports, and return logs. Mark items as "Maintenance" when being repaired.
Contractors & Vendors
Maintain a list of approved contractors. Include company name and contact info. Use in work order forms, visitor logs, and inspection sign-offs. Deactivate when contracts end.
Routes & Zones
Define patrol routes, delivery zones, or service areas. Officers select their assigned route at shift start. Add route details like approximate duration or special instructions.
Keys & Access Cards
Track physical keys and access cards. Record key numbers, what they unlock, and current holder. Use in key checkout/return forms and lost key reports. Full audit trail of who had what.
Frequently Asked Questions
Common questions about asset management and dropdown linking.