Asset class attributes and workflow fields

Asset class attributes and workflow fields in Utility Cloud let you define what information is collected on an asset or during a workflow. You configure these fields in the Asset Class Builder or Workflow Class Builder, and users see them when viewing an asset or completing a workflow report.

Creating a field

To add a new field to an asset class or workflow class:

1. Select the Asset Classes or Workflow Classes tile from the Landing Page or the navigation menu.

2. Enter your search criteria and select the asset class or workflow class you want to edit.

3. Select the plus icon to add a new field. If no fields have been defined yet, select No fields have been defined. Click here to add one.

4. Enter all required settings for the field.

5. Select Save.

The right side of the editor screen is where you configure a field's settings. The left side shows a live preview of how the field will appear when filling out the form.

Fields can be re-arranged by selecting a field and dragging it up or down.

Security Rights Required: View Asset Classes; Edit Asset Classes; OR View Workflows; Edit Workflows

General settings

Every field has the following general settings:

• Title: The name of the field shown to you.

• Type: The field type, which controls what kind of data you can enter. See Field types below.

• Key: A unique identifier for the field. Keys are used to reference this field in expressions, conditional visibility rules, and conditional popup messages.

• Description: Optional additional information displayed as help text below the field title.

• Units: A label for the unit of measurement, such as feet, inches, or gallons.

• Required: When checked, you must enter a value before submitting.

• Active: When unchecked, the field is deactivated and hidden from you. Fields can't be permanently deleted in order to preserve historical data.

• Populate value from previous workflow report: When checked, the field automatically pre-fills with the value you entered for the same field in the most recently completed workflow for this asset.

• Default Value: A value that is pre-filled when the asset or workflow is created. You can change it if needed.

Defaulting to another field's value

To pre-fill a field's default value from another field in the same workflow, the syntax varies by field type:

• Number fields: =KEY

• Multiple Choice fields: [KEY]

Advanced settings

Advanced settings control conditional behavior for a field.

• Use String Literal For Reports: Forces the field to return a string value when used in reports.

• Visibility is Conditional: When checked, the field shows or hides based on conditions you define. See Conditional visibility below.

• Show Conditional Popup Message: When checked, a popup message appears based on conditions you define. Conditional messages use the same syntax as conditional visibility.

Conditional visibility

Use the Visibility is Conditional setting to show or hide a field based on the value of another field. Enter the condition using one of the following formats:

Single value:
KEY=Value
Example: FLOW=Yes

Multiple values (OR logic):
KEY=1~KEY=2~KEY=3

Range or comparison:
Key1<Key2 or Key1>10

Checking if a Multiple Select field contains a value:
KEY contains VALUE
Example: COLOR contains Green

Checking if a Multiple Choice field equals a value:
KEY=VALUE
Example: COLOR=Green

The supported comparison operators are:

Note: Setting a field to Hide When True will always hide it, preventing users from seeing or editing it. This is typically used for expression fields.

Note: When a field is hidden by a conditional visibility rule (other than Hide When True), any value in that field is not saved when the workflow report is submitted.

Field types

Select one of the following field types when creating a field.

Additional Report Emails

Allows you to select one or more email addresses to send a copy of the completed workflow report to. The workflow must have a report associated with it for this field to send an email, and you can configure report association in the Workflow Class Builder.

You can add multiple Additional Report Emails fields to a single workflow to notify different recipients.

Assets

Allows you to select from a list of related assets. You can configure the field to show:

• All child assets of the current asset

• All assets in the same account as the current asset

• All assets that are both in the same account and children of the current asset

Assets fields can be used with triggers to specify which asset receives an update in an Update Other Asset Attribute trigger, or which asset has a work order created against it in a Dynamic Work Order trigger.

Date

Validates that the entered value is a date in MM/DD/YYYY format. You can select a date from a calendar picker.

The Default Value supports the following date shortcuts:

• A specific date. Pre-fills that date when the asset or workflow is created.

• T - pre-fills today's date.

• T+# - pre-fills today's date plus the specified number of days.

• T-# - pre-fills today's date minus the specified number of days.

To add date validation, append a comma and a condition to the default value. If the entered date doesn't meet the condition, you'll see an Invalid Date message. Supported validations: >=T, <=T, >T, <T.

Example: To default to today's date and require the date to be today or earlier, enter T,<=T or T,<T+1.

Datetime

Validates that the entered value includes both a date and time in MM/DD/YYYY HH:MM – AM/PM format.

The Default Value supports:

• A specific datetime. Pre-fills that value when the asset or workflow is created.

• N - pre-fills the current date and time.

Email

Validates that the entered value is in a valid email address format.

Expression

Expressions calculate a value automatically based on other field values or data from previous workflows. They are configured in the Default Value box and evaluated when the workflow report is opened or updated.

Note: Expressions are only evaluated when a record is opened and saved directly in the Workflow Report Editor or Asset Editor. They don't evaluate when records are updated through triggers, imports, Esri syncs, or other automated processes. For this reason, expressions are not recommended for asset class fields.

Expression syntax rules

• [KEY] -resolves to the current value of the workflow field with that key.

• {TOKEN} -resolves a field key or system keyword to its numeric ID. Used when a function needs an ID rather than a value, or to reference system values like {WorkOrderID}.

• (...) -parentheses control order of operations.

Expression functions and keywords

Expression examples

Note: Workflow keys can be found in the Workflow Classes tile on the search results screen, or in the main edit panel of the Workflow Class Builder.

Heading

Displays a title with no input. Use this to separate sections of a long form.

Memo

A multi-line free-text field for longer entries.

Multiple Choice

Allows you to select one option from a dropdown list. The list options come from List Definitions. If your list isn't available, you can create it from this screen. See List definitions for more information.

Multiple Select

Allows you to select one or more options from a dropdown list. List options come from List Definitions. See List definitions for more information.

Number

Validates that the entered value is numeric. You can set the following constraints:

• Min: The minimum allowed value.

• Max: The maximum allowed value.

• Step: The allowed increment (for example, 1 for whole numbers or 0.01 for two decimal places).

If the entered value doesn't meet these constraints, you'll see a validation message.

To set Min, Max, or Step dynamically from another field in the workflow, enter =KEY as the value for that constraint.

Photo

Allows you to upload a photo.

QR Code

Allows you to associate the asset with a QR code for easy identification.

Signature

Allows you to draw a signature directly on the form.

Telephone

Validates that the entered value is a 10-digit phone number in ###-###-#### format.

Text

A single-line free-text field for short entries. Accepts letters, numbers, and punctuation.

Time

Validates that the entered value is a time in HH:MM – AM/PM format.

The Default Value supports:

• A specific time. Pre-fills that value when the asset or workflow is created.

• N - pre-fills the current time.

True/False

Displays a checkbox. Returns true when checked and false when unchecked.

Users

Allows you to select one or more Utility Cloud users.

Hyperlinks

You can include hyperlinks in field descriptions or in the Default Value of a Text type field using the following format:

[link text|URL]

Example: Please visit [Utility Cloud|http://www.utilitycloud.us] for more information.

Description hyperlink: Appears as informational text below the field title.

Default Value hyperlink: Pre-fills in the field when the asset or workflow is created. You can change it if needed.

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