A folder’s extra information fields store information about the folder, such as the site’s contact person or inspection date. An attribute defines the field’s name, type and available options. A field row links the attribute to the folder, and the value entered in that row belongs to this folder. Changing the value does not fill in or change the information fields of the Spots in the folder.
Requirements and field structure
You manage these fields in the browser interface, and you need permission to edit the folder. Permission to manage the folder’s attachments alone is not enough. The attribute you need must already exist: adding a field row to a folder does not create a new attribute. If necessary, see creating attributes.
You can select the folder’s fields individually or define them using a device card. Open Assets and content → Folder tree from the menu, click the folder’s name and open the Settings tab on the folder form.
Device card for the extra information fields selects the device card for the folder’s own fields. Below it, Additional fields and values of the folder contains the field rows. This is a separate setting from Device card, which defines the fields of the Spots in the folder.
Add a field and enter a value
When no device card is selected under Device card for the extra information fields, you can add fields individually.
- Select Add new extra field in the extra information fields area.
- Use the row’s Search for additional field selector to search for an attribute by name, then select it from the list.
- Enter a value in the field on the right of the row. The selected attribute determines how you enter the value.
- Add any other fields in the same way.
- Select Save at the bottom of the folder form.
For text and email fields, type a value; for number fields, enter a number; and for date fields, select a date from the calendar. For a drop-down field, use an option defined for the attribute; the options appear in alphanumeric order. A new option typed freely cannot be saved.
For a link field, enter the full address, for example https://example.com. If the address has no protocol, http:// is used by default when saving. An invalid address may prevent saving.
You can leave the value empty. However, select an attribute for every row you want to keep. Simply adding a row or entering a value does not save the information. If you change the attribute of an existing row, also check and re-enter the value before saving.
Change, clear or delete information
Open the same folder and its Settings tab. Change the value of the field you want to edit and select Save. Clearing a value keeps the field row in the folder: the field remains visible with no information entered.
To remove an individually added field completely, click the trash icon on the right of its row and select Save. Removing a saved field also deletes its saved value from this folder. The shared attribute definition and the values in other folders or Spots are preserved.
To discard changes you have made on the form before saving, select Cancel at the bottom. Folder field values do not have a value history or restore function like Spot information fields do. Keep a copy of any value you need before deleting or replacing it.
When fields come from a device card
When a device card is selected under Device card for the extra information fields, you can enter and save values for the fields. The attribute selections are locked, and the button for adding individual rows and the trash icons are hidden. The device card determines the field structure and order.
Selecting or changing the device card adjusts the folder’s fields to match the card. Matching attributes retain their current values, missing fields are added with empty values, and fields that are not included in the card are removed along with their values. Changes to the fields of a shared device card in use also apply to the folders using it. Keep a copy of any information that will be removed before making the change.
Simply clearing the Device card for the extra information fields selection preserves the current fields and values and makes the rows individually editable again. Check the rows and save the change. For instructions on selecting and changing the structure, see using a device card in a folder.
Check the saved result
After saving, reopen the folder and check the field names and values on the Settings tab. Make sure that a cleared field remains and a removed field is gone. Device card changes are also processed in the background: if the field structure does not yet match the selected card, wait for processing and reopen the folder.
On Android and iOS, you can view the saved fields by opening the folder and tapping the Folder details heading or its arrow at the top of the folder view. You cannot manage fields in these information views. Android hides an empty value, while iOS displays it as a dash; the dash is not a value stored in the field. The option to open Folder details is absent if the folder has neither extra information fields nor attachments.
If saving fails, check the reported error, the attribute selections and the drop-down values. If you cannot edit the folder’s information, ask your organisation’s administrator to check your permission to edit the folder.