Overview

When creating asset types in ReadyWorks, it's important to identify and utilize control lists effectively. Control lists are essentially standardized, predefined sets of values that you can assign to specific fields within your asset records. They help maintain data consistency, prevent errors, and make it easier to report on and automate processes related to your assets.

Example

Imagine you're setting up an asset type called "Computer" to track all the workstations in your organization. As you define the various fields you want to include (like computer name, serial number, purchase date, etc.), you'll likely come across some fields where you want users to select from a standard set of options rather than entering free-form text.

For example, you might have a field called "Operating System" to indicate which OS is running on each computer. Without a control list, users could enter values like "Windows 10," "Win10," "Microsoft Windows 10," etc. This inconsistency would make it harder to report on OS versions later and could introduce errors.

Instead, you'd create a control list asset type called "Operating System" and predefine the allowable values, like "Windows 10," "macOS Catalina," "Ubuntu 20.04," etc. Then, in your "Computer" asset type, you'd add a lookup field that references the "Operating System" control list. This way, when users are creating or editing computer records, they'll be able to select the OS from a dropdown list of approved values, ensuring consistency.

You might set up similar control lists for fields like:

• Computer Status (e.g., "In Use," "In Stock," "Decommissioned")
• Computer Type (e.g., "Desktop," "Laptop," "Tablet")
• Department (e.g., "Sales," "Marketing," "Engineering")
• Location (e.g., "New York Office," "London Office," "Remote")

By using control lists for these types of fields, you make the data input process clearer and more error-proof for your end-users. They don't have to remember the "right" way to enter values; they just select from the predefined options.

Benefits

On the back end, control lists give you a solid foundation for reporting, automation, and integration. You can easily filter and group records by these standardized values, set up rules and workflows based on them, and sync them with other systems without worrying about inconsistent or invalid data.

The key is to identify fields where consistency is important and where there's a finite set of allowable values that aren't likely to change often. You don't want to overuse control lists to the point where they become restrictive or hard to maintain, but judiciously applied, they're a powerful tool for data governance and usability.

Considerations

When you're designing your asset types, think carefully about each field and ask yourself:

• Is this a field where users should be able to enter any value, or should we limit it to a predefined set of options?
• Are there existing lists or categories we can use to populate the control list (e.g., department names from HR, standard computer models from IT)?
• How often are the allowable values likely to change, and what's the process for updating the control list when needed?

By working through these questions and using control lists appropriately, you can create asset types that are intuitive for your users, reliable for reporting and automation, and adaptable to your organization's evolving needs. It's all about striking the right balance between standardization and flexibility, which is key to an efficient, effective asset management system.