Using Custom Fields

No two collectors track exactly the same data. Custom fields let you add your own attributes to RailScanPro items without waiting for a feature request.

Creating a Custom Field

1. Go to Settings → Custom Fields → New Field
2. Choose a Field Type:
   • Text — short text (manufacturer contact, provenance note)
   • Number — weights, DCC addresses, prices
   • Date — last serviced, purchase date if you want a separate field
   • Yes/No (toggle) — DCC installed?, Sound-equipped?, Weathered?
   • Dropdown — pick from a list you define (e.g., decoder brand: Soundtraxx, ESU, Digitrax, TCS)
   • URL — link to the manufacturer page, a forum thread, or a how-to video
3. Name the field and optionally give it a description
4. Choose which item category it applies to (all items, locomotives only, freight cars only, etc.)
5. Mark it Required if you want a warning when it's blank on new items
6. Save

The field now appears on every item of the matching category, both in the detail view and the edit form.

Common Custom Field Ideas

For Locomotive Operators

• DCC Address (Number) — the programming track address for this loco
• Decoder Brand (Dropdown) — Soundtraxx, ESU LokSound, Digitrax, TCS, NCE
• Motor Type (Text) — can-motor, coreless, flywheel
• Traction Tires (Yes/No) — affects consist behavior
• Last Lubed (Date) — maintenance reminder

For Collectors and Value Trackers

• Purchase Source (Text) — Walthers, eBay, train show, estate sale
• Certificate/COA Number (Text) — for brass or limited editions
• Provenance (Text) — "From the John Smith Collection, 2023"
• Appraised Value (Number) — separate from the system valuation

For Clubs and Museums

• Owner Member (Text) — whose personal equipment is on loan
• Loan Date (Date) — when borrowed equipment was checked out
• Accession Number (Text) — museum-style tracking number
• Condition Grade (Dropdown) — museum-standard grades A through F

Bulk Editing Custom Fields

To fill in a custom field for many items at once:

1. Select items in Asset Management
2. Click Actions → Bulk Edit
3. Find your custom field in the list
4. Set the value — it's applied to all selected items

Including Custom Fields in Exports

Custom fields appear as additional columns in CSV and Excel exports. Go to Asset Management → Export → Column Picker to choose which custom fields to include.

Next Steps

• Exporting Your Data — include custom fields in backups
• Organizing Your Collections — filter by custom field values