Space Management - Attributes

Laura CARBO

13 October 2026 07:56

Table of Contents

Custom Attribute Data Types

When creating a custom attribute, you select a Data Type that determines what users can enter and how the field appears in the application. Choose the type that best matches the kind of information you want to capture.

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Note: The Data Type cannot be changed after the attribute has been created.

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Note: The Data Type cannot be changed after the attribute has been created.

Data Type	How it appears in the UI	Use this when you want to capture…
Text	A free-text input field	Any descriptive or reference information, such as a note, a code, or a label. You must set a maximum character length.
Integer	A number input field	Whole numbers only — for example, a headcount target, a floor count, or a quantity.
Decimal	A number input field	Numbers with decimal places — for example, an area measurement, a cost per square metre, or a ratio.
List of Values	A dropdown list	A value selected from a fixed list that you define — for example, a category, a classification, or a status. Each list can contain up to 99 values.
Date	A date picker	A specific calendar date — for example, a lease expiry date or an inspection date.
Date and Time	A date and time picker	A date with a specific time — for example, a scheduled maintenance appointment.
Boolean	A yes / no toggle	A simple yes or no flag — for example, 'Is this space accessible?' or 'Is this room bookable?'

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List of Values — 99 item limit

Each List of Values attribute supports a maximum of 99 items. If you need a longer list, consider breaking it into grouped attributes or consult your administrator for an alternative approach.

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List of Values — 99 item limit

Each List of Values attribute supports a maximum of 99 items. If you need a longer list, consider breaking it into grouped attributes or consult your administrator for an alternative approach.

Mandatory vs Non-Mandatory Attributes

When you create a custom attribute, you decide whether it is mandatory or non-mandatory. This setting controls how the field behaves across the application — not just when the attribute is first created, but also when existing records are edited and when the mandatory setting itself is changed later.

New Value is the field presented to the user when creating or updating a custom attribute. The value entered here is used as the default for any new records created going forward. Users can override this default at any time when creating or editing a record.

Fill Value is the value applied to existing records when a new attribute is added. For mandatory attributes, a Fill Value must be provided to ensure no existing record is left incomplete.

When creating a New Attribute

Scenario	New Value	Fill Value	Existing records updated?
Non-mandatory	Shown, optional	Shown, optional	Only if a Fill Value is provided.
Mandatory	Shown, mandatory	Shown, mandatory	YES &MDASH; ALL EXISTING RECORDS ARE BACKFILLED.

When editing an existing Attribute

Scenario	New Value	Fill Value	Existing records updated?
Non-mandatory	Shown, optional	Hidden	NO
Mandatory	Shown, mandatory	Hidden	NO

When editing other metadata on a record, the Fill Value is not shown. Only the attribute field itself is presented to the user.

When changing the mandatory setting

Scenario	New Value	Fill Value	Existing records updated?
Non-mandatory → Mandatory	Shown, mandatory	Shown, mandatory	YES &MDASH; ALL EXISTING EMPTY RECORDS ARE BACKFILLED.
Mandatory → Non-mandatory	Shown, optional	Hidden	NO

Note

Changing a non-mandatory attribute to mandatory will trigger a backfill of all existing records. Make sure a suitable Fill Value is defined before making this change.

Managing Custom Attributes

To create, edit or delete custom attributes navigate as below.

Info

Navigation:

Settings / Attributes / Select the location class (Region, Site, Building, Floor, Space or Subspace)

Creating a Custom Attribute

Click Add to open the custom attribute form. Complete the following fields:

Field	Description
Name	A descriptive name for the attribute as it will appear in the application.
Field	The internal field identifier for the attribute.
Group	The group this attribute belongs to. Used to organise attributes into sections in the UI.
Data Type	The type of value this attribute accepts. See [Custom Attribute Types] for guidance on choosing the right type.
Mandatory	Set to Yes to make this attribute required on all records. Set to No to make it optional.
New Value	The default value applied to new records going forward. Users can override this when creating or editing a record. Required if the attribute is set to Mandatory.
Fill Value	The value applied to all existing records when the attribute is created. Required if the attribute is set to Mandatory.

Data Type – Additional Fields

Depending on the data type selected, additional fields will appear:

Data Type	Field	Description
Decimal Number / Integer Number	Unit	The unit of measurement — for example, m², kg, or hours.
Decimal Number / Integer Number	Min Value	The minimum value a user can enter.
Decimal Number / Integer Number	Max Value	The maximum value a user can enter.
Decimal Number / Integer Number	Value Limitation	Restricts the range of accepted values. Select one of: Positive, Negative, or Positive & Negative.
List of Values	Text boxes to define List of values	Enter the values that will appear in the dropdown list. You can add, edit, or remove values from the list at any time. Each list supports a maximum of 99 values.
String	Length	The maximum number of characters a user can enter in this field.

Editing a Custom Attribute

Select an existing attribute and click Edit to update its details. Note that the Data Type cannot be changed after the attribute has been created.

Deleting a Custom Attribute

Select an attribute and click Delete to permanently remove it. Deleting a custom attribute will remove it and all its associated data from every record it has been applied to. This action cannot be undone.

Note

Caution: Before deleting a custom attribute, ensure the data it holds is no longer required.

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