Label Schema
A label schema is the expected format of a unique asset label within Assets | Lapine Studios. Within Assets, no two assets should have the same label within a company. This is prevented by requiring at least one of two enforced unique numbers within the Assets: the respective template index or the company asset index.
Company management, including setting the label schema, is only permitted to users with the Company Owner or Company Write roles.
Examples of Assets Labels
The following table shows examples of labels that can be generated by Assets, and their configuration within a label schema.
| Label Schema | Inventory Label | Template Label | Company Index | Template Index | Generated Label |
|---|---|---|---|---|---|
| {AT_SH}-{AT_ID} | Sales | PHN | 33 | 12 | PHN-12 |
| {IN_SH}:{AT_SH}:{AT_ID} | Sales | PHN | 33 | 12 | Sales:PHN:12 |
| {CM_SH}-{AS_ID} | Sales | PHN | 33 | 12 | BWC-33 |
| {CM_SH}{AT_SH}{AT_ID} | Sales | PHN | 33 | 12 | BWC_PHN_12 |
| {CM_SH}-{IN_SH}-{AT_SH}-{AT_ID} | Sales | PHN | 33 | 12 | BWC-Sales-PHN-12 |
| {CM_NM} {IN_SH} {AS_ID} | Sales | PHN | 33 | 12 | Bunny Widgets Co Sales 33 |
| ASSET:{AS_ID} | Sales | PHN | 33 | 12 | ASSET:33 |
| DEP:{IN_SH} NUM:{AS_ID} | Sales | PHN | 33 | 12 | DEP:Sales NUM:33 |
| {IN_SH} {AT_ID} ({AT_NM}) | Sales | PHN | 33 | 12 | Sales 12 (Phone) |
| {IN_SH} {AT_NM} ({AT_ID}) | Sales | PHN | 33 | 12 | Sales Phone (12) |
Recommended Configurations
We strongly recommend that you create a new, different schema to any existing asset labelling schema you are using prior to migrating to Assets. This will largely mitigate the risk of conflicting records between Assets and any previous asset management system.
Assets makes the assurance that assets generated within Assets will never collide; however, when importing assets with a label schema that collides with the Assets internal label schema, it may be possible to create collisons. See How to Import Assets on guidance on how to avoid this. Assets imported with a label that do not provide the necessary fields for correct assignment in an asset template with a valid index will be marked as a custom label.
Label Schema Components
The following components may be used to generate a label schema.
| Component | Expansion |
|---|---|
| {CM_NM} | The company's name |
| {CM_SH} | The company's short name |
| {IN_NM} | The inventory name the asset is in at the time of generation |
| {IN_SH} | The label/short name of the inventory the asset is in at the time of generation |
| {AT_NM} | The asset template name |
| {AT_SH} | The asset template label/short name |
| {AS_NM} | The asset name |
| {YY} | Year digits at the time of generation. Regenerating the label may invalidate this field. |
| {YYYY} | Year digits at the time of generation. Regenerating the label may invalidate this field. |
Required Fields
Either of the following components are mandatory in the label schema. If the template index is used, the template name or label must also be present in the asset label schema. This is to prevent collisions where the asset template index is used without a reference to the template; which may allow for collisions where the template index aligns for multiple assets.
| Component | Expansion |
|---|---|
| {AT_ID} | The unique asset template index (Requires either of {AT_NM} or {AT_SH}) |
| {AS_ID} | The unique asset index |
Deciding on a Label Schema
The only requirements for a label schema are that it contains either of the codes '{AT_ID}' for Asset Template Index or '{AS_ID}' for the asset's unique index within the company. The asset template index may be used to make more logically sensible labels, whereas the company unique asset index will be more generally durable. If your organisation's assets will never change from one category of asset to another, you may use either. If your organisation's use case suits assets changing from one template to another, you may find it more beneficial to use the company unique asset index, as this will not require regenerating the label should the asset change its template.
Label Schema Guides
How to Change the Label Schema
The following steps walk through updating the label schema:
- Navigate to the 'Manage' page.
- Enter a new label schema into the 'Label scheme' field.
- Click on the 'Submit changes' button.