Re-Captioning User Defined Fields (UDFs)

In LLumin CMMS+, you can customize field labels called captions to make your data entry more intuitive. This is especially helpful when using User Defined Fields (UDFs), which allow you to capture custom information that doesn’t have a built-in field.

In this article, we’ll show you how to recaption UDFs across the system or specifically for a given record type (such as an Asset Type or Purchase Order).

What Are UDFs and Recaptioning?

  • User Defined Fields are placeholders you can rename and use when LLumin doesn’t provide a built-in field for a specific piece of data. These fields are disabled by default and won’t appear in the interface until they are recaptioned.
  • Recaptioning means giving the field a new name. Once renamed, it becomes active and available throughout the system for that record type.

Field Types

Each UDF has a field type:

 

  • Text
  • Numeric
  • Date
  • Checkbox
  • Validated List

The icon next to the field in the caption screen will indicate the field type.

Validated Lists

For text fields, you have the option to create a validated list of responses. This restricts user input to a predefined list of options.

Example: For a Vehicle Asset Type, you could recaption a UDF as Fuel Type and define a validated list with options: Diesel, Gasoline, Hybrid, Electric.

 

 

This ensures consistency and prevents errors in data entry.

System-Wide Captions

To apply captions globally across all record types:

  1. Click the gear icon in the upper-right corner of the screen.

     

  2. Select Admin Mode.

     

  3. Go to System-Wide > Captions.

     

  4. On the left-hand side, click one of the available sections (Asset, Work Order, Purchase Order, Vendor, etc.) to locate the field(s) you want to rename.

     

  5. Locate the UDF label (e.g., “User Defined Field 1”) and enter your new caption. 

    Example: In the Purchase Order section, you can rename User Defined Fields 1-2 to more specific names like “Vendor Contact” or “Internal Notes.”

     

  6. Click Save at the top of the screen.

Type-Level Captions (e.g. Asset Types)

In some cases, you might want to recaption a field for a specific type of record rather than applying the change globally across all assets. This allows you to tailor field labels to the context of that specific type.

To caption UDFs specific to a type (such as a specific Asset Type):

  1. Click the gear icon and select Admin Mode.

     

     

  2. Go to Application Setup > Asset & Work Management > Asset Types.

     

     

  3. Use the finder to locate the asset type you want to edit, then click View.

     

  4. Scroll to the Field Configuration card.

     

  5. Click the edit icon next to a User Defined Field.

     

  6. In the popup window:
    • The current system label is shown at the top.
    • Enter your new label in the Recaption field.
    • Use the Security Level dropdown to choose if the field is hidden, required, or editable.

    • Click Save in the popup window.

       

  7. When you’re done, click Save again at the bottom of the screen to finalize changes.

     

To re-caption User Defined Fields on other record types, such as Work Orders or Items, follow the same steps shown above for Asset Types:

  • For Work Orders: Go to Admin Mode > Assets & Work Management > Work Order Type.
  • For Items: Go to Admin Mode > Materials Management > Item Type.

Repeat steps 1–6. The process for re-captioning is the same.