In day-to-day IT management, it quickly becomes clear that rigid, predefined option lists are no longer sufficient. Every organization describes assets differently, categorizes tickets in its own way, and uses custom names for statuses, types, or priorities. That is why Codenica ITSM + ITAM places a strong emphasis on the ability to define custom option lists, tags, categories, statuses, and dictionaries, tailored to the real way an organization operates. Whether you manage asset management, handle requests in a ticketing system, support users through a help desk or service desk, or create articles in a knowledge base, the ability to configure your own options significantly simplifies daily work and helps maintain data consistency.

In this article, we will show you how to easily:

  • turn any text field in asset management into a dropdown selection list,
  • define custom options and classifications in the ticketing system,
  • configure dictionaries for task statuses, requests, knowledge base solutions, and other system elements.

As a result, Codenica ITSM + ITAM can be adapted both to simple use cases and to more advanced IT processes, without forcing changes to the way your team works.

Dropdown lists in asset management - full control over your data

In asset management, the need for data standardization appears very quickly. Employee statuses, user roles, client types, asset conditions, or custom asset classifications all need to be consistent, readable, and easy to filter. That is why in Codenica ITSM + ITAM every text field can be easily converted into a dropdown selection list, without writing code and without complex configuration.

This applies to all elements managed within asset management, including employees, clients, hardware, software, and any custom asset models. For example, the Status field on an employee or client record can work either as a regular text field or as a dropdown list with predefined options.

In the settings of each text field, there are two independent mechanisms that allow you to build a selection list tailored to how your organization operates:

  • Dynamic options - the system automatically builds a list of values based on data that already exists in the database. When enabled, a list icon appears next to the field, allowing users to select from previously used values. This is ideal in asset management scenarios where data evolves over time but naming consistency must be preserved.
  • Static options - allow you to manually define your own list of values, such as asset statuses or categories. Simply enter the options separated by semicolons, and the field automatically becomes a classic dropdown with only those values available. This gives you full control over what can be stored in asset management.

Both static and dynamic options can be defined in any language, making it possible to create unique dictionaries tailored to your company structure, clients, or operating region. With this configuration, asset management becomes not only clearer and more consistent, but also significantly easier to filter, report on, and automate across IT processes.

IT Manager helper tree - Status field in employee asset management with a dropdown selection list in Codenica ITSM + ITAM

IT Manager helper tree - dropdown field view in asset management. Example of an Employee or Client property where the Status field works as a dropdown list. The user selects one of the available options instead of entering free text, ensuring data consistency across the entire system.

Text field settings with static and dynamic options enabled in asset management in Codenica ITSM + ITAM

To configure the Status field as a dropdown list, go to the property settings for the given data type. The configuration process is very similar regardless of whether you are working with employees, clients, or assets in asset management.

  1. Open the system Settings.
  2. If you are configuring a field for employees or clients, go to the Employees section and click Customize.
  3. If you are configuring a field for assets in asset management, go to Inventory → Assets, then select the specific asset model whose properties you want to modify.
  4. Open the Properties tab, where all available fields for the selected data type are listed.
  5. Find the Status property (or any other text field you want to turn into a dropdown list).
  6. Click the edit button next to the Status property to open its settings.

Statuses, categories, tags, and other options in the ticketing system

In a modern ticketing system, there is no single universal set of statuses, categories, or tags that works for every organization. An internal help desk operates differently than a service desk serving external customers, and IT teams working in an outsourcing or MSP model follow yet another approach. That is why in Codenica ITSM + ITAM, the system user defines all selection options that appear in tickets.

You can independently decide:

  • which statuses a ticket goes through during its lifecycle,
  • which categories describe types of issues or services,
  • which tags are used for additional ticket labeling,
  • which priorities, departments, locations, or other classifications are available in the form.

Each of these options is fully configurable and can be adapted to the processes used in your help desk or service desk. As a result, the ticketing system accurately reflects the real way your team works instead of forcing you to adapt to a rigid tool. Additionally, every category, status, or tag can be color-coded, which significantly improves list readability and makes it easier to quickly assess ticket status. Colors are configured centrally in the system settings - details are described in a separate article: Setting Colors and Icons.

This approach makes the Codenica ticketing system open to virtually any IT process-from a simple internal help desk to an advanced service desk supporting multiple companies and contracts.

Ticket in the Codenica ITSM + ITAM ticketing system with configurable fields: location, department, status, category, and priority

Ticket view in the ticketing system. The ticket form with visible selection fields such as Location, Department, Status, Category, and Priority. All of these options are fully configurable by the help desk and service desk system user, including their names and colors.

Ticket status settings in the Codenica ITSM + ITAM ticketing system with static options defined as a selection list

Status option settings in the ticketing system. The status property edit view with the Static options field highlighted, where ticket statuses are entered manually and separated by semicolons. This is how the ticketing system builds a dropdown selection list available directly in the ticket form.

How to configure statuses and other fields in the ticketing system

Configuration of selection lists in the ticketing system is performed centrally in the settings and works in the same way as the mechanism used in asset management and inventory.

  1. Open the system Settings.
  2. In the Service Desk group, click Tickets.
    If you are configuring other forms such as Changes, Problems, or Releases, select them in the same way from this group.
  3. Go to the Properties tab.
  4. From the list of available fields (over 60 properties for a ticket), find the Status property or another one you want to configure.
  5. In the Static options field, enter your own values separated by semicolons, for example:
    New;In progress;Waiting for customer;Closed
  6. Save the changes and restart the application-from that moment, the statuses will be available as a selection list in the ticket form.

The changes are applied immediately across all ticketing system forms and are effective both in the help desk agent interface and in the service desk client portal.

Statuses, categories, and tags for tasks, notes, requested items, knowledge base solutions, and other elements

The mechanism for defining custom selection lists in Codenica ITSM + ITAM does not stop at asset management and the ticketing system. The same consistent configuration model is also available for other system elements, such as tasks, notes, requests, approvals, confirmations, and articles in the knowledge base. As a result, the entire system - regardless of the module - can operate based on unified, fully configurable dictionaries.

The system administrator decides which statuses, categories, sections, and tags apply in a given area. The system does not impose anything - there are no predefined or “rigid” processes. It is the user who defines what the lifecycle of a task, request, or knowledge base article looks like, adapting it to the real way the team works.

Selection lists can be defined, among others, for:

  • tasks linked to tickets and assets,
  • technical and operational notes,
  • requested items and submissions,
  • approvals and confirmations (for example, equipment handover or task completion),
  • solutions and articles in the knowledge base.

Just like in the ticketing system, each of these options can also be color-coded, which significantly improves readability, makes filtering easier, and allows you to instantly recognize the status of an item in list and detail views.

Global status and category settings for tasks, notes, and requested items in Codenica ITSM + ITAM

Global statuses and categories in system settings. View of the Global group, where statuses and categories are defined and reused by tasks, notes, requested items, approvals, and confirmations. One central configuration ensures consistency across the entire system.

Static status options for tasks and requested items in Codenica ITSM + ITAM settings

Status configuration for tasks and requested items. Example of a configuration control where the administrator defines a custom list of statuses by entering them as static options separated by semicolons. Once defined, these values immediately become a dropdown selection list available in task and requested item forms.

For articles in the knowledge base, a separate settings group is available. By navigating to Service Desk → Solutions, you can define custom categories, sections, and tags for articles. This allows you to build a clear, logical knowledge structure tailored to customers, employees, departments, or the types of issues being addressed.

Summary

The custom option list mechanism in Codenica ITSM + ITAM was designed as a foundation of the entire system, not as an add-on for a single module. The same configuration principles apply to asset management and inventory, the ticketing system used for help desk and service desk operations, as well as tasks, requests, notes, and the knowledge base. As a result, users work within one consistent environment, regardless of which area of the system they are using. You decide which statuses, categories, tags, sections, and classifications exist in the system. There are no imposed schemas, closed dictionaries, or rigid processes. You can accurately reflect the exact working model used in your organization. Thanks to the ability to define both static and dynamic options, as well as assign colors to them, data remains clear, consistent, and easy to analyze.