Custom Fields and Capabilities

Custom fields & capabilities

Gubbins' built-in fields cover the basics, but every collection has its own attributes. Custom fields and capabilities let you record — and search on — exactly the properties that matter to your inventory.

Where to find it: the Classification tab of an item's details, once the Custom fields & capabilities capability is enabled (Modular UI).

Custom fields

A custom field adds your own labelled value to an item — Voltage, Material, Location code, Author, whatever your domain needs. Custom fields are typically defined per category, so every item in that category shares the same set.

You can search on them with the field: prefix:

field:material=steel

💡 Tip Because custom fields hang off a category, setting a category up once gives every item in it the right fields automatically — no need to re-add them item by item.

One field, shared everywhere

A field is identified by its name. If two categories both define Manufacturer, they are the same field — not two fields that happen to look alike. That's what lets a value set on a location reach items in either category, and it means renaming Manufacturer to Brand renames it everywhere at once.

Two consequences worth knowing:

• You can't define the same name twice with different types — if Rating already exists as a text field, adding a number field called Rating is refused. Pick a different name.
• Changing a field's type is only allowed while a single category uses it. If others share it, Gubbins refuses rather than silently reinterpreting the values stored under them.

Whether a field is required, its default value and its position stay per-category — so Manufacturer can be required for Power tools and optional for Spares.

Inheriting a value from a location

Instead of typing the same value onto every item in a drawer, you can set it once on the location and let the items take it.

Open a location's Edit dialog and find Inheritable fields. Add a field, give it a value, and tick Offer to items here. Any item in that location — or in any location nested inside it — can then pick up that value.

On the item, the field grows a small chooser above it:

• Inherit — value (from location) — take the location's value.
• Set a value for this item — enter your own, exactly as before.

Inheriting is opt-in per item and per field: nothing changes on existing items until you choose it. The chooser only appears when a location above the item actually offers that field.

💡 Tip Inherited values are live. Change the value on the location and every item inheriting it follows immediately — no re-editing. Move an item to a different location and it picks up that location's value instead.

When locations are nested, the nearest one wins: if Workshop offers Manufacturer = Ryobi and Workshop → Cabinet A offers Makita, an item in Cabinet A inherits Makita.

Inherited values behave like any other for search — field:manufacturer=ryobi finds items that inherit Ryobi just as it finds items that store it.

ℹ️ Note Ticking Offer to items here is deliberately separate from setting the value. A location can record a detail about itself — a shelf's load rating, a room's humidity — without every item inside quietly adopting it.

If a location stops offering a field (you untick the box, clear the value, or move the item elsewhere), items that were inheriting fall back to the category default. Your choice to inherit is remembered, so restoring the value on the location restores the inheritance too.

Adding a field note

When you define a custom field you can give it an optional Description — a short note about what the field is for. If you fill it in, an (i) info badge appears next to that field on every item in the category; hovering or focusing it shows your note. It's the ideal place for a reminder such as where to read the value from, which units to use, or a link to a reference. The note supports Markdown, and leaving it blank simply hides the badge.

Starting from a preset

Rather than adding fields one at a time, the category manager's Add from a preset picker creates a ready-made category with a curated set of custom fields already attached — covering maker and hobbyist staples like Battery, Cable, Electronic component, Fastener, 3D Filament, Fabric, Paint, Adhesive and Model kit, plus a large library of collector staples spanning cards and coins (Trading card, Baseball cards, Magic: The Gathering cards, Coin, Banknote), media (Book, Vinyl record, DVDs, Blu-rays, Video games (physical), Vintage movie posters), timepieces and jewellery (Luxury watches, Mechanical wrist watches, Handbags, Gold & silver bullion), toys and figures (Action figures, Funko Pop figures, LEGO sets, Die-cast model cars, Warhammer & tabletop gaming miniatures), and antiques and curios (Antique furniture, Porcelain & fine ceramics, Vintage cameras, Fountain pens, Stamps, Postcards) — among many others. Pick one, then rename, extend or trim its fields to match your own inventory.

The picker is organised for browsing: sections down the left-hand side — Workshop, Electronics, Household, Crafts & hobbies, Media and Collectibles, plus All presets for the whole library at once — and, on the right, the presets of the chosen section. Each preset shows its name, a one-line description and a sample of the custom fields it creates, so you can see what you're getting before you add it.

A search box above the sections filters the library as you type, matching preset names, descriptions and field names alike — so isbn finds the Book preset and expiry finds Food and Adhesive. While you're searching, each section shows how many of its presets match. Press the ✕ button — or Escape while typing in the search box — to clear the search; pressing Escape anywhere else (or with the search box empty) closes the picker.

ℹ️ Note A preset whose category already exists is marked Added and can't be imported twice, so there's no risk of duplicates.

Giving a category a glyph

A category can carry an optional glyph — a single emoji such as 🔋 for batteries, 📖 for books or 🛠️ for tools. Open Categories & schemas, pick the category, and use the Glyph field to choose one; the built-in presets each come with a fitting glyph already set.

When a category has a glyph, every item in it shows that glyph as a large, faint greyscale watermark in the bottom-right corner of its card in the Visual view — a quick at-a-glance cue for what kind of thing each card is. The watermark is always drawn in greyscale at a low opacity, so it reads as a background texture rather than competing with the item's details.

Choosing a glyph opens a glyph browser: a list of groups down the left (Smileys, People, Animals & nature, Food & drink, Objects, Symbols and more) with a search box above them that filters every glyph as you type — search by name or by what it means (car, screw, battery). The grid on the right shows the chosen group, or your search matches. Pick a glyph with the mouse, or move through the grid with the arrow keys and press Enter; press Escape to clear the search, or again to close. The browser can be resized by dragging its corner, and it remembers the size you set.

💡 Tip Prefer a cleaner grid? Turn all category watermarks off in one place under Settings → Item cards → Category watermarks — that hides every watermark without clearing any category's glyph, so you can switch them back on any time.

Capabilities

A capability is a weighted attribute — a property an item has, optionally with a numeric value. Think waterproof, voltage = 3.3, torque = 40. Capabilities power Gubbins' smartest searches:

• Presence — "items that are waterproof" (cap:waterproof).
• Comparison — "items with voltage over 3.3" (cap:voltage>3.3).
• Best-match ranking — when several items match, the ones whose capability is a better fit rank first, so the closest match rises to the top.

💡 Tip Capabilities are ideal for "find me something that can do X" searches — the part with enough current rating, the tool with the right reach. Give the capability a value and let ranking surface the best option.

Custom fields vs capabilities

ℹ️ Note

• A custom field records a fact about an item you want to store and display (Material = steel).
• A capability describes what an item can do and is built for ranked, comparative search (voltage ≥ 3.3).

Many items need only one or the other; use whichever matches how you'll look things up.

Related pages

• Search overview and Text query syntax — searching on fields and capabilities.
• Items — categories and the rest of an item's data.
• Tags, attachments & related items — the other Classification-tab tools.