Tags or custom fields for server inventory?

Use tags when categories are flexible

Tags are useful for cross-cutting labels: production, customer-a, nginx, or needs-review. A server can carry several tags, and you can add a new one without changing your inventory structure.

Use a field when the meaning is stable

Choose a dedicated field when a value answers the same question for many records. Examples include Cloud Provider, Region, Operating System, Project, Environment, Owner, Service, and Domain. Consistent fields make it easier to notice missing values and compare records.

Keep the model small at first

Start with IP Address and Ports, then add Tags for flexible grouping. Add a field only when you repeatedly search, sort, or compare that kind of information. Avoid duplicating the same value in both Tags and a field unless the two labels serve different purposes.

Fields are not a place for secrets

Do not store passwords, private keys, access tokens, recovery codes, or other credentials in tags, notes, or custom fields. Use a dedicated secrets manager and link to the approved record only when appropriate.

ITGLA supports tags and custom columns in its local-first desktop inventory. You can also map fields when importing a spreadsheet.