Records

Overview

The Records page is where submitted form entries are collected and managed. Whenever someone fills out and submits a form template, the result is saved here as a record with its own unique record number. From this page you can browse everything that has been submitted, search for a specific entry, open a record to read its contents, and move records through their approval status.

Records are useful as a running log of completed forms — for example, utility checklists and standalone forms your team submits day to day. Each record keeps the answers exactly as they were entered, so the page acts as a permanent reference of what was recorded and by whom.

Key concepts

Every record carries a few core pieces of information that you will see in the table and the preview panel.

Field	What it means
Record #	The unique, auto-generated identifier for the record (for example ABC-QUAL-0001). It combines the form template code, the document type, and a sequential number.
Document Type	The category the record belongs to, shown as a colored badge.
Status	Where the record sits in its lifecycle (see below).
Created By	The user who submitted the record.
Created	The date the record was submitted.

Record statuses

A record's status controls how it is treated and which actions are available. Statuses are shown as colored badges in the Status column.

Status	Badge	Meaning
Draft	Gray	The record has been submitted but not yet approved. It can still be approved.
Approved	Green	The record has been reviewed and approved. It can be returned to Draft if needed.
Deleted	Red	The record has been removed and no longer appears in the active list.

How to view and search records

1. Open the Records page from the navigation menu.
2. The table lists all submitted records, with the newest shown first.
3. To find a specific record, type into the Search records... box at the top of the table. The list filters as you type, matching against the record number.
4. Clear the search box to return to the full list.

note

The search box matches on the record number. To narrow results, enter all or part of the record number you are looking for.

How to preview a record

1. In the table, click anywhere on a record's row.
2. A preview panel slides in from the right, showing the record's title and all of its submitted answers laid out as the original form.
3. The preview is read-only — it is for reviewing the entry, not editing it.
4. Click the close control to dismiss the panel and return to the list.

How to approve a record

1. Find the record you want to approve. It must currently be in Draft status.
2. In the Actions column at the right of its row, open the actions menu.
3. Choose Approve.
4. The record's status badge changes to Approved (green).

How to return an approved record to Draft

1. Find an Approved record in the table.
2. Open the actions menu in the Actions column.
3. Choose Unapprove.
4. The record returns to Draft status, where it can be reviewed and approved again.

How to add a record

If you have permission to create records, an Add Record button appears at the top right of the page.

1. Click Add Record.
2. Choose a form template from the list. Use the search box to filter templates by title or code.
3. Fill in the form fields. For standalone records, select the required Document Type.
4. Click Save Record to submit. A confirmation appears with the new record number.

tip

A new record number is assigned automatically when you save, using the template code and document type. You do not need to enter or track record numbers yourself.

How to delete a record

1. Locate the record in the table.
2. Use the record's actions to delete it, and confirm when prompted.

warning

Deleting a record removes it from the active list. Confirm carefully before deleting, as the action cannot be undone from this page.

Tips

• Click a column header that supports sorting (such as Record #, Status, or Created) to reorder the list.
• The Created By column tells you who submitted each record — handy when following up on a specific entry.
• If you cannot see the Add Record button, your account may not have permission to create records; contact your administrator.