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Data (records)

Data Models are custom databases your organization's admins define ; a "Projects" table, a "Universities" table, whatever your team needs. Each model has its own fields ; the rows are called records. This page is about working with records day-to-day. (Defining the models + fields themselves is an admin task, covered under Data Models in the admin guide.)

Reach it from the Data entry in the navigation rail. Which models you see (and whether you can view, add, edit, or delete their records) depends on the permissions your role has been granted for each model.

Finding a model

The Data section lists the models available to you (a sidebar on wide screens, a tab strip on narrow ones). Pick one to open its records. Each model lives at a stable URL (/data/models/<model-key>), so you can bookmark or share a link to a specific model.

The records table

Records show up in a table :

  • The title column is pinned on the left ; every model has a title, and it's how you recognize a row.
  • The model's other fields become the remaining columns.
  • Click a row to open that record (see Viewing & editing).
  • Search (top of the table) matches against the title as you type.
  • Prev / Next page through the records ; the table shows a page at a time.

The records table : one row per record, with the title column pinned first and each field rendered by its type (money, checkbox, date, status chip, tags, people).

A model with many fields is wider than the screen ; the table scrolls sideways, and the title column stays pinned while it does.

Filtering

Two ways to narrow the list, depending on what your deploy has enabled :

  • Filter menu (funnel icon) : pick a field and a condition (contains, is, greater than, on-or-before, is any of, is empty, …). The available conditions match the field's type. Active filters show as removable chips.
  • Query bar (when the query-language feature is on) ; type a compact query like status:open -assignee:present due:@today..@endOfWeek. It understands the same fields, plus @variables that resolve when you run it : @me (you), @today, @startOfWeek, and so on. You can flip between the menu and the bar ; they describe the same filter.

Saved views

Once you've built a filter you like, save it as a view (the views menu). A view is a named filter for that model :

  • Personal by default : only you see it.
  • Shared : everyone with access to the model can use it.
  • You can rename or delete a view you own.

Creating a record

Click New. A form opens with one input per field, matching each field's type :

  • Text / long text / rich text, number, checkbox, date / date-and-time, URL, email.
  • Select (pick one) and multi-select (pick several) from the choices the admin defined.
  • Relation : link to a record in another model.
  • File / attachments : upload one or several files.
  • Formula fields are read-only ; they compute automatically from the record's other fields, so there's nothing to fill in.

The title is required. Fill in what you need and save.

Viewing & editing a record

Open a record to see its full detail. Depending on the screen it opens as a side panel or a full page. Edit any field in place and save ; formula fields update themselves as you change the fields they depend on. You can also delete a record (it's archived, and an admin can restore it).

Bulk edit

Select several rows with their checkboxes to get a bulk-edit bar, then set a field's value across all of them at once ; handy for re-assigning or re-statusing a batch of records.

Record access

If your role can manage a model's records, an individual record can be restricted to specific roles (the record's access section). A restricted record is invisible (not even listed) to anyone whose roles aren't on it. A record with no restriction is visible to everyone who can access the model. Data admins always see every record.

Records that arrive from a public form

Where your admins have enabled public forms, some of a model's records won't have been typed in by a colleague : they'll have been submitted through a shared link by someone without an account (a feature request, a bug report, a survey answer). Those arrive as ordinary records, so everything above applies to them : they show in the table, respect the same permissions, and can be filtered and edited like any other row.

Two things are worth knowing when a model is fed this way :

  • Only the fields on the form were filled in. A public form exposes a subset of the model's fields ; everything else on a submitted record starts empty for you to triage.
  • A board may be attached. If the form publishes a public board, approved entries are visible outside the app, and outside people may be voting on or commenting on them. Comments post immediately ; an admin can hide or delete one from the board.

Setting any of this up is an admin job : see Public forms.

Following a record or a model

Stay in the loop on changes with the Follow toggles :

  • Follow a record ("watch this page") : you're notified when that record changes or is deleted.
  • Follow the model ("subscribe to the database") ; you're notified when any record in it is created, changed, or deleted.

Notifications arrive in-app (the bell). You only ever get notified about records you're allowed to see, and never about your own edits. Manage the on/off default for these under notification preferences.