Creating & editing records

Records are created and edited through forms — layouts an administrator designs per record type. The form decides which fields appear, in what order and grouping, and which are required. That’s why creating a Member can ask for five fields while the full record holds thirty.

Creating a record

1. Open the type’s list from the sidebar and click + New.
2. The create form opens in a dialog. Fill in the fields — required ones are marked and enforced.
3. Click Save. The record gets its ID (like P-100012) and opens — and any workflow configured to start automatically starts.

Reference fields offer a searchable dropdown of existing records; choice fields offer their options; date fields open a picker.

Editing a record

Open a record and click Edit to switch to the edit form. Only the fields you’re allowed to change are editable — fields you can see but not edit appear read-only, and fields hidden from you don’t appear at all. Every save is captured in the record’s History — who changed what, and when.

Required fields come from the form

Whether a field is required is a property of the form, not the field — so the same field can be required when creating, optional when editing, and collected later by a workflow step. If something you expect to be mandatory isn’t, the form is where an administrator fixes it — see The form builder.

Different forms for Create, Edit and View

Each type can use a different form for each screen:

• Create — just the essentials, for fast entry.
• Edit — the full working layout.
• View — a read-friendly presentation, possibly including related-record tables and calculated summaries.

Administrators assign them in Admin → Entity types → Forms. A type with no assigned form falls back to a simple all-fields layout.

Comments

If a type has Comments fields, each appears on the record as a threaded discussion stream — post, reply, format text, paste screenshots, and @-mention colleagues to notify them. A record can carry several independent streams (say, General notes and Validation comments), and each stream’s visibility and write access can differ — so a review thread can be writable by reviewers only. Deleting your own comment keeps the thread readable for any replies.

Files and images

• Image fields show the picture inline on the record; click to view it full size.
• File fields show the document’s name as a download link.
• On a form, either type is a simple upload control (up to 10 MB per file). Files are private to your workspace.

Calculated fields

Calculated fields display a value computed from other fields — an age from a birth date, a total, a label assembled from parts. They update live as you edit the inputs on the form, and are never typed directly.

Workflow steps on forms

If the type has a workflow, the record’s state appears as a colored pill, and the available transition buttons appear right on the record (and wherever the form designer placed them). Some transitions open a small dialog asking for a few fields before completing — see Workflows.