Records (Data Record Management)

Create, edit, and manage data records — from individual operations to bulk processing.

Table of Contents

· [Introduction to Records](#introduction-to-records)

· [Create a New Record](#create-a-new-record)

· [Expanded Record](#expanded-record)

· [Edit Records](#edit-records)

· [Bulk Update](#bulk-update)

· [Delete Records](#delete-records)

· [Record Templates](#record-templates)

· [Collaboration on Records](#collaboration-on-records)

Introduction to Records

Records are the fundamental components of a database — each record is a row of data in a table, containing specific information as defined by the table's fields.

Records in ClickAI Tables support diverse data types: text, numbers, dates, file attachments, and even links to other records (within the same table or across different tables).

Create a New Record

Method 1: Directly in Grid View

1. Scroll to the bottom of the table

2. Click the + New Record row or the ➕ icon

3. Enter data directly into the cells

Method 2: Via Expanded Record

4. Click the ➕ icon on the toolbar

5. The Expanded Record panel opens

6. Fill in information for each field

7. Click Save to save

Method 3: Via Form View

8. Create a Form View for the table

9. Share the form link with users

10. Submitted data automatically creates new records

💡 TIP: Form View is the best way to collect data from external users (customers, candidates, partners) without granting access to the table itself.

Expanded Record

The Expanded Record is a detailed panel that lets you view and edit all information for a single record:

Opening an Expanded Record

· Click the expand icon at the beginning of a record row

· Or press Space when a record is selected

Features in Expanded Record

Feature	Description
Edit Fields	Edit values for each field
Record Audit	View change history (who changed what, when)
Comments	Write and read comments about the record
Copy Record URL	Generate a direct link to the record for sharing
Duplicate Record	Create a copy of the current record

Edit Records

Inline Editing

11. Click on the cell you want to edit in Grid View

12. Enter the new value

13. Press Enter or click outside to save

Edit via Expanded Record

14. Open the Expanded Record

15. Edit the required fields

16. Changes are saved automatically

📝 NOTE: All changes to records are logged in the Record Audit log, helping you track who changed what and when.

Bulk Update

To update multiple records simultaneously:

17. Select records: Check the checkboxes at the beginning of each row

· Or select all using the header checkbox

18. Click the Bulk Update button on the toolbar (appears after selecting records)

19. Choose the field to update

20. Enter the new value

21. Click Apply to update all selected records

Bulk Delete

22. Select the records to delete

23. Click the Delete button on the toolbar

24. Confirm deletion

🛑 CAUTION: Bulk Update and Bulk Delete affect all selected records. Review the selection carefully before proceeding — especially when using "Select All."

Delete Records

Delete a Single Record

25. Right-click the record to delete

26. Select Delete Row from the context menu

Delete via Expanded Record

27. Open the Expanded Record

28. Click the 🗑️ Delete icon in the top corner

Record Templates

Record Templates let you create templates with pre-filled field values, making it faster to create new records:

29. Create a template with appropriate default values

30. When creating a new record, select the template

31. Fields are automatically populated from the template

32. Make additional edits as needed and save

Example use-cases:

· "New Lead" template with Status = "New", Source = "Website"

· "Bug Fix Task" template with Priority = "High", Type = "Bug"

· "Internal Order" template with pre-filled company information

Collaboration on Records

Comments

· Open Expanded Record → Comments tab

· Write comments, tag team members

· Discuss specific data points directly

Audit Log

· Open Expanded Record → Audit tab

· View detailed history:

· Who changed the record

· Which field was changed

· Old value → New value

· Timestamp of change

Share Record

· Open Expanded Record → Click Copy Record URL

· Send the link to colleagues for direct access

💡 TIP: Combining Comments and Audit Log helps teams collaborate effectively on data — knowing who did what and why.