> For the complete documentation index, see [llms.txt](https://docs.clickai.vn/clickai-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.clickai.vn/clickai-docs/clickai-docs-en/function/database/records-data-record-management.md). # Records (Data Record Management) ## 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
FeatureDescription
Edit FieldsEdit values for each field
Record AuditView change history (who changed what, when)
CommentsWrite and read comments about the record
Copy Record URLGenerate a direct link to the record for sharing
Duplicate RecordCreate 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. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.clickai.vn/clickai-docs/clickai-docs-en/function/database/records-data-record-management.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.