The records table on the main screen

Well, it depends…

The system allows system administrators to determine that certain form types, and/or certain categories, have something called “information views” (see here an explanation of the topic) – a setting of the columns that appear in the table

The records table displays one of three “structures” – either a “general” table with columns predetermined by the system, or an “information view” set for the category, or an “information view” set for the specific “form type” chosen for display from the “form-types bar” on the right (it may be “minimized” and you do not see it at the moment – in such a case it must be expanded from the “toggle” appearing in it).

Why is this important?

Because the display in the table can be drastically different.

• In the case where a table with the general structure is displayed, the columns displayed in the table are columns of “system information” – the name given to the record automatically (or edited by whoever created it), who last changed the record, when, what its version is (how many times it has been edited to date), which form type it is from, and from which version of this form type. And that’s it. There is no information “drawn” from the fields in the record…
• In the case where a table with an “information view” is displayed, the system administrator determined which columns are displayed – whether “system information” columns or columns of values drawn from the records [or a combination of them]

Could there be records that I don’t see?

Yes. System administrators can restrict access to records of certain form types, for example in a way that allows only whoever created them and certain administrators to see them. In such a case – records created by someone else will not be displayed.

Above the table on the left you can choose how many rows to display in it [page]. As soon as the table has more than 10 rows, buttons allowing “paging” will appear at the bottom of the table.

Above some of the columns, “quick search” boxes can appear. Typing a value in these boxes will perform a quick filtering of the records in the table, so that only records with this value in the field in the column – will appear.

Possible actions in the table

All the actions are accessible from the icons that appear when you click the “hamburger button” of the menu located on the right side of each row:

• Delete [trash icon] – delete the record and all the files associated with it. This action may be blocked under certain conditions that can be defined at the organization level, such as a prohibition on deleting records whose associated document was electronically signed
• Edit [pencil icon] – enter the record screen – editing/viewing in edit mode.
• View [eye icon] – enter the record screen – editing/viewing in read-only mode.
• File-creation and signing actions (can be blocked) – see here an explanation about these actions

Above the table there is a filter panel, through which you can build a query that will be used to filter the displayed records. The structure of the query:

• The query can be built as a collection of “links” [one or more] in a “chain”, where between the links there is a condition of “and” or “or”.
• Each such “link” is composed of one or more “blocks” that have a condition of “and” or “or” between them.
• Each “block” is composed of a “condition sentence” of three parts: [1] field, [2] condition and [3] value.

For example, you can create a block in which the “condition sentence” is composed of a “last name” field, a “contains value” condition and a “Cohen” value, and its meaning is – filtering all the records in which the “name” field contains the value “Cohen”. If you create a second “block”, with an “and” condition between it and the first block, and in the second block the field is “first name”, the condition is “contains value” and the value is “Boaz”, then the filter will display only records in which the first name also contains “Boaz”, and the last name also contains “Cohen”…

The fields that can be entered into the “condition sentences” in the “blocks” depend on the “form-types bar” on the right:

• You can always add to the block the “system data” of the record – record name, creation date, form name, form version, creator name… Using this data creates a “general” query that is not adapted to a specific form type.
• If the records are displayed when a name of a “certain form type” is marked in the “form-types bar” on the right (see above), you can also add to the block fields that are part of the records of this form type (and then the query is adapted to the form type and not “general”)

• Activating filtering – you must open the filter panel by clicking the small triangle on the left side of the panel where it says “Filter records”
• Choosing the field – the field of each “block” can be chosen from one of two places – (1) a regular field or system datum of a record, (2) a field from a table
• Choosing a condition – the condition is chosen from the “condition list” list box next to the “fields box”
• Choosing a value – the value that can be entered depends on the type of “field” chosen before its condition, and also on the condition itself

To begin activating the filtering, you must open the filter panel by clicking the small triangle on the left side of the panel where it says “Filter records”.

Closing the filter – by clicking that same triangle again. Note that closing the filter in this way does not cancel the filtering of the records, but only hides its attributes, so that it does not confuse you, the system displays “[active filter]” next to the text “Filter records” in this case…

To activate the filtering [after you have chosen the parts of at least one block – see below], you must click “Activate filter”

To cancel the filtering action and return the records table to the regular state in which it displays all the records, you must click “Clear filter”

The “Save” and “Load” buttons allow saving a search, and loading a search that has already been saved…

The field of each “block” can be chosen from one of two places:

• A regular field or system datum of a record
• A field from a table

How do you choose?

• To choose a regular field or system datum of a record – open the “fields box” – the list box attached to the right edge of the filter panel, and choose the field/datum from the list…
• To choose a field from a table – first choose the table by opening the “tables menu” above the “fields box”, and only then the field from this table in the “fields box”. Note that the “tables menu” will appear only if the form type marked in the “form-types bar” on the right has at least one table…

The condition is chosen from the “condition list” list box next to the “fields box”.

The list of conditions displayed by the system depends on the type of “field” chosen before the condition. If it is a text field, the only conditions are “has any value”, “has no value”, or “has a value that contains”. If it is a number or date field, you will be able to choose “ranges” – greater than, greater than or equal to, greater than and less than or equal to, etc.

The value that can be entered depends on the type of “field” chosen before the condition itself. If the condition is “has any value”, “has no value”, you will not be able to enter a value at all. If the condition is “has a value that contains” – you will be able to type text

If it is a condition on number or date fields, you will be able to enter one or more values [depending on the range], and the value will match the field type – a number for a numeric field, and a date for a date-type field…

Every new “link” that is created [both one that appears immediately upon opening the filter panel, and links we add to the query ourselves – see below], contains an initial “block” with a “condition sentence”.

As soon as the block contains a “complete condition sentence”, the system will allow adding a new block. What is a “complete condition sentence”? It is a “condition sentence” that contains everything needed to perform its search.
For example the sentence “the name field contains any value”, is a “complete condition sentence”, but the sentence “the name field has a value that contains”, when no value has been entered yet – is not a “complete condition sentence” – it will automatically become complete immediately upon entering the value.

How do you add a new “block”? The block will appear below the block whose sentence we made “complete”, immediately after we did so, and we are only left to enter into it a field/condition/value, like in any other block…

What is the condition linking the blocks? The linking condition is the one written in the box on the right side of each block – “and” and “or”. You can change this condition.

Can you delete a block? Yes – but each time only the last “complete condition sentence” in the list within the “link” – by means of the red X icon.

Upon opening the filter panel, one link will be displayed. With one block. You can add an unlimited number of links.

As soon as the last link contains a block that has a “complete condition sentence” [see above under “Working with blocks”], the system will allow adding a new link.

How do you add a new “link”? By clicking one of the buttons [+and] and [+or] below the last link.

Can you delete a link? Yes – all of them except the first – by means of the red X icon.