Record editing/display screen

Records are the place where the system saves the information you manage, whether you generate a document from it and/or sign it, or not.

Each record has a form type from which it is created, and this form type determines the record’s structure – the chapters, the fields, the tables, and so on. The form type also determines [see information on this in the form editor screen]:

• The background – all records of the same form type are designed identically
• The connected document collection – from which you can generate document/s that actually merge the record data with the document/s in the connected document collection
• The permissions for viewing the record – which determine who can see a record you create…
• The organization of the fields in the mobile display and its separation from the desktop display

Note that editing form types is a system administrator action and only they can perform it…

The screen displays the data of a single record [one you are currently adding, one you are editing, or one you are viewing], divided into several “tabs” (some of which appear only when there is licensing for certain modules):

• The data tab – displays the record’s data
• The files tab – displays related files and allows attaching more of them
• The access-management tab (appears only with licensing for the “advanced permissions” module) – displays the “responsible party” of the record, role-holders, and permissions
• The information tab – displays additional (static) information about the record.
• The links tab – displays connections between this record and other records, and allows editing these connections

The data can be organized into chapters [not always]. In case there is a division into chapters – you can collapse and expand each chapter separately [from the arrow icon on its left side]

We cannot give you help about the content of the record you are looking at, since each organization builds its form types according to its needs, and these help articles are general articles…

Intuitively…: type a value directly into text-type fields, choose a value [or values] in list-type fields, open the date picker to choose a date [or write it manually], check yes/no in fields of this type, and be careful to type only numeric values in number and price fields…

And what about tables? See the explanation further down the page…

Actions on the screen, other than editing…

Save changes – saves the data that was entered, and stays in edit mode

Cancel changes – cancels all the changes made to the data since the last save (or since opening the record-editing screen), and stays in edit mode

Exit – return to the main screen

Create a Word file, create a PDF file, send for signing – see the explanation on this here.

If there are tables on the screen, you can perform the following actions with them:

• Add a new row to the table: click the “Add row” button – a dialog window will open allowing you to enter the data in the row.
• When you finish entering the data in the dialog window – click “Save” – the row will be added to the table, and the dialog window will close
• Edit a row in the table – click the edit icon at the end of the row [pencil] – and work with the same dialog window mentioned above

To delete a row in the table – click the delete icon at the end of the row [trash] Note that there may be a situation in which the dialog window displays data that does not appear in the table, since whoever designed the form can hide certain columns in the table.

Above the table on the left you can choose how many rows to display in it [page]. As soon as the table has more rows than the number you chose, buttons allowing “paging” will appear at the bottom of the table. Note that these buttons may be hidden, if the table is “too short” – in this case – first scroll down to its bottom, and then page…

If the table’s height is too low to display all its rows – a “scroll bar” will appear on the left…

Records created before the change in the form will not match its new version, but there is no problem – the system knows how to cope – only a warning message will appear that the displayed data may not match the new structure [there will be missing fields, there will be new fields without a value, etc.].

Remember that saving a record from an old version with the new form version will convert the record to the new version, and this warning will not appear, but it may be that the data belonging to deleted fields – will be lost forever…

The text of the warning: “The displayed record was last saved with a previous version of the form. Information saved in deleted fields – will not appear. Fields that were added – will appear empty or with default values. If you save now, the record will be saved in the latest form version, and all the changes between the versions will disappear, with no ability to restore historical information”