Maintain records

When your organization is set up with the structure it needs to operate, you can add records to each collection to manage your assets.

You can add records manually or you can import data from external spreadsheets to populate each collection.

View record details

You can select records in collections to review and edit record data quickly. You can also view full record details for a more thorough review of the record.

1. Select the record to view. The record details pane is displayed.

2. Review or edit the record details.

3. To view the full details for the record, select View full details. The following tabs are displayed:

   • Record details: Displays all configured field values for the record.

   • Activity: Displays the activity stream associated with the record.

   • Tickets: Displays tickets associated with this record. See Ticketing.

   • Attachments: Displays the files attached to fields within this record.

   • Relationships: Displays links between this record and other records in the organization:

     • Linked to this record: Shows every record that has been pulled into the current one (for example, vendors linked to a laptop).

     • Record linked to another record: Shows every place where the current record is referenced (for example, assets currently using this vendor).

     You can click links in the tab to navigate to the details for the selected record.

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Add a record

To import multiple records from an external spreadsheet, see Import data from a spreadsheet.

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Select the collection to which you want to add a record.

3. Click Add. The Create new record pane is displayed.

4. Enter and select values for the available fields.

5. Click Save.

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Duplicate a record

You can create single or multiple copies of a selected record to speed record creation.

1. Click to display the module pane.

2. Select the collection for which you want to duplicate a record.

3. Click the record to edit. The details pane is displayed for the record.

4. To create a single duplicate:

   1. Click Actions and then select Single Duplicate. The Duplicating records page is displayed.

   2. Click Duplicate. The new record is added to the collection, without unique information.

5. To create multiple duplicate records:

   1. Click Actions and then select Multiple Duplicate. The Duplicate multiple records page is displayed.

   2. Enter the number of duplicate records to create.

   3. Select the check boxes for each field whose value you want to duplicate in the new record.

   4. Click Continue. A summary of the new records is displayed.

   5. Click Duplicate. The new record is added to the collection, without unique information.

6. Select each newly created record. The details pane is displayed.

7. Enter and select new values for the available fields.

8. Click Save.

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Edit a record

1. Click to display the module pane.

2. Select the collection for which you want to edit a record.

3. Click the record to edit. The details pane is displayed for the record.

4. Enter and select new values for the available fields.

5. Click Save.

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Bulk update records

1. Click to display the module pane.

2. Select the collection for which you want to edit a record.

3. Click the check box for each record to edit.

4. Click Bulk Update . The Bulk update window is displayed.

5. Select the check box for each field to be updated for the selected records.

Unique fields, system fields, and fields associated with depreciation cannot be edited in a bulk update.

1. Click Continue.

2. Enter the new field values for the selected records.

3. Click Save.

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Lock a record

You can lock records to prevent them from being edited.

1. Click to display the module pane.

2. Select the collection for which you want to lock a record.

3. Select the check box for the record to lock.

4. Click More and then select Lock. A confirmation message is displayed.

5. Click Lock. The lock icon is displayed for the record to indicate it cannot be edited.

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Unlock a record

You can unlock records to enable them to be edited.

1. Click to display the module pane.

2. Select the collection for which you want to unlock a record.

3. Select the check box for the locked record.

4. Click More and then select Unlock. A confirmation message is displayed.

5. Click Unlock.

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Archive a record

You can archive records to remove them from active collections without deleting them. This action preserves all data, relationships, and history for future reference or restoration.

Archived records are displayed in the appropriate Archived collection in the module pane.

1. Click to display the module pane.

2. Select the collection for which you want to archive a record.

3. Select the check box for the record to archive.

4. Click More and then select Archive.

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Restore an archived record

You can archive records to move an archived record back to the active collection with all data, relationships, and history intact.

1. Click to display the module pane.

2. Under Archived in the module pane, select the collection for which you want to restore an archived record.

3. Select the check box for the record to restore.

4. Click More and then select Unarchive.

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Delete a record

1. Click to display the module pane.

2. Select the collection for which you want to edit a record.

3. Select the check box for the record to delete.

4. Click More , and then select Delete. A confirmation message is displayed.

5. Click Delete. If required, the Reason to Delete window is displayed.

6. If required, enter the reason you are deleting the record, then click Save.