Editing a Record

Once a user has added a Record to a Database, they may need to be updated. 

There are two main ways to Edit a record, based on whether the Database is a Single or Staged database and assuming the user has the correct permission. 

Jump to a specific section below by clicking one of these headings:

• Edit a Record in a Single Database
• Edit a Record in a Staged Database (Continue & Revert)
• Saving or Submitting your updates
• Block Multiple Users from Editing (at once)

Editing a Record within a Single Database

Within this type of Database, there are 2 easy options for a user to Edit their record. 

Edit a Record from the Databases Record List page

The Database Record List page is the page containing a list of all the Records that have been added to that Database. To Edit a Record from this page, click the Edit icon from the list of actions that appear on the right side of the page, ensuring you pick the action relating to the record you wish to Edit. 

Once you select Edit, an overlay will open allowing you to Edit the Record. 

Edit a Record from the Record overlay

When Viewing a Record, there will be an option to Edit directly on the page. Indicated below, this appear in the top right of your page, along with other actions. 

Editing a Record within a Staged Database (Revert & Continue)

Within this type of Database, you can choose to Edit a specific Stage (permissions pending); accessible again in 2 locations. 

Unlike a Single Database, a Staged Database requires you to Revert a Stage in order for it to be available for editing. 

Revert from the Records List page

Clicking Revert will prompt a popup to appear, allowing you to choose a Stage to re-open. Even if you choose an early Stage, it will not affect the data in later stages, which will remain the same (but hidden from View) until they have been specifically updated.

Once you select a Stage, the Continue page for that Stage will open, allowing you to continue work. 

Revert from the Record overlay

If you're Viewing a Record, you can also Revert on that page, via an Action called Revert at the top right of your screen. You can see an example of this below. Once you have selected and reverted your Stage, you'll be able to immediately continue working on that stage. 

Saving / Submitting your Updates

Once you've updated any changes you wish to make, click Save, Save & Exit or Submit at the bottom of the page. Depending on how it is configured, your record may also need to go through an approval process again. 

Edit & Review

If a Database has a Workflow enabled, and the record is sent for Approval, it can still be edited from the Approvals List as part of the approval process by Reviewers, Workflow Admin users, and Main Admin users. 

If a record has a Feedback request against it, Edit can also be selected for that request via the Approvals List

Block Multiple Users from Editing (at once)

To prevent the risk of multiple users editing records at the same time and overriding each other's changes, when one user is editing we block any other users from being able to do so. 

Those users will be alerted when they try to edit a record that is already being edited, and they will instead be redirected to the View Record page instead for that record.

On the View page, they can monitor that the other user is editing up the top right of screen.

The system will automatically check every 1 minute and update this information if the other user has finished their edits. Users can also click on that user's name to immediately check if they're finished.  

Inactivity Check

There may be occasions where one user is editing and may leave the page open unintentionally, blocking other users from being able to edit.

For this reason we check for activity on the Edit page. If there has been no keystrokes (typing) on the page within 4 hours, a warning will show on screen and if the user views it they can click to continue to edit. If not, then after another 5 minutes their edit session will be terminated, freeing up that record for others to be able to then edit. 

Edit Restriction Notes

• Records can still be updated via import even if they are open to be edited by a user on the platform. For this reason it is best to perform updates outside of your normal working hours. 
• The above Edit Restriction alert will not show if the same user opens the edit record page across multiple tabs, browsers, or systems. It will only display to other platform users.
• Finally, note that there are some actions within the Multi Upload Field that can still be performed by other users from the View page while a record is being edited, including sending already saved files for approval, Publishing them to a Folder, or updating their revisions via the General Markup Comments feature.

RELATED:

Viewing a Record

Upload Fields in Records

Please note that the 'Database' and 'Records' terminology referenced in this article may appear differently in your platform as these are customisable terms. You can view common alternative names for this here.