Learn how to grant editing rights (as an admin) and how to apply changes to Records. 



Records can be edited at any point in time from the Records table. This allows you to fix any mistake that you notice after creation. 


Note: Admins and Managers control who has permission to edit records. 

If you cannot view the 'Edit' option, you either do not have permission or the feature is disabled for the entire project. Please, check with your manager if you need editing rights. 


Note: Admins and Managers can impose restrictions on specific fields, even if record editing is allowed. 

If a field is restricted, altering its original values is prohibited. Attempting to do so prompts an error indicating that the field became invalid, without the ability to correct it. This may happen if the value in the restricted field changed due to changes in other fields, in the underlying datasets, or if something changed in the project configuration that is beyond your control. 

To resolve this, you'll need to correct the related field instead. If not, editing the record may not be possible at all. 




Enabling editing (admins)

An Admin can enable/disable or restrict the editing of records by setting who has editing rights. This is done at a project level from its settings. 



Hence, as an admin, navigate to 'Settings' from the navigation bar > 'General'


At the bottom of the page, you’ll find an 'Enable editing of records' dropdown with different levels of permission. That is:


•    Not allowed. Nobody can edit. 

•    Author. Only who created the record can edit. 

•    Restricted. Only the author, Admins, and Project Managers (and specific users with permission*) can edit.

•    Anyone. All users, regardless of role, can edit. 


Select an option > 'Save changes'


*Note: By default, ‘Restricted’ grants editing rights to the author and users with an Admin or Project Manager role only. 

However, it is also possible to include specific users with different roles. Please, reach out to us to do so.




Editing a Record

As mentioned, if granted permission, you can edit a created record(s) whenever needed. 



Locate a record in the Records table > click the meatball menu (…) > ‘Edit’ or, 

locate a record on the Records table > click on it to open its details > ‘Edit’

 

This will open a side panel with the Create form in edit mode. 

 

Simply, make the needed changes > 'Submit changes'

 

Note: After applying any edits to a record, related outputs will be recalculated based on the changes. 
Any unique IDs in the outputs will stay the same. 




Editing multiple Records

You can also edit multiple records at once by selecting them or as a submission. 



Either, select two or more records > ‘Edit’ on the top of the table, or

locate a submission from the ‘Submissions’ tab > meatball menu (…) > ‘Edit’

 

This will open the Bulk create table in edit mode.


Make the needed changes > ‘Update changes’




Implications

Please, keep in mind that editing already created records will affect other things too. 



More specifically:


  • The record output(s) is recomputed based on the new changes.

Please, rest assured that unique IDs, e.g., cid, are not recomputed but stay the same. 


  • Short URLs will point to the new output(s).


  • Any edited record is considered a new record in view of Connector runs. 

That is, they are included in the new run even though you set a filter to exclude already exported records. 

 

At any edit, the Metadata information is also updated to reflect the last editor as 'modified by'. The Author remains unchanged.