Viewing, Editing, and Changing the Status of Records

Contents

• What is a Record?
• Viewing a Record
• Editing a Record
• Changing the Status of a Record

What is a Record?

Simply put, a Record is a set of associated data stored in a table; in Zengine, these tables are known as Forms. Each form has a number of fields that can be filled out, each corresponding to a single piece of discrete data. For example, a form designed to collect basic contact information about a user might include fields such as Name, Address, Email, Phone Number, and so on. 

When a single user completes all of the fields on the form, this collection of information creates a record. Depending on the purpose and structure of a form, and when it is completed and by whom, a record can represent a set of data about a person, an organization, a project application, an award, a payment, and so forth. 

Records can be created by program administrators in a workspace, or by external users (such as applicants or reviewers) via a Submission Portal, Review Portal, or Webform. When an external portal user fills out information in a portal and saves it, that information appears on the associated form in the workspace as a record. In other words, creating a record is essentially the act of filling out one instance of a form: to use an analogy, like writing your information onto a single paper copy of an infinite amount of identical paper copies.

Viewing a Record

On the Data View of a form in your workspace, you will see a listing of records that currently exist for that form.

In order to view an individual record in further detail, just click anywhere on that record's row.  It will bring up the Form View for that record - like this:

To the right of the form is a listing of forms in the workspace that are linked to the form currently being viewed (the Linked Records pane). You can see here if there are records linked to the one you are currently viewing and access those linked records as well by selecting the record's name.

Editing a Record

In order to edit a record, you can simply edit the text within a particular field while viewing it.

When you have finished edits, you must save the record in order for the change to take effect by selecting the blue Save button at the bottom left of the screen.

Changing the Status of a Record

Some forms in your workspace have likely been created with Folders. Folders are statuses that can be set for specific records belonging to a form. These can be used to track the progression of specific records through a program or administrative review, trigger an Auto Email, or other purposes. For some forms, folders are critical to the operation of the program, particularly in the case of application forms that are set up in a submission portal, or review feedback forms set up in a review portal.

For more information:

• How folders impact the experience of a submission portal user: Submission Portal Key Concepts: Beginner (Folders: Part 1) and Submission Portal Key Concepts: Intermediate (Folders: Part 2). 
• How folders can trigger auto emails: Auto Email
• How to add, delete, or edit folders on a form: Form Builder Overview (Form Settings)

While folders are set up on forms, each record within a form can have its own folder status separate from other records. In other words, the available folder options are associated with a specific form, but each record can have its own status chosen from those available folders.

To change the folder status of a record, open the Form View of a record and identify the folder button in the top-right corner. The button will display the name of the current folder status of the record. 

Selecting the button will bring up a dropdown of all folders in your workspace. Select the name of the folder to which you would like to move this record.

Note that each form will be configured with different folders and different names for different purposes, so the image above may differ from your experience. In addition, some forms may not be set up with any folders at all. If this is the case, the folder button will not appear when you open the Form View of a record.

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