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Work with Reference Data Records

Daily operations for adding, editing, filtering, and viewing reference data records.

Find reference data tables

  1. Go to Manage data > Reference data > Tables.

    Reference data management screen

  2. Select a table to open it.

Add records

  1. Open your table > Data tab.

  2. Select Add record.

  3. Provide information in the available columns.

  4. Press Enter.

Result: New record added in New draft state, ready for publishing.

Edit records

  1. Select the field you want to change.

  2. Enter the new value.

  3. Press Enter.

Result: Record switches to Changed draft state, ready for publishing.

Delete records

  1. Point to the record header row.

  2. Select three dots menu > Delete.

Result: Record marked as To be deleted, ready for publishing.

Filter records

You can filter your data to find, analyze, and edit needed records.

Quick filter: - Right-click any column header > Filter (preselects that attribute)

Advanced filter:

  1. Select Filter on the Data tab

    Filter button selection interface

  2. In the Filter records dialog, define the conditions of your filter:

    Filter records dialog with condition settings

    • Attribute: Select the attribute name.

    • Condition: Select the condition. The options available depend on the data type of the input attribute. Here are some of the most common ones:

      • String: contains, begins with, ends with, is empty, is not empty, equal to, not equal to.

      • Integer: =, >, <, >=, ⇐, !=, is empty, is not empty.

      • Date: equal to, not equal to, after, before, after or same as, before or same as, is empty, is not empty.

      • Boolean: is, is empty, is not empty.

      • Expression: Enter the value against which the condition is checked.

Filters are applied as soon as you define the first condition. You can keep adding conditions (Add condition or the Plus option in the condition row) until you get the records you’re looking for.

Make sure you select the correct operator between conditions: AND or OR. For more complex queries, you can aggregate several conditions into one to further refine the search results (Add group).

You can also clear all filters with Clear all.

Applied filters are listed above the table in the Filtered by section. You can select this to add or remove filters.

Select the Filter off (Pause) icon for an unfiltered view of the data. To resume, select the Filter on (Play) icon.

Applied filters interface showing active filters

View record detail

You can view detailed information about a record, including an editable list of all attributes, record history, and state overview.

To view record details:

  1. Point to a record in the header row.

  2. In the three dots menu, select Detail.

    Record detail dialog with attribute listing

The Detail tab provides the following options:

  • Editable list of all attributes.

  • History: List of historical versions of the record.

    To restore an older version of the record, select Restore from the three dots menu on the record version in the History list.

    Record history view showing version timeline

  • State overview tab.

    Here you can find information about the state of record attributes.

Select Show differences only to only show attributes that are different in the published and draft versions.

+ Record state overview showing difference comparison

Next steps

After making record changes:

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