Working with Records

The process of working with records is the same for all applications and questionnaires in Archer.

  • If any icons of a task are not available for selection, you do not have access rights to perform the associated task.
  • If the application or questionnaire contains a record permissions field, you might not have access rights to every record.
  • If the application or questionnaire contains private fields for which you do not have access rights, you cannot view or edit those fields.
  • If the record is enrolled in an Advanced Workflow, you can view user action nodes and perform actions on the current node.

As you work with a record, you might encounter various ways to enter data. When you are editing a record, the record becomes locked so that other users cannot make changes to the same record at the same time. If you navigate away from the page without saving, a message box appears in which you must confirm whether you want to continue. If you click OK to continue, you will lose any changes you have made, and Archer unlocks the record.

The record details page includes the following button sets that enable you to add, copy, save, edit/view, or delete a record and to view related records, recalculate fields, export, print, or email a link of the record.

  • The button bar when viewing a record.
  • The button bar when editing a record.
  • The button bar for viewing related records, recalculating, exporting, printing, and sending an email of the record.
  • The record determines which buttons are available. For example, if the record does not have a calculated field, you will not see the Recalculate button.

On this page

User rights for working with records

User rights are granted at the application or questionnaire, record, or field level.

The following table describes the user rights granted at each level.

Level

User Rights

Application or Questionnaire

Create, read, update, and delete permissions determine whether you can add, edit, delete, and search records within an application or questionnaire.

Record

If an application or questionnaire contains a record permissions field, you can only access the fields to which you have permissions.

Field

Individual fields in an application or questionnaire are either public or private.

  • Public fields are available to all users who have create, read, update, and delete permissions.
  • Private fields are only available to selected users who can view and enter data in those fields.
  • Private fields can also be read-only for any user, which allows the user to view the field but not to add, edit, or delete its data.

Add records

  1. From the menu bar, select the Workspace name menu > solution > application to which you want to add the record.
  2. Click , and click New Record.
  3. Complete the necessary information.

    4. Note: If an image is inserted into the Text Area field, a web request is created to get to the output from the URL. To enable outside URL requests for images, you must enable the outside proxy. The URL fails if it requires additional credentials to access the source.

  4. Click Save or Save and Close.

    • To apply the changes and continue working, click Save.
    • To save and exit, click Save and Close.

    Note: Save and Close will not close:

    • When enrolling records into Advanced Workflow.
    • When the layout changes on the record due to Advanced Workflow.

Complete Advanced Workflow user actions

  1. From the menu bar, select the Workspace name menu > solution > application that contains the record you want to edit.

    Note: To complete workflow actions, the application must have workflow auditing enabled.

  2. Select the record in which you want to perform an action.
  3. In Edit mode, click Actions on the workflow tracker.
  4. Select the applicable action.
  5. Click Save.

Delete records

  1. From the menu bar, select the Workspace name menu > solution > application that contains the record you want to delete.
  2. Select the record you want to delete.
  3. Click Elipsis and select Delete.
  4. Click OK.