> For the complete documentation index, see [llms.txt](https://docs.amltd.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.amltd.com/dc-works/databases-and-tables/add-and-manage-table-records.md).

# Add and Manage Table Records

Records contain the information stored in a table. Each record represents one item, person, transaction, status, or other unit defined by the table’s purpose.

The **Records** view provides controls for:

* Adding records manually.
* Editing existing records.
* Importing records from a file.
* Exporting records.
* Filtering the record list.
* Deleting records.
* Restoring records deleted within the previous 30 days.

### Open the Records view

To open a table’s records:

1. Select **Data** from the Main Navigation.
2. Open the database.
3. Select the table name.
4. Select **Records**.

The navigation path identifies the open database and table:

> Databases » Database Name » Tables » Table Name » Records

<figure><img src="/files/J46eNvlFxjbsrJwB1IL3" alt=""><figcaption></figcaption></figure>

*The Records view displays the active records stored in the table.*

Each table field appears as a column. Each row represents one record.

### Records toolbar

The toolbar provides the following controls:

| Control    | Purpose                                          |
| ---------- | ------------------------------------------------ |
| Add Record | Adds one record manually                         |
| Import     | Imports fields and records from a supported file |
| Export     | Exports the selected records                     |
| Delete     | Moves the selected records to Deleted Records    |

The **Export** and **Delete** controls become available after one or more records are selected.

Additional controls include:

| Control   | Purpose                                         |
| --------- | ----------------------------------------------- |
| Page Size | Determines how many records appear on each page |
| Refresh   | Reloads the record list                         |
| Filters   | Filters the records displayed in the table      |

The record count above the table indicates how many records are currently displayed. When records are selected, the selected count is also shown.

### Add a record manually

Use **Add Record** to enter a single record directly into the table.

To add a record:

1. Open the table’s **Records** view.
2. Select **Add Record**.
3. Enter the appropriate value for each field.
4. Select **Add**.

<figure><img src="/files/D1NwZNS9N6PYKNyw3ODR" alt=""><figcaption></figcaption></figure>

*The Add Record window displays the user-created fields available for data entry.*

The available inputs reflect the table’s field types. For example, a record may contain text, numbers, dates, True/False values, images, or signatures.

DC Works automatically assigns the system-generated information, including:

* Row Key.
* Date Created.
* Last Modified.
* Created By.

These values do not need to be entered manually.

{% hint style="info" %}
Manual entry is useful for adding or correcting a small number of records. Use Import when a larger collection of records already exists in a supported file.
{% endhint %}

### Edit a record

Each record includes a pencil icon for editing its stored values.

To edit a record:

1. Locate the record in the **Records** view.
2. Select the **pencil icon**.
3. Change the required values.
4. Select **Update**.

When a record is updated, DC Works updates its **Last Modified** value.

Use caution when changing identifiers or values used by Applets, filters, or API integrations.

### Select records

Use the checkbox beside a record to select it.

Multiple records can be selected and processed together. Use the checkbox in the column heading to select all records currently shown.

After records are selected, the screen displays the number of selected records and activates the applicable toolbar controls.

Before performing a bulk operation, verify both the record count and the selected records.

### Import records

Use **Import** to add information from an existing file.

Supported formats are:

* CSV
* Excel
* JSON

An import can add both:

* Fields defined in the source file.
* Records contained in the source file.

To import records:

1. Open the destination table.
2. Select **Import**.
3. Select the CSV, Excel, or JSON file.
4. Review the imported fields and data.
5. Complete the import.

Before importing, review the source file and confirm that:

* The first row contains clear field or column names.
* Each column contains one consistent type of information.
* Dates use a consistent format.
* Numeric columns contain valid numeric values.
* Identifiers and values containing leading zeros are preserved as text.
* Unnecessary blank rows and columns have been removed.

After the import, review the table’s **Fields** and **Records** views to confirm that the structure and data were interpreted correctly.

{% hint style="warning" %}
Review the destination table and source file carefully before importing. An import can add a large number of fields and records at once.
{% endhint %}

Creating an entirely new table from a file is covered in **Create and Manage Tables** under **Create a table by import**.

### Export records

Records can be exported in the following formats:

* CSV
* Excel
* JSON

To export records:

1. Select the records to export.
2. Select **Export**.
3. Choose the required format.
4. Choose whether to enable **Include Table Identifiers**.
5. Select **Export**.

The export contains the selected records. To export all displayed records, select them using the checkbox in the column heading before selecting **Export**.

#### Include Table Identifiers

Enable **Include Table Identifiers** when the export must include the fields and unique identifiers automatically created by DC Works.

These identifiers are particularly useful when:

* Reimporting the records into another database.
* Preserving the identity of existing records.
* Transferring data between DC Works environments.
* Working with API connections that depend on unique record identifiers.

Leave this option cleared when the export is intended for general review, reporting, or use in a conventional spreadsheet and the internal identifiers are not required.

{% hint style="info" %}
The Row Key and other table identifiers are different from the table’s user-selected primary field. They are system-managed values used to identify and track records internally.
{% endhint %}

### Change the number of displayed records

Use **Page Size** to control how many records appear on each page.

A larger page size displays more records at once but may require additional scrolling. A smaller page size can make large tables easier to review.

Changing the page size affects only the table display. It does not change or remove any records.

### Refresh the record list

Select **Refresh** to reload the Records view.

Refresh can be useful when records may have been added or updated by:

* Another user.
* An Applet.
* An import.
* An API connection.
* A recently completed action.

Refreshing the view does not modify the records.

### Filter records

Filters reduce the records displayed in the table without changing the stored data.

To apply a filter:

1. Select **Filters**.
2. Select **Add Filter**.
3. Choose the field to evaluate.
4. Choose the comparison operator.
5. Enter or select the comparison value.
6. Select **Apply**.

Select **Add Filter** again when more than one condition is required. A filter condition can be selected and removed using **Delete**.

The filter controls in the column headings can also be used to filter information associated with a specific field.

Filters can help locate records by values such as:

* Identifier.
* Status.
* Location.
* Assigned user.
* Date.
* Category.

{% hint style="info" %}
Filtering changes which records are displayed. It does not edit or delete records that do not meet the filter conditions.
{% endhint %}

### Delete records

Deleting a record removes it from the active **Records** view and moves it to **Deleted Records**.

To delete records:

1. Select one or more records.
2. Select **Delete**.
3. Confirm the deletion when prompted.

Deleted records remain recoverable for up to 30 days.

Deleting records is different from deleting an entire table. Deleting a table permanently removes the table and all its contents.

### View deleted records

To view records deleted within the previous 30 days:

1. Open the table.
2. Select **Deleted**.

The **Deleted Records** view displays the deleted records that remain available for recovery.

Deleted records remain in this view for up to 30 days. After that period, they are permanently removed.

### Restore deleted records

To restore a deleted record:

1. Open the table’s **Deleted Records** view.
2. Select the record.
3. Select **Restore**.

The restored record returns to the active **Records** view.

{% hint style="warning" %}
Deleted records can be restored only during the 30-day retention period. After 30 days, they are permanently removed and cannot be recovered.
{% endhint %}

### Records and permissions

The actions available to a user depend on the permission assigned to the table.

| Permission | Record access                                                                         |
| ---------- | ------------------------------------------------------------------------------------- |
| Read       | View and export records                                                               |
| Write      | View, add, edit, import, export, delete, and restore records                          |
| Admin      | Includes Read and Write access and permits table-structure changes and table deletion |

If a record-management control is unavailable, verify the user’s effective permission for the table.

### Record-management summary

From the **Records** view, users can:

* Add individual records manually.
* Edit existing records.
* Select and process multiple records.
* Import fields and records from CSV, Excel, or JSON.
* Export selected records to CSV, Excel, or JSON.
* Include DC Works identifiers when required.
* Adjust the number of records displayed.
* Refresh the record list.
* Filter records.
* Delete records.
* Restore records deleted within the previous 30 days.

### Next: Applets

Databases, tables, fields, and records provide the structure for storing and managing information in DC Works. Applets turn that structure into a usable process by giving users the pages, controls, actions, and navigation needed to view, collect, and update the data.

The next chapter explains how to plan, create, configure, and test Applets that work with your data.


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