Record Collections

Record Collections is a workspace-level tool for viewing and managing submission records across modules, data models, and workflows. From the Explorer panel, Creators can browse records, run bulk imports and exports, and track the status of long-running jobs.

Accessing Record Collections

Record Collections is accessible from the Explorer panel. In the panel, expand the Utilities folder, then expand Record Collections to see the collections in the current workspace.

The Explorer panel organizes collections into three sub-folders:

• Modules: Collections associated with individual modules.

• Workflows: Collections associated with workflows.

• Data Models: Collections associated with data models. This sub-folder is visible only when the Data Models feature is enabled for the organization.

Access to Record Collections requires the appropriate RBAC permissions. Creators without access see a permission denied message instead of the page content.

Who Uses Record Collections

Record Collections is a data operations tool, not a day-to-day building tool. The Creators who use it are those responsible for data operations. They run bulk imports at go-live, migrate data between environments, export records for external reporting, and troubleshoot issues at the record level.

Explorer Panel

Expand a collection folder to see its contents. Each collection folder contains the following:

• A Job Tracker sub-folder listing past and current import and export jobs.

• Individual record entries identified by their record ID.

Records and jobs load on demand. When a collection holds more than 25 records or jobs, a Load more option displays at the bottom of the list.

Collection Folder Actions

Hovering over a collection folder reveals a ⋮ (ellipsis) button. Select it to access the following actions:

Import and Export are available only when the corresponding features are enabled for the organization by an administrator.

Exporting Records

To export records from a collection:

1. Hover over the collection folder in the Explorer panel, select the ⋮ (ellipsis) button, then select Export.

2. Configure the following export options:

   • Export Name: A label for the export job.

   • Select Format: The format for the exported file.

   • Select Records to Export: Choose All, Active, or Archived.

   • Include metadata: When checked, this setting includes date created, date modified, and creator fields in the export.

   • Select number of files to export: The number of output files to generate. Fewer files might result in slower load times for large collections.

3. Select Start Export to begin the job.

The platform navigates to the job detail page where Creators can monitor progress. For details on job statuses and batch-level tracking, see Job Tracker.

Supported Export Formats

Importing Records

To import records into a collection:

1. Hover over the collection folder in the Explorer panel, select the ⋮ (ellipsis) button, then select Import.

2. Configure the following import options:

   • Select Fallback Record : The service user assigned as record owner when the original owner cannot be determined.

   • Select Format: The format of the file being imported.

   • Store in new data object: When checked, this setting stores imported records in a new data object in the submission.

   • Upload File: Drag and drop a CSV, JSON, or ZIP file, or select one from a local device. Maximum file size is 100 MB.

3. Select Import to begin the job.

Imports run as background jobs. The platform navigates to the job detail page where Creators can monitor progress. For details, see Job Tracker.

Job Tracker

The Job Tracker monitors the status of import and export jobs for a collection. Expand the Job Tracker sub-folder under a collection in the Explorer panel to see current and past jobs.

Each job displays its name, type (import or export), status, and the date and time it was initiated. Job statuses include:

Select a job to open its detail page, which displays batch-level progress and download links for completed export batches. For full details, see Job Tracker.

Record Detail

Select a record entry in the Explorer panel to open its detail page. The detail page displays the stored data for that record across the following sections:

• Record Info: The record ID, owner, status, created date, and modified date.

• Data: The full record data as read-only JSON.

• Validation Errors: Any validation issues associated with the record. This section is hidden when the record has no validation errors.

• Metadata: Additional record metadata as read-only JSON. This section is hidden when the record has no metadata.

For full details, see Record Detail.