Record Collections

Record Collections provides a unified workspace-level interface for viewing and managing submission records across modules, data models, and workflows. From a single page, Creators can browse records, run bulk exports and imports, and track the status of long-running jobs.

Who Uses Record Collections

Record Collections is a data operations tool, not a day-to-day building tool. Creators building forms and workflows will not typically reach for it. The Creators who will are those responsible for data operations: bulk imports at go-live, data migrations between environments, exports for external reporting, and record-level troubleshooting.

Record Collections is only available for data stored through a Data Model. Standard module submissions do not appear here.

Accessing Record Collections

Record Collections is accessible from the IDE workspace sidebar. Select Record Collections to open the list page. Access requires the appropriate RBAC permissions. Creators without access see a permission gate instead of the page content.

Record Collections can also be accessed from a Data Model detail page. Select View Records to navigate directly to the records for that data model.

Record Collections List

The list page displays all record collections in the current workspace. Each collection is identified by its name and one of the following type badges:

The list also displays the total record count for each collection and indicates whether any import or export jobs are currently running.

Collection Detail

Select a collection to open its detail page, which displays the individual records in that collection. The record table supports filtering and pagination.

Select a record row to open the record detail page, which displays the following three sections:

• Info: metadata for the record, including its ID, created date, modified date, and record owner.
• Data: the field values stored in the record.
• Validation: any validation issues associated with the record.

Exporting Records

To export records from a collection:

1. From the collection detail page, open the Actions drop-down and select Export. The Export option is only available when the collection contains records.
2. Configure the following export options:
   • Name: a label for the export job.
   • File Format: the format for the exported file.
   • Records to Export: choose All, Active, or Archived.
   • Export Full Record: when set to ON, exports the complete record including metadata fields.
   • Number of Files: the number of output files to generate when using a ZIP format.
3. Select Export to begin the job.

Supported Export Formats

Importing Records

To import records into a collection:

1. From the collection detail page, open the Actions drop-down and select Import.
2. Configure the following import options:
   • Name: a label for the import job.
   • File: drag and drop a file or select one from a local device.
   • File Format: the format of the file being imported.
   • Fallback Record Owner: the service user assigned as record owner when the original owner cannot be determined.
   • Store in Data: when set to ON, stores imported records in the data field of the submission.
3. Select Import to begin the job.

Imports run as background jobs. Use the Jobs Tracker to monitor progress.

Jobs Tracker

The Jobs Tracker monitors the status of import and export jobs for a collection. Select Jobs from the collection detail page toolbar to open the Jobs Tracker. The Jobs button displays before the Actions drop-down.

Each job displays its name, type (import or export), status, and start time. Job statuses include:

From the Jobs Tracker, Creators can do the following:

• Download a completed export file.
• Cancel a running job.
• Select a job to view batch-level details and status breakdowns.