Edit, copy and delete iSheet records
Edit a record
You can change any values in a single record if you have access. To edit an iSheet record, select the
More actions
icon then Edit
.
note
If inline edits are enabled, then you can double-click on text or selection values and edit the value directly. Other values must be edited as shown below.
The
Edit record
screen opens.
The
Edit record
screen has the same layout as the Add record screen. Values may be added, deleted or changed.Select
Edit next record on save
to automatically open the next record in the iSheet after the open record is saved.Select
Cancel
to close without changing any values, Save
to keep changes, or click the arrow and select Save as draft
to keep changes but not save them yet. Edit the record later to save the draft changes.note
Scroll down to see which users created the record, last modified the item, and when.
Controlling the contents - Edit record with Views
You can use a View to restrict which fields are seen by recipients of the form and users with add and edit permissions.
To enable this option, open
Admin
> iSheets
(under Module settings). Click the name of the iSheet and enable Set Add/Edit forms to only display columns from the selected View
.
If enabled,
Add record
, Edit record
and shared forms only display and request data for columns defined in the selected View.note
View restrictions also apply to iSheet items added in
Custom site navigation
, and iSheet links created in a blog
or wiki
.This also activates the
Check mandatory columns
option.note
Column permissions also apply and hide columns based on user permissions, even if they are included in the View.
Permissions
You must have the correct permissions to edit records (if you can edit a record, you can also delete, copy or share it).
note
If permissions have not been enabled on an iSheet, you can only view that iSheet and its items. However, if permissions have been enabled on an iSheet, a security group may have edit permissions:
- limited entirely, or
- limited to edit items created by other users in the same group only, or
- limited to edit their own items only.
If you have
Edit
or Delete
permissions, then the Edit
option is available in the More actions
menu.
note
A checkbox is displayed next to the item - please note that only one item can be edited at a time.
Copy a record
To copy an iSheet record, select the
More actions
icon then Copy
.
note
Edit permissions are required to copy a record.
The
Copy record
screen opens.
note
To copy one or more records, select the checkbox on the left of each record and then navigate to
Actions
> Copy
.You see a
Copy record
notification that lists each selected record.Make any changes and select
Save
for each record. The
Copy record
screen has the same layout as the Add record
or Edit record
screens. Values may be added, deleted or changed before the new record is created.Select
Copy next record on save
to automatically open the next record in the iSheet after the open record is saved.Select
Cancel
to close without saving a new record, Save
to keep changes, or click the arrow and select Save as draft
to keep changes but not save them yet. Edit the record later to save the draft changes.note
Scroll down to see which users created the record, last modified the item, and when.
Delete a record
To delete one or more records, select the checkbox on the left of each record and then click
Actions
> Delete
.
note
Appropriate edit permissions are required to delete records.
Or, to delete a single record, select the
More actions
icon then Delete
.
The
Delete record
window opens confirming if you want to delete these records.
Select
OK
to confirm the delete action, or Cancel
to cancel it. If you select OK
, you'll receive a confirmation message at the top of the screen.
Deleted items view
By default, when a record is deleted it is moved to the
Deleted items
view; a 'recycle bin' for deleted records.note
If this view is disabled, then all deleted records (either in the deleted items view or deleted after the view is disabled) are
immediately
deleted and cannot be restored, even if the Deleted items
view is later enabled. If this view is enabled, users see the
Deleted items
entry in the list of views.
Any iSheet user may open the view; however, users only see records they created or deleted themselves.
note
Note that system, site and content admins can see, restore or permanently delete all deleted records for each iSheet.
The view displays all columns, linked columns, and all attachments contained in deleted records. It also adds a
Days since deletion
column that shows when the record was deleted.
Deleted records are retained in the
Deleted items
view for 30 days. After the 30-day period elapses, deleted records are permanently removed from the site.note
Please note that the
Deleted item
view:- can be disabled in iSheet admin settings
- is visible in the list of views, even if the user has not deleted records
- cannot be permissioned at the view level, and.
- is not accessible for metadata iSheets or Output iSheets
Restoring deleted records from the Deleted items view
To restore a deleted record, first select the
Deleted items
view from the drop-down list of views.
The
Deleted items
view opens.
Select
More actions
for the record you want to restore, then select Restore
.
The record, with all columns (except the
Days since deletion
column) and attachments, is restored to the original iSheet. Any links with other modules, such as Workflow, are also restored.note
If a record is restored and then deleted again, the 30-day countdown restarts.
After the 30-day countdown, deleted records are permanently removed from the site and cannot be restored.
Permanently deleting records
As of November 2023, you can choose to permanently delete records from the
Deleted items
view, instead of waiting for the 30-day countdown.note
If the Deleted items view is enabled, to
permanently
delete records, first delete records from the iSheet.If the Deleted items view is
not
enabled, then all records are immediately and permanently deleted
as soon as they are deleted from the iSheet.Select the
Deleted items
view from the drop-down list of views.The
Deleted items
view opens.To permanently delete a single record click
More actions
for the record you want to delete, then select Delete permanently
.A confirmation window allows you to check your selection. Click
OK
to confirm the deletion or Cancel
to return to the Deleted items view without deleting.
note
To permanently delete multiple records, select the records you want to delete, then click
Actions
and Delete permanently
:Removing the Deleted items view
As of October 2023, a site admin can disable the
Deleted items
view for each iSheet.iSheet settings
Open the
Admin
module, then select Active iSheets
. Select the iSheet name to open iSheet settings.Scroll down to
Enable deleted items view
. 
Click to deselect the checkbox; a warning message appears.
note
Note that all items in the Deleted items view are deleted if you continue. Items will not be restored if you later re-enable the Deleted items view.
permanently
If the Deleted Items view is
not enabled
, all records are immediately removed as soon as they are deleted and recovery is not possible.Click
OK
to continue, or Cancel
to return to the settings window without any changes.Click
Save
to apply your changes.note.
This setting is available at site and system level for individual iSheets, and also for iSheet templates.
Caution:
If you disable the Deleted items view in an iSheet template then the setting is also changed in all linked Sheets. All
contents in the Deleted items views of all
linked iSheets will be immediately and permanently
deletedAuditing record deletions and restorations
A site admin can audit deleted records, and version history tracks deletions and restorations.
Related content
-
Add items (records) in iSheets
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