Edit, copy and delete iSheet records

Several options are available to manage records in an iSheet. Most actions are found in the More actions
menu for each record in an iSheet view.

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

permanently

deleted if you continue. Items will not be restored if you later re-enable the Deleted items view.

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
deleted

Auditing record deletions and restorations

A site admin can audit deleted records, and version history tracks deletions and restorations.

This article applies to:

PRODUCT: HighQ
Subject: iSheets,Setup

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Edit, copy and delete iSheet records

Edit a record

Permissions

Copy a record

Delete a record

Deleted items view

This article applies to:

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