We call the screen that displays the data of an individual record in a table the AEV (Add, Edit, View) screen, because it is used when adding new records, as well as viewing or editing existing records. In this article we'll look at some of the features on these screens, as well as how to perform the actions themselves. Bare in mind that not all users will have the ability to perform all these actions on every table, for example, some users may be able to view records in a table and edit existing records, but not add new records or delete old records - see Roles Explained.
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To enter a record in 'view mode' simply click the word/s or number/s in the first column on the table for the row of the record you wish to view (e.g. on the Vehicles table, click the registration number plate).
The view screen will display all the same data as the add and edit screens, but all the fields will be read-only. For some of the tables with larger amounts of data points, the AEV screen is split into multiple tabs to stop the screen becoming cluttered with data, as well as combining relevant sets of data together. Using the Vehicles table as an example again, you'll see there are tabs for categories such as procurement and disposal information. Simply click the tabs to display those fields (the screen 'header' will remain in place across all tabs).
Fields that are referencing records from other tables will have an 'i' (show details) icon next to them. Clicking on this icon will open a pop-up window of the AEV screen, in view mode, for the record. So if you were looking at an accident record, you could quickly, without navigating away from the accident, view the vehicle or driver details.
There are two buttons in the bottom right corner of the view screen:
Click this button to leave the record and return to the table you were on.
Click this button to enter the record in edit mode (see below).
To add a new record to a table, click the + button in the top right corner of the browse table.
This will open a blank AEV screen, i.e. all data fields will be blank, other than those that default to specific values. At this point, the record has not actually been committed to the database, so you won't be able to perform actions such as adding to embed tables or uploading attachments. Once the new record has been saved, it will be committed and you can re-enter in edit mode to perform these actions.
Some key features of the add screen (also applicable when editing) to be aware of:
- Mandatory fields: Fields that require data are highlighted by a 3 blue dots icon.
The system won't allow you to save a record if a mandatory field is left empty.
- Read-only fields: Even when adding and editing records, some fields will be read-only, such as calculation or lookup fields. These fields will be greyed out and prevent you from entering data.
- Date fields: These fields will only accept numeric characters that abide by the correct date format. You can identify a date field by the calendar icon, which can be clicked if you prefer to select from a date picker.
Tip: Press F2 when in the field to quickly enter today's date.
- Time fields: Pretty much the same as above, except this time the icon is a clock!
- Dropdown fields: Where you see a small downward-pointing arrow is a dropdown field, meaning you can select one value from a list of available options. These options are often being pulled from a lookup table - see Establish Lookups.
- Reference fields: As mentioned above, fields with an 'i' (show details) icon next to them are referencing data from another table. While these fields are free-text, you can type freely in them, you must match a value in the corresponding table for it to be accepted. For example, if you were adding a record to the Fuel table you would have to enter a registration number that exists in the Vehicles table to proceed. If you enter a value that is not recognised, or matches multiple records, then a pop-up window will be displayed enabling you to search for the correct record.
There are two buttons in the bottom right corner of the add screen:
Click this button to discard any data you've added and cancel the new record. You will be returned to the table you were on.
Warning: This cannot be undone, so if you've spent a lot of time entering data, be careful to click save instead of cancel, or it'll all be lost!
Click this button to save the record and commit it to the database.
Editing an existing record in a table can be done in 3 ways:
1 - Enter the record in edit mode from view mode (see above).
2 - Enter the record in edit mode from the browse table - this is achieved by clicking on the edit icon on the row of the relevant record.
3 - Use the bulk edit action to edit directly on a browse table.
The edit screen is essentially the same as the add screen, so all the above features (field types etc.) are relevant, but now the record is saved in the database embed tables will be visible and it is possible to upload attachments.
On tables where uploads are possible, there will be an uploads tab available on the tab bar. Here you can simply drag and drop your file into the upload box, or click the upload button and select the file from your library, optionally entering a description on the way.
Final note, when you have a record open in edit mode it will be locked, i.e. other users won't be able to edit the same record. The record will be unlocked when you save or cancel out of it. For more information on locked records, see Unlock Records.