Working with Records
This article covers how to work with individual records once a record type is set up in My Records. For help setting up record types, see Records in SoterAI.
The record register
Selecting the list icon button on a record type card opens its record register — a paginated table listing every record created for that type. The register is your main workspace for finding, reviewing, and managing individual records.
Register columns
Default columns include ID, Created By, Date Created, and Last Modified. Additional columns reflect the custom fields defined on the record type (for example, Severity for an Incidents type). Use the Columns control in the top-right corner to show or hide columns.
Searching and navigating
Use the Search records… bar to filter the register by keyword. Use the pagination controls at the bottom to move between pages.
Register header actions
| Action | What it does |
|---|---|
| Edit | Opens the record type editor — change the record type's name, icon, category, fields, or AI Agent Instructions |
| Import | Imports records from a file into this record type |
| + New record | Opens the record creation form for this record type |
| ⋮ (kebab menu) | Record type actions: Share with a workspace, Get share link and Archive |
| Columns | Show or hide columns in the register table |
Record row actions
Each row in the register has a kebab menu (⋮) on the right. The actions it offers depend on the record's status:
| Record status | Actions in the row menu |
|---|---|
| Draft | Publish — publishes the record and moves it out of Draft. Edit — opens the draft for editing. Delete — permanently deletes the draft. |
| Published (Recorded, In Progress or Needs Attention) | Edit — opens the record for editing. Archive — permanently removes the record from the register. |
Delete and Archive are both permanent. Delete is only offered for draft records, and deleted drafts cannot be recovered. Published records can be archived instead of deleted — but an archived record cannot be unarchived or restored either.
Record statuses
| Status | What it means |
|---|---|
| Draft | The record has been created but not yet published. It is visible in the register but not considered finalised. |
| Recorded | The record has been published and has no open actions — either no actions are linked, or all linked actions are complete. |
| In Progress | The record has been published and has linked actions that are being worked on. |
| Needs Attention | The record has been published and has linked actions that are incomplete or overdue. |
After a record is published, its status is calculated automatically from its linked actions and cannot be changed manually. Archived actions no longer count towards a record's status. For more detail, see Setting Up and Managing Your Record Types.
The record detail page
Selecting a record row in the register opens its detail page. The breadcrumb trail shows: Records → [Record Type Name] → [Record ID]. Use the back arrow next to the record ID to return to the register.
The detail page is divided into the following sections:
Record Information
A read-only summary at the top of the page showing:
- Record ID — the unique identifier for this record (for example, SUP-1, INC-3)
- Record Type — the name of the record type this record belongs to
- Status — the current status of the record (Draft, Recorded, In Progress or Needs Attention)
- Created By — the user who created the record
- Last Modified — date the record was last updated
- Date Created — date the record was originally created
Details
The values entered for the record's custom fields — for example, location, severity, description, or any other fields defined on the record type.
Actions
Any Actions linked to this record appear here, each with its ID, title, assignee, due date and who created it. Select + Add Action to link a new action to the record. If no actions have been linked, the section shows “No actions linked to this record.”
For a full guide to creating, assigning, and completing actions, see Managing Actions in SoterAI.
Activity Log
A timestamped history of everything that has happened to this record — including when it was created, published, edited, or had actions linked, completed or reopened. Each entry shows the event type, the user who triggered it, and the date and time.
Record detail page actions
| Action | What it does |
|---|---|
| Export | Exports this individual record |
| Edit | Opens the record in edit mode so you can update its field values |
| Archive | Archives this record — permanently removes it from the register. This cannot be undone. |
Archiving a record removes that one entry. Archiving a record type removes the entire type from your workspace, and its records can no longer be opened. Both are permanent and cannot be undone.
Workflow chat link
If a record was created through a workflow chat, a banner appears at the top of the record detail page: “This record was created in a workflow chat. Click to open.” Selecting the banner opens the originating workflow chat.
Things to know
- Records must be published to move out of Draft status. You can publish from the register row menu or from within the record detail page.
- Only draft records can be deleted, and deletion is permanent. Published records are archived instead — and archiving is permanent too: an archived record cannot be unarchived or restored.
- The Activity Log is append-only — entries cannot be edited or removed.
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