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 View 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) | Additional record type actions |
| Columns | Show or hide columns in the register table |
Record row actions
Each row in the register has a kebab menu (⋮) on the right. Selecting it reveals three actions that apply to that individual record:
| Action | What it does |
|---|---|
| Publish | Publishes the record, changing its status from Draft to Recorded. Available when the record is in Draft status. |
| Edit | Opens the record for editing |
| Delete | Permanently deletes the record |
Delete is permanent. Deleted records cannot be recovered. Use Archive on the record detail page if you want to hide a record without losing it.
Record statuses
Every record has a status that reflects where it is in its lifecycle.
| 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. It is the active, finalised state of the record. |
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].
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 or Recorded)
- 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. 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.”
Activity Log
A timestamped history of everything that has happened to this record — including when it was created, published, edited, or had actions added. Each entry shows the event type, the user who triggered it, and the date and time.
Record detail page actions
The top-right corner of the record detail page contains the following controls:
| 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 — removes it from the active register while preserving its data |
Archiving a record is different from archiving a record type. Archiving a record hides that individual entry. Archiving a record type moves the entire type (and all its records) out of My Records and back to the Library.
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 from Draft to Recorded status. You can publish from the register row menu or from within the record detail page.
- Deleting a record is permanent and cannot be undone. Archive a record instead if you may need it later.
- The Activity Log is append-only — entries cannot be edited or removed.
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