Records

Records are the rows of a Data Set. Each record holds one value per field.

A Data Set can hold up to 10,000 records, and the record count is shown above the grid as 123 / 10000 records.

Adding a Record

Click Add Record. An empty row is appended to the bottom of the grid and the cursor is placed in its first cell, ready for typing.

Editing Cells

The grid is edited in place, like a spreadsheet.

  • Click a cell to start editing it.
  • Enter saves the cell and moves down to the same column in the next row.
  • Esc discards your change and restores the previous value.
  • Clicking away (or tabbing out of) a cell saves it.

Each cell is validated against its field's type when you leave it. If the value is not valid, the change is rejected and an error is shown:

'next tuesday' is not a valid date value for field 'Renewal Date'.

Clearing a cell is always allowed, regardless of the field type.

Record Size

The total amount of text across all cells in a single record cannot exceed 5 KB. This is generous for reference data, but it does mean a Data Set is not the right place to store long documents — use an Article or a File for that.

The record exceeds the maximum size of 5 KB of cell text.

Deleting Records

  1. Tick the checkbox at the left of each record you want to delete. (Use the checkbox in the header row to select every record in the current View.)
  2. The Delete Selected button appears in the grid toolbar. Click it.
  3. Confirm.

Deleted records cannot be recovered.

What Happens to Checklists That Used a Deleted Record

Nothing is lost. Answers are stored as snapshots — the record's ID, the text that was displayed, and all its field values at the time of selection — so previously given answers stay exactly as they were.

In a checklist that is still open, a linked Dropdown or Multi-Choice whose selected record no longer appears in the View will show that answer with a (deleted) suffix, so the person running the checklist can see that the option is no longer available without losing what was already recorded.

See Using Data Sets in Checklists for more.

Replacing All Records

To swap out the entire contents of a Data Set — for example a nightly export from another system — use Import CSV (Replace). See Importing and Exporting CSV.

Record Order

Records are held in the order they were created. Adding a record appends it to the end.

To present records in a different order to template authors and checklist users, add a sort to a View rather than reordering the underlying data.

Updating Records Automatically

If your reference data lives in another system, you can keep the Data Set in step with it using the REST API — including a bulk endpoint that appends or replaces every record in a single call.

Record changes made through the UI or the API also raise webhook events, so you can push changes onward to other systems.

note

Bulk operations (bulk record upload, and CSV import/replace) deliberately do not raise per-record webhook events. Only individual record changes do.

Related Pages