We recommend that before you add any new Records, always do a quick search to check if they already exist.
The below steps can be used for any Entity in the system by choosing a different option from the [+ New] button.
The [+ New] Button
Click the green [+ New] button to choose what type of new Record you would like to create from the drop down list. This button will not move and will always remain available regardless of where you are in the system.
Click the [+ New] button and select the type of information you need to create from the list. For example, if you need to create a new Stakeholder profile, click Stakeholder, if you need to enter a new interaction, select Event.
Important Note: Your selections may differ slightly, depending on your access, and what custom Entities your system may have. For example, in the below screenshot, Organisations are a custom Entity. User, Project, and Team are options only available to Team Leaders and Enterprise Administrators.
How to Complete a New Record
The below screenshot is showing a new Event, but the principle is the same for any new record in the system. Simply fill out the form as completely as you can and save.
Important Note: Your selections may differ slightly, depending on what information your organisation needs to track.
There are a few different types of fields in the system. Below we go through a few of them, and other elements to be aware of when creating something new.
Important Note: Any fields showing a red "Field is required" message require you to fill it in before the record will save successfully.
Projects: You have the option to link the individual record to any Project/s you have opened in your Project Tree. It is highly recommended that new records be assigned to at least one Project. This will help you categorise, manage and report on meaningful data. While it is a requirement for Event, Action and Document Records to be linked to a Project, some systems will require every record to be linked to a Project.
Date Fields: Some types of records require temporal context. Most will prefill with the current date and time, but can be edited by clicking on the date and editing, or clicking the small calendar icon on the right-hand side which opens a date picker.
Classifications: this example shows Event Types, but can be any single-select tag on your new record. These are characterised by the small drop down arrow which will open a small window for you to make your selection. Please note, these selections can be dependant on the Project you selected at the beginning.
Classification Groups: This example shows Issues (sometimes known as Topics), but can be any sort of tag on your new record. These are characterised by the small tag icon in the top right-hand side of the field and opens a small menu where you can choose appropriate tags. Please note, these selections can be dependant on the Project you selected at the beginning.
Text: These can be small, or big like in the screenshot. Continue to fill in as many of the relevant data fields as you can.
Hint: If you have updated a Record, but haven't yet saved it, an asterisk (5) will appear next to the Record title indicating that there have been unsaved changes made to the Record.
Once you have linked the relevant Project/s, entered the required data, and classified the record appropriately, you will need to save the Record. To save the data or any changes you made, you need to select the Save (6) button at the top right-hand side of the record.
Want to find out more about some of the key terms and phrases used in this article? Check out this article here.