Several options are available to edit records in an iSheet. Most actions are found in the More actions menu for each record in an iSheet view.
Edit a record
If you have access, you can change or change any of the values in a single record. To edit an iSheet record, select the More actions icon then Edit:
If inline edits are enabled, then you can double click on text or selection values and edit the value directly. Other values must be edited as shown below.
The Edit record screen is displayed:
The Edit record screen has the same layout as the Add record screen. Values may be added, deleted or changed.
Select Edit next record on save to automatically open the next record in the iSheet after the open record is saved.
Click Cancel to close without changing any values, Save to keep changes, or click the arrow and select Save as draft to keep changes but not save them yet. Edit the record later to save the draft changes.
Scroll down to see which users created the record, last modified the item, and when.
Controlling the contents - Edit record with Views
You can use a View to restrict which fields are seen by recipients of the form and users with add and edit permissions.
To enable this option, open Admin, then iSheets (under Module settings). Click the name of the iSheet and enable Set Add/Edit forms to only display columns from the selected View:
If enabled, Add record, Edit record and shared forms only display and request data for columns included in the selected View.
View restrictions also apply to iSheet items added in Custom site navigation, and iSheet links created in a blog or wiki.
This also activates the Check mandatory columns option.
Column permissions also apply and hide columns based on user permissions, even if they are included in the View.
Permissions
You must have the correct permissions in order to edit records (if you can edit a record, you can also delete, copy or share it). If permissions have not been enabled on an iSheet, you can only view that iSheet and items. However, if permissions have been enabled on an iSheet, a security group may have edit permissions limited either entirely, or limited to edit only items created by other users in the same group, or limited to edit their own items. If you have Edit or Delete permissions, then the Edit option appears:
A checkbox is displayed next to the item - please note that only one item can be edited at a time.
Copy a record
To copy an iSheet record, select the More actions icon then Copy:
Edit permissions are required to copy a record.
The Copy record screen is displayed:
To copy one or more records, select the checkbox on the left of each record and then navigate to Actions > Copy:
You will see a Copy record window for each selected record:
Make any changes and click Save for each record.
The Copy record screen has the same layout as the Add record or Edit record screens. Values may be added, deleted or changed before the new record is created.
Select Copy next record on save to automatically open the next record in the iSheet after the open record is saved.
Click Cancel to close without saving a new record, Save to keep changes, or click the arrow and select Save as draft to keep changes but not save them yet. Edit the record later to save the draft changes.
Scroll down to see which users created the record, last modified the item, and when.
Delete a record
To delete one or more records, select the checkbox on the left of each record and then select Actions > Delete:
Appropriate edit permissions are required to delete records.
Or, to delete a single record, select the More actions icon then Delete:
The Delete record screen is displayed:
Click OK to confirm the delete action, or Cancel to cancel it. If you click OK, you receive a confirmation message at the top of the screen:
Deleted items view
By default, when a record is deleted it is moved to the Deleted items view; a 'recycle bin' for deleted records.
If this view is disabled, then all deleted records (either in the deleted items view or deleted after the view is disabled) are immediately deleted and cannot be restored, even if the Deleted items view is later enabled.
If this view is enabled, users see the Deleted items entry in the list of views
Any iSheet user may open the view; however, users only see records they created or deleted themselves.
Note that system, site and content admins can see, restore or permanently delete all deleted records for each iSheet.
The view displays all columns, linked columns, and all attachments in deleted records. It also adds a Days since deletion column that shows when the record was deleted.
Deleted records are retained in the Deleted items view for 30 days. After the 30-day period elapses, deleted records are permanently removed from the site.
Please note that the Deleted items view:
- can be disabled in iSheet admin settings
- is visible in the list of views, even if the user has not deleted records
- cannot be permissioned at the view level, and
- is not accessible for metadata iSheets or Output iSheets
Restoring deleted records from the Deleted items view
To restore a deleted record, select the Deleted items view from the drop-down list of views:
The Deleted items view opens:
Click More actions for the record you want to restore, then select Restore:
The record, with all columns (except the Days since deletion column) and attachments, is restored to the original iSheet. Any links with other modules, such as Workflow, are also restored.
If a record is restored and then deleted again, the 30-day countdown restarts.
After the 30-day countdown, deleted records are permanently removed from the site and cannot be restored.
Permanently deleting records
As of November 2023, you can choose to permanently delete records from the Deleted items view, instead of waiting for the 30-day countdown.
If the Deleted items view is enabled, to permanently delete records, first delete records from the iSheet.
If the Deleted items view is not enabled, then all records are immediately and permanently deleted as soon as they are deleted from the iSheet.
Select the Deleted items view from the drop-down list of views:
The Deleted items view opens:
To permanently delete a single record click More actions for the record you want to delete, then select Delete permanently:
A confirmation window allows you to check your selection. Click OK to confirm the deletion or Cancel to return to the Deleted items view without deleting.
To permanently delete multiple records, select the records you want to delete, then click Actions and Delete permanently:
Removing the Deleted items view
As of October 2023, a site admin can disable the Deleted items view for each iSheet.
iSheet settings
Open the Admin module, then select Active iSheets. Select the iSheet name to open iSheet settings.
Scroll down to Enable deleted items view.
Click to deselect the checkbox; a warning message is displayed:
Note that all items in the Deleted items view are permanently deleted if you continue.Items will not be restored if you later re-enable the Deleted items view.
If the Deleted Items view is not enabled, all records are immediately removed as soon as they are deleted and recovery is not possible.
Click OK to continue, or Cancel to return to the settings window without any changes.
Click Save to apply your changes.
This checkmark is available at site and system level for individual iSheets, and also for iSheet templates.
Caution: If you disable the Deleted items view in an iSheet template then the setting is also changed in all linked Sheets. All contents in the Deleted items views of all linked iSheets will be immediately and permanently deleted.
Auditing record deletions and restorations
A site admin can audit deleted records, and version history includes tracks deletions and restorations.
