A Record is any new entry into the system in the form of an Entity; including Stakeholders, Properties, Events, Actions, Documents, or any other Entities that have been customised for your system.
There are a couple of ways to add a Record. We recommend that before you add anything new, always do a quick search to confirm that it does not already exist in the system. For a quick reminder of how to search, check out the article 'How to Search.'
There are two main ways that you can add new records into the system, via the new button, or by adding a new record directly to an existing record.
The New Button
Located at the top right-hand side of the page, the green "New" button allows you to easily choose what type of new Record you want to create with a convenient drop down list.
While each type of Record has different data fields that need to be entered, all new Records should be assigned to at least one Project.
Continue to fill in all the fields that are applicable, and remember to fill in the mandatory fields which are shown by the red "Field is required".
Once you have chosen the Project/s, entered in all the data, and classified the Record appropriately, you need to save the Record.
The save button can be found at the top of the page.
HINT: If you have updated a Record and haven't yet saved it, an asterix will appear next to the page title indicating that there has been changes made to the Record.
Adding a new record from an existing record
1) Assign to a Project: The new record will also need to be associated to its respective Project or Projects.
Click on "Select at least one project" for your drop down list to appear, and tick which Project/s are applicable.
2) Event Type and Event fields: When creating a new Event Entity, note that the fields may be customised to your company. However two of the most common and relevant fields are the Event Type, and the Issues. These can be key pieces of information that should not be skipped as they are used in Searches and Reporting.
NOTE: Your organisation may also call Issues "Topics" or "Themes". It acts the same way in classifying what subject the stakeholder engagement was about.
3) "Save" versus "Save and Close": After the details of your engagement have been entered into the system, you must save the data. There are 2 options to choose from.
a) If you click "Save" it will not only save the data, but give you the option to open the New Record (in this example an Event Entity) in a Workspace allowing you to further edit and potentially create more relationships to the new Record.
b) If you choose "Save and Close" it will save this record and close the New Record and take you back to the original Record (in this example it will be Bob Dylan's)
Want to know how to find your new record? Have a look at our 'How to Search' article.