Managing Records

Managing Records

Creating Records

Click on an entity type in the sidebar to open its listing page, then click the New {Entity} button. Fill in the custom fields (required fields are marked with a red asterisk) and optionally add tags. Click Save to create the record.

Validation Rules

When saving a record, field values are validated by type:

• Required fields — must have a value
• Email fields — must be a valid email format
• URL fields — must be a valid URL format
• Number fields — must be numeric
• Date fields — must be a valid date
• Yes/No fields — must be true or false

Record Detail Page

Each record has a detail page showing:

• All custom field values with their labels
• Relationship links (clickable, navigating to the linked contact or record)
• Tags (with colors and icons)
• Created and updated timestamps

Display Name

The record’s display name comes from the primary field. If you marked a "Company Name" field as primary, that value is used as the record’s title everywhere — in the listing page, breadcrumbs, relationship selectors, and automation context. If no primary field is set, the record displays as "Record #123".

Searching & Filtering

The listing page has a search bar that searches across all custom field values. You can also use advanced filters to filter by specific field values, tags, and date ranges. The same filter operators available for contacts (equals, contains, greater than, etc.) work for entity records.

Tags on Records

Entity records support the same tagging system as contacts. You can apply tags from the record detail page. Tag groups restricted to a specific entity type (e.g., "record:5" for entity type ID 5) will only show tags relevant to that entity type.

Bulk Delete

Select multiple records using checkboxes, then click Delete Selected. Each record is checked for delete permission individually.

Soft Delete & Restore

Deleted records are soft deleted (moved to trash). Toggle Show Trashed to see and restore them. Use Force Delete to permanently remove a record and all its custom field values.